PAYROLL COORDINATOR-TRNS

SUMMARY

Reporting to the Director of Transportation or designee, the Transportation Time and Attendance Coordinator is responsible for maintaining and processing payroll, attendance, and leave records for the Transportation Department. The position ensures accuracy and compliance with the collective bargaining agreement through the use of transit operations software and related systems. Working closely with Finance and the Payroll Administrator, this role verifies, reconciles, and finalizes payroll for Transportation employees. The Coordinator also prepares routine analyses and reports for departmental leadership and plays a key role in the implementation and ongoing support of the agency’s new ERP system.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

• Maintain daily operator payroll records in HASTUS, ensuring accurate entry of work hours and pay codes.
• Verify and reconcile HASTUS-generated time data to ensure accuracy in bi-weekly payroll processing.
• Process and track attendance, vacation, personal time, sick leave, FMLA leave, and other absences.
• Verify and correct leave requests and work-hour discrepancies; notify supervisors and management of issues requiring follow-up.
• Accurately calculate and process all pay exceptions, adjustments, and wage increases in coordination with Finance/Payroll departments.
• Monitor payroll errors, generate reports, and provide timely updates to supervisors and management.
• Maintain attendance records, including attendance cards, leave requests, and documentation of violations of attendance policies.
• Respond to employee inquiries regarding payroll, leave balances, pay rates, and paycheck discrepancies.
• Ensure payroll and leave processing complies with the collective bargaining agreement and applicable work rules.
• Prepare daily, bi-weekly, and special reports for management as required.
• Assist the Director of Transportation or designee with payroll operations, data reporting, and labor agreement administration.
• Maintain accurate records and department files in compliance with agency records management policies and procedures.
• Perform other administrative or payroll-related duties as assigned.

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 Experience

• Associate’s degree in Accounting, Business Administration, Human Resources, Transportation, or a related field; equivalent work experience may be considered in lieu of a degree.
• Minimum of two (2) years of experience in one or more of the following areas:
  • Payroll processing, time and attendance administration, or related accounting/HR functions; or
  • Transit operations experience with responsibility for payroll/timekeeping, scheduling, or leave management.
• Experience with payroll and scheduling software (e.g., HASTUS, Great Plains, Oracle, ADP, or similar systems) preferred.
• Experience working in a unionized environment strongly desired.

Knowledge, Skills, and Abilities

• Strong understanding of payroll practices, timekeeping rules, and leave administration.
• Familiarity with collective bargaining agreements and how they apply to payroll and attendance.
• High attention to detail with the ability to analyze and reconcile data accurately.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and database systems.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet strict deadlines.
• Effective communication and interpersonal skills to interact with operators, supervisors, and staff across multiple departments (Finance, HR, Operations).
• Ability to maintain confidentiality of sensitive payroll and personnel information.
• Adaptability to new systems and processes, including support for ERP implementation and ongoing system use.

PHYSICAL DEMANDS.  The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Requires frequent bending and kneeling.  
• Requires primarily sitting.