Payroll Coordinator

Description/Distinguishing Features

The Payroll Coordinator is responsible for performing payroll, accounting and administrative support duties including processing and auditing payroll, auditing payroll reports, processing tax forms and resolving payroll issues. In addition, this role tracks and maintains time and attendance records and balances, provides human resources support relative to hiring processes, Family Medical Leave Act (FMLA) tracking and the annual performance review process. Payroll Specialist role is also responsible for reconciling the farebox revenue and preparing the farebox deposits.

Examples of Duties

A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

• Receives and reviews daily time records, validates the documented time, as appropriate, with the supervisors, and accurately enters the information into the payroll system.
• Reviews, analyzes, and validates payroll forms and reports for accuracy and makes the necessary adjustments and/or corrections.
• Creates and maintains payroll account codes using a customized financial system chart fields.
• Processes payroll distribution, direct deposit forms and retro-expenditure calculations accurately and within the appropriate deadlines.
• Completes appropriate forms for special wage/salary payouts and adjustments or to correct or balance for a special situation.
• Assists with the recruitment process which includes orienting new employees to work rules, policies, employee benefits, new hire background checks, drug screening, and tracking employee development.
• Assists management with workers’ compensation and Equal Employment Opportunity (EEO) reports.
• Assists with the employee termination process which includes ensuring the return of company property (i.e., issued keys, badges, phones, etc.) and completion of release paperwork and forms.
• Researches, analyzes, and resolves payroll-related problems or questions.
• Recommends or participates in the development of new procedures and policies related to payroll operations utilizing knowledge of local, state, and federal policies and regulations; obtains and assesses best practices from peer transportation authorities.
• Compiles and analyzes payroll data, makes recommendations and determinations, and prepares related reports.
• Distributes W-2 wage and tax statement reprints.
• Processes and maintains W-4 tax data and changes in personal data.
• Tracks and maintains time and attendance records relative to overtime, FMLA, Paid Time Off (PTO), unpaid hours, part-time hours, etc.
• Develops and distributes the annual performance evaluation form and processes related employee step raises; processes quarterly bonuses and full/part-time leave calculations.
• Reconciles the farebox revenue and prepares the deposits; tracks token stock for the token machines.
• Maintains the petty cash and performs bank runs, as necessary.
• Provides back-up accounts payable support.
• Maintains the master Outlook calendar for the administration team; maintains the employee anniversary/birthday master list.
• May perform other duties, as assigned.

Essential Qualifications

• Strong working knowledge of timekeeping and payroll systems.
• Working knowledge of payroll best practices.
• Strong knowledge of local, state and federal regulations.
• Excellent decision making, problem-solving, and analytical skills.
• Ability to deal with sensitive and confidential information.
• Ability to develop and nurture strong, productive relationships with all levels within the organization, respecting established processes and fostering an environment of mutual respect.
• Strong organizational, multi-tasking and prioritizing skills.
• Excellent experience with Microsoft Office applications, specifically Excel.

Acceptable Training and Experience

• High School diploma and a minimum of 3-years of related experience in an accounting function, or appropriate college coursework or vocation/technical training may substitute for the required experience.