What are the responsibilities and job description for the Payroll Coordinator position at City of Fort Wayne?
Job Description : SUMMARY
Working under the direction of the Payroll Manager, incumbent encodes and audits time keeping records for conformance and accuracy. The incumbent performs all payroll practitioner duties including balancing and controlling earnings and deduction totals and assists in data entry of general ledger entries. Exercises discretion and independent judgment when auditing various City retirement accounts and benefit reports, as well as reviewing and balancing payroll. This position is excluded from paragraphs 3 and 4 of City Attendance Policy 305; all other paragraphs of this policy apply. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.
Management & Operations
- Handles new accounts and changes for direct deposits and various other payroll deductions;
- Responsible for the reconciliation and accuracy of payroll related accounts;
- Audits Police Acts of '25 and '77, Fire Acts of '37 and '77 pension deductions and payments;
- Assists in ensuring all quarter- and year-end reporting is accurate and in compliance with all taxing authorities;
- Performs general office duties such as filing and scanning, etc;
- Responsible for document record retention management for the department;
- Maintains documentation of reconciliation for audit;
- Responsible for accurate and timely data processing in order to meet continuous payroll deadlines. Errors for not meeting deadlines would result in substantial liability to the City;
Document Processing & Analysis
Communication & Information
PERFORMANCE EXPECTATIONS
The incumbent is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbent's responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and / or EXPERIENCE
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals using proper English, spelling, grammar and punctuation. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public, maintaining a professional image. Researches laws and regulations regarding taxes and payroll withholding procedures. Works on special reports for senior management.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Incumbent determines and corrects out of balance conditions, also calculates and reports tax liabilities, have knowledge of accounting principles, making journal entries maintains fiscal and accounting reports.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Proficient problem solver with a high emphasis on serving the employees' needs. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Incumbent researches and advises payroll staff concerning the accounting treatment of complex transactions. Must be willing to alert Supervisor of potential issues. Ability to analyze situations accurately, and adopt an effective course of action, prioritizing duties to fit the demands of the payroll schedule. Must possess strong customer service skills.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Indiana Driver's License if City vehicle is used.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and / or move up to 10 pounds. Specific vision abilities required by this job include close vision, and color vision.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be positive, helpful and possess a professional attitude when speaking with others.
The noise level in the work environment is usually moderate.
Work takes place in an office environment alternating between a standard reasonably busy with a hectic deadline driven by bi-weekly, monthly, quarterly, and annual deadlines. The incumbent juggles multiple tasks, works under pressure of bi-weekly, monthly, quarterly and annual deadlines and with frequent interruptions.
