What are the responsibilities and job description for the Payroll Coordinator position at City of Panama City, FL?

Salary : $47,112.00 Annually

Location : Panama City, FL

Job Type : Full- Time

Job Number : 2025022403

Department : City Clerk Treasurer

Opening Date : 02 / 24 / 2025

Salary : Salary / Hourly wages may be adjusted based upon experience within Step Plan Parameters.

MAJOR FUNCTIONS

This is an administrative and technical position within the Accounting Department. Accounting duties relating to accurate and timely processing of payroll are a critical component of this position. Required tasks will involve detailed work related to entering, validating and processing wages while adhering to government regulation and City policies. This position functions under the general guidance and leadership of the Deputy Treasurer within the City Clerk / Treasurer's office and is responsible for the majority of the City's payroll functions including processing payroll and various types of monthly, quarterly and annual filings.

ESSENTIAL DUTIES

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 essential functions. These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Review, verify and process payroll records in a timely manner to meet strict deadlines while adhering to City policies and legal requirements.
Confirm accurate calculations of wages, overtime, deductions and benefits to ensure error-free processing.
Work closely with the Human Resources Department to validate payroll changes such as salary adjustments and benefit updates are accurately reflected.
Coordinate with supervisors or department heads to verify employee time records and resolve discrepancies.
Address employee inquiries in a positive, cooperative, helpful and team focused manner regarding payroll, deductions and benefits.
Investigate and resolve payroll discrepancies or errors in a prompt and accurate manner.
Operate and maintain payroll software systems, ensuring data accuracy and security.
Prepare payroll reports for internal / external use, audits and compliance purposes.
Generate summaries of payroll activities for Accounting Department.
Coordinate and prepare weekly, monthly, quarterly and annually filed forms and report to include but not exclusively, FICA tax deposits, Form 941, Form RT-6, W2 / W3's and all pension deposits and reports.
Troubleshoot system issues to resolution as necessary.
Perform other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of payroll laws and regulations, including tax withholdings, wage laws, compliance and reporting requirements at the State and Federal level.

Ability to research questions regarding payroll regulations and rules.

Familiarity with governmental accounting practices and principles, auditing and bookkeeping as they relate to payroll records and accounts.

Maintain discretion and confidentiality when handling sensitive employee and payroll information.

Strong analytical skills to interpret payroll data and generate accurate reports including ability to see obvious issues.

Ability to independently and rapidly learn proprietary or third-party accounting-based software.

Computer skills including proficiency with Word, Excel and Outlook.

Excellent communication skills, both in written and verbal format, with all internal and external customers and agencies.

Desire and ability to work in an effective, cooperative, team focused and positive manner with internal and external customers.

Problem-solving skills inclusive of multi-taking abilities.

Skills to compose, create and edit correspondence, documentation and reports.

Ability to work independently and with a team setting.

Self-starter and independent but readily adapts to direction.

Demonstrate general office etiquette and ability to establish and maintain effective and cooperative working relationships with team members, supervisors, departmental officials, officials of other agencies, and the public.

Basic office equipment and computer application knowledge.

MINIMUM QUALIFICATIONS

Graduation from high school or possession of an acceptable equivalency diploma.

Three (3) years of experience in payroll.

Associate's or Bachelor's degree in accounting, business, or other field preferred.

A comparable amount of training and / or experience may be substituted for the minimum qualifications.

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 essential functions.

Summary :

Occasionally - Lift / Carry : 10 lbs., Push / Pull : 10 lbs., Squat / Kneel, Climb, Crawl, Reach above Shoulder and Reach Outward, Drive.

Frequently - Lift / Carry : Less than 10 lbs., Push / Pull : Less than 10 lbs., Bend, Twist / Turn, Stand, Walk.

Constantly - Handling / Fine Motor Skills, Type / Keyboard, Sit.

DISCLAIMER

These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position.

Panama City Offers a complete benefits package to all full time employees. Below is a list of the benefits offered by the City.

For more detailed information about the benefits please reach out to the Human Resources Department.

WORK / LIFE INTEGRATION

12 Days of Paid Time Off

12 Days of Paid Sick leave- 6 may be used for family

12 Days of Paid Holidays

Birthday Leave

Bereavement Leave

Military Leave

Social Event Outings

Employee Assistance Program

HEALTH & WELLNESS

Medical Benefits-Team Member (ZERO cost option available)

Family Member Benefits available (City supplemented premium)

Dental Benefits (Premium paid in FULL for Team Members)

Orthodontic coverage for children (under 19)

Vision Benefits

Blood Drives (ADDITIONAL Paid Time Off for participation)

Wellness Incentive Program

Health Savings Account / Medical FSA

FINANCIAL WELLNESS

General Employee Retirement Pension Fund (10% of annual compensation)

Access to Professional Financial Advisory Services

City Paid Life Insurance and AD&D ($50,000)

Additional Life and AD&D coverage available for employees, spouse, and Children

Short-term Disability (Paid in FULL by City)

Long-term Disability (Paid in FULL by City)

Accidental Insurance

Critical Illness Insurance

Education Assistance Program / Tuition Reimbursement

Job Stability & Security

Salary : $47,112

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