Operations / Payroll Coordinator

Job Title

Under general direction of General Manager, this position is responsible for analyzing and evaluating department functions and programs for efficiency, cost effectiveness, and overall maximum performance.

Essential Job Duties / Work Performed

Responsible for department's general ledger and all accounting functions.

Maintain office software and integration with various components.

Carries out a range of IT-related tasks.

Assist in the development and implementation of the department budget.

Prepare reports for general manager and monitors compliance with company policies.

Perform human resource and payroll activities.

Assess the performance of the department against the business' goals and plans.

Keep current with payroll regulations and changes

Keep current with health insurance / wellness regulations and plans : monitor cost and compliance, update plans in software, distribute plans to employees, update HR policy

Setup and maintenance of Payroll / HR software and processes

Process payroll. Remit withholding / employer contributions, quarterly reporting

Annually process W2s

Annually process 1094 / 1095's (ACA reporting)

Prepare annual employee benefit letters; publish annual wage list

Accounts Payable : review for capital assets and appropriate g / l entry, reconcile reporting with balance sheet, record accruals

Void checks as needed

Process 1099's, IRS filings, monitor new vendors / purchases, obtain W-9's as necessary

Calculate City revenues, agreeing it with balance sheet and ensuring remittance is completed in a timely manner

Sales tax and excise tax reporting / remitting

Monitor cash flow & bank transfers

Review, edit, create, process journal entries

Monthly bank reconciliation, reconcile general ledger, prepare reports

Annually create yearly calendar of off weeks, billing cycles, pay periods, office functions

Department ERP software coordination : oversee cases, updates, testing, security and permissions, software setup and integration with other components

Capital assets : record, report, depreciate

Oversee meter reading hardware and software and integration with utility billing software

Audit prep : reporting, compiling data, find info

Prepare budget worksheets and maintain budget settings within software

Utility rate forecasting / budgeting; maintain rate configuration within software; ensure accuracy of rate settings

Determine need and appropriate method of data collection and reporting for internal and external needs

Data analysis : develop trend statistics and analyze data to ensure operations integrity

Keeps management informed of data analysis results

Forms creation & maintenance, both inside department ERP and outside

Corrections to staff or system errors

Prepare for and assist with IPERS audits and Work comp audits

End of year financial and payroll reporting

Attend seminars / networking / training events

Building / yard cleaning and maintenance

Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

Maintains professional and technical knowledge by attending educational workshops; establishing personal networks; participating in professional societies.

Assists in preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

Contributes to team effort by accomplishing related results as needed.

Use a range of office software, including email, spreadsheets, pivot tables and databases.

Maintains personnel records.

Participates as needed in special department projects as assigned.

Required Knowledge, Abilities, and Skills

Must be a team player

Ability to track budget expenses

Advanced accounting skills, reporting skills, and data analysis skills

Sound reasoning and ability to find resources and methods needed to recommend new processes and revamp existing processes

Good planning and organizational skills

Well-developed interpersonal and communication skills

Ability to occasionally lift objects up to 50 lbs.

Education / Experience

Bachelor's degree or equivalent experience

Meet eligibility requirements for employee fidelity bond as set by Department's insurance carrier

At least four years of previous experience in office coordinator role.

Working Conditions

Works a standard work week.

May be required to work overtime upon demand of workload

Required Background Checks

Sex Offender Registry

Drug Screening

Driving Record

Pre-Employment Physical