Payroll Systems Coordinator (Finance)

This position is responsible for the administration of county payroll and support of the automated timekeeping and payroll systems for the purpose of issuing countywide payments to employees. This position is also responsible for reporting payroll related transactions to state and federal governmental agencies related to payroll processing. This position provides countywide training related to timekeeping and payroll procedures. In addition, this position ensures adherence to county policies, agreements, and federal / state regulations as they relate to the county's payroll. This position requires strong organizational, communication and troubleshooting skills. Ultimately, the policy adherence, governmental reporting, and other decisions made by this position have far reaching consequences impacting employees, departmental budgets, and county taxpayers.

SUPERVISION

This position has no direct supervisory responsibilities; however, this position provides day-to-day direction to all county departments regarding payroll regulations and requirements.

SCHEDULE

Days : Monday - Friday

Work Hours : 8 : 00 am - 4 : 30 pm

Hours Per Shift : 8

Shifts Per Pay Period : 10

Position FTE : 1.00

Applications are being accepted from current County employees as well as members of the public.

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Oversee and independently supervise county staff in the preparation of all payroll related information in conjunction with the other payroll systems coordinator.

Administer the automated timekeeping system, including, but not limited to : independently completing and testing the weekly payroll processing on all upgrades, submitting system and procedure changes as necessary, verifying functionality of all pay policies and rule engine processes.

Administer the payroll application, including, but not limited to : testing all upgrades, independently making system and procedure changes necessary regarding payroll, verifying functionality and employee maintenance, and independently working with technical support to resolve system problems.

Maintain payroll operations by adhering to policies and procedures to ensure system integrity, ensure payroll files are stored in a confidential and secure manner, and ensure compliance with rules and regulations.

Liaison for all departments regarding payroll issues, resolving employee payroll related questions and problems, and answering any internal payroll support (help desk) e-mail requests.

Liaison between payroll and human resources related to day-to-day payroll / timekeeping issues.

Ensure required supplemental payroll information is on file (e.g., document reasons for absences from work).

Independently review timesheets and payroll reports for coding in compliance with policies, contracts, FLSA, FMLA and other employment laws.

Independently review employee eligibility for overtime or compensatory hours entered.

Train new employees and managers in the use of the automated timekeeping system and in county procedures related to payroll or timekeeping policies. Periodically hold refresher seminars for staff as necessary for payroll related training.

Process final payroll reports, vendor / garnishment checks and employee checks / direct deposit advices.

Complete transactions associated with payroll liability payments, including direct responsibility for processing the weekly bank transfer to cover all payroll related transactions and timely reporting to Treasurer's Office.

Manage countywide payroll records and reports.

Complete employment verifications.

Maintain correct coverage information for retirees and COBRA participants.

Calculate and report Workman's Compensation hours to county third party administrator and ensure proper employee payment.

Verify enrollment in health and dental plans and process payment to third party administrator for associated fees related to benefit processing.

Process monthly administrative payments to life insurance vendor and long term disability insurance vendor and reconcile enrollment numbers for accuracy.

Process employee severance payments as required and prepare necessary documentation for proper accounting of these transactions.

Prepare and file all monthly and annual reports and remittances to Employee Trust Funds as it relates to the Wisconsin Retirement System.

In coordination with the other payroll systems coordinator :

• Verify enrollment in health and dental plans and process payment to third party administrator for associated fees related to benefit processing.
• Process monthly administrative payments to life insurance vendor and long-term disability insurance vendor and reconcile enrollment numbers for accuracy.
• Process employee severance payments as required and prepare necessary documentation for proper accounting of these transactions.
• Prepare and file all monthly and annual reports and remittances to Employee Trust Funds as it relates to the Wisconsin Retirement System.
• Verify and file Federal Form 941.
• Complete and submit annual state(s) reconciliation of income taxes.
• Complete and distribute W-2 statements as well as electronically file all necessary data with the Internal Revenue Service and other state or federal agencies as required.
• Post monthly insurance premiums for retirees and COBRA participants.

Demonstrate a commitment to county safety and risk management efforts.

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

Bachelor's degree (preferred) or Associate's degree and four to five years of payroll processing experience. Other combinations of training and / or experience which can be demonstrated to result in the possession of the knowledge, skills and abilities necessary to perform the duties of this position may be considered. Proven ability to apply accounting and mathematical concepts to practical situations.

Certificates, Licenses, Registrations

Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) (preferred).

Interactions and Communications

Provides specialized information and / or recommendations to others regarding an area of expertise. Strong written and verbal skills are required.

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and / or work unit within the department. Position conducts research and provides information and observations which contributes to the decision making process.

Thinking and Problem Solving

In relation to established procedures, protocols and policies of the county, challenges in this position tend to be diverse, but are typically covered by precedent or established practice. Strong financial and analytical skills are required.

Tools & Equipment Used

Personal Computer / Printer Copy Machine

Telephone FAX Machine

Calculator Typewriter

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.

The noise level in the work environment is usually moderate.

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. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and / or move up to 10 pounds and occasionally lift and / or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

TO INCLUDE :

Formal Walworth County Electronic Application

Education & Experience Review

Oral Department Interview

Reference Check

Background Check

Post Offer Physical Exam

Drug Screen

Other job related tests may be required.

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