PAYROLL COORDINATOR

JOB DESCRIPTION

PAYROLL COORDINATOR
FINANCE

Human Resources Department
700 Town Center Drive, Suite 200

Newport News, VA 23606
NEWPORT NEWS, VA Phone: (757) 926-1800

CITY OF OPPORTUNITY Fax: (757) 926-1825

GENERAL STATEMENT OF RESPONSIBILITIES

Under general supervision, this position is responsible for coordinating all payroll functions for City
employees and retirees. Reports to the Accountant II – Payroll.

ESSENTIAL JOB FUNCTIONS

Processes a variety of electronic transactions through the City’s Enterprise Resource System (MUNIS)
related to all hired, terminated and current active employees to ensure accurate payroll
compensation; and processes manual checks as needed.

Receives requests from departments for retroactive pay to be entered into payroll system; calculates
payment and verifies against personnel actions; enters retroactive amounts and any other money
amounts into payroll system.

Posts and maintains tax liens, garnishments and child support payments. Ensures that payroll is
balanced, tax payments to the federal and state agencies have been electronically submitted, and
paychecks and direct deposits are printed and sealed. Maintains compliance with federal, state, and
local laws and regulations affecting payroll operations.

Responds to routine inquiries with regard to retirement benefits, pay deductions and increases, as
well as City policies, procedures and governmental regulations as it relates to pension payroll; and
researches situations and responds appropriately.

Works closely with Human Resources and department payroll representatives on all aspects of the
automated payroll system to ensure accuracy, accountability and appropriateness of all transactions.

Creates, maintains and updates payroll manual used by department payroll representatives; provides
written correspondence concerning payroll changes; provides continuous training. Assists with the
publishing of the newsletter for retirees and employees.

Maintains computer-generated schedules to ensure the accuracy of reports and forms submitted.
Assists with the issuance of all W-2 and 1099-R forms and ensures that information reported on these
forms is accurate compared to federal and state reports.

Provides back-up to the benefits section as needed.

Performs other duties as assigned.

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PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community
and the organization through work behaviors demonstrating the City’s Values. Employees are also
expected to lead by example and demonstrate the highest level of ethics.

REQUIRED KNOWLEDGE


Payroll – Thorough knowledge of payroll practices to ensure accuracy and appropriateness of all
transactions, to include compliance with federal, state, and local laws and regulations affecting
payroll operations and operational requirements. 

Pension – Some knowledge of pension benefits administration. 

Customer Service — Considerable knowledge of principles and processes for providing customer
service. This includes setting and meeting quality standards for services, and evaluation of
customer satisfaction.

REQUIRED SKILLS


Computer Skills – Utilizes a personal computer with word processing, spreadsheet, and related
software to effectively complete a variety of administrative tasks with reasonable speed and
accuracy. 

Interpersonal Relationships – Develops and maintains cooperative and professional relationships
with employees at all levels, payroll representatives from all departments, retirees and the public.
Effectively responds to and resolves routine inquiries and disputes. 

Time Management - Plans and organizes daily work routine. Estimates expected time of
completion of elements of work and establishes a personal schedule accordingly. Implements
work activities in accordance with priorities and estimated schedules.

REQUIRED ABILITIES


Communication – Ability to effectively communicate ideas and proposals verbally and in writing,
to include the preparation of detailed reports which include numerical information and statistics.
Ability to handle a variety of human resources issues with tact and diplomacy and in a
confidential manner. Ability to listen and understand information and ideas being presented
verbally and in writing. 

Financial Management – Ability to perform arithmetic, algebraic, and statistical applications to
perform payroll transactions. Ability to employ accounting principles and practices in the
analysis and reporting of payroll data.

EDUCATION AND EXPERIENCE

Requires an Associate’s Degree in Accounting, Business Management or a related field and 1-2 years
of responsible payroll or closely related experience, or an equivalent combination of education and
experience.

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ADDITIONAL REQUIREMENTS

An acceptable general background check to include a local and state criminal history check and a
valid driver’s license with an acceptable driving record.

PHYSICAL REQUIREMENTS 

Requires the ability to exert light physical effort in sedentary to light work. 

Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10
pounds). 

Tasks may involve extended periods of time at keyboard or work station.

SENSORY REQUIREMENTS 

Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. 

Some tasks require the ability to communicate orally.

ENVIRONMENTAL EXPOSURES

Essential functions are regularly performed without exposure to adverse environmental conditions.

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