Payroll Coordinator

Performs payroll functions supporting the accurate and timely processing of County payrolls. Reviews payroll and timekeeping information, maintains payroll records and deductions, prepares routine reports and reconciliations, and assists employees and departments with payroll matters.

Job responsibilities may include any or all of the following, depending on the incumbent’s functional assignment. This is not meant to be an exhaustive list of job functions, but a representative sample of the type and level of work that is expected in this position.

Processes regular and special payrolls for the County and other assigned agencies; reviews time, pay, personnel actions, deduction, and benefit information for accuracy to ensure payrolls are complete and issued on schedule. Provides support to the School Board payroll staff.

Calculates and processes payroll changes, adjustments, overtime, retroactive pay, leave-related pay, and separation payments in accordance with established procedures.

Reviews payroll reports and system results; identifies discrepancies, makes or coordinates corrections, and maintains supporting documentation.

Maintains payroll and timekeeping system data, employee payroll records, and related electronic files. Establishes and maintains payroll deductions, benefit and retirement transactions, court-ordered deductions, and other authorized payroll activity.

Reviews payroll liabilities, deductions, retirement and benefit activity, and other payments against supporting documentation and completes the related check request process.

Responds to employee and departmental questions and provides guidance and training on payroll and timekeeping procedures, including time entry, approvals, corrections, and payroll deadlines.

Maintains and processes monthly changes and payments for the Virginia Retirement System relating to retirement, life, and optional life insurance through VRS and associated websites.

Prepares monthly departmental payroll reports for internal payroll reporting.

Prepares monthly reports for external agencies such as the Virginia Compensation Board, Virginia Retirement System, and Bureau of Labor Standards.

Reviews leave reports and reconcile leave information between the timekeeping and payroll systems; processes approved corrections and leave conversions in accordance with established procedures.

Protects confidential payroll information and maintains records in accordance with County procedures and retention requirements.

Assists with payroll system testing, procedure updates, process improvements, and backup coverage for other payroll functions.

Assists with special projects, audits, system changes, and other assigned activities as requested.

Provides backup support for other payroll functions as assigned.

Minimum Qualifications

High school diploma, supplemented by college-level courses in bookkeeping or accounting, or a related field, and 4 years of experience in all phases of payroll processing; or any combination of education and experience which provides the required knowledge, skills, and abilities. Requires personal computer experience (particularly with spreadsheet software) and automated payroll experience.

This job is contingent upon successful completion of pre-employment checks to include criminal history and background checks.

Supplemental Information

Working knowledge of accepted payroll principles and practices.

Working knowledge of payroll tax, wage and hour, retirement, benefit, and wage deduction requirements.

General knowledge of the Fair Labor Standards Act.

General knowledge of the laws governing garnishments, levies, and other deductions from wages.

General knowledge of employee benefits, taxation, and payroll reporting requirements.

General knowledge of automated payroll and timekeeping systems and spreadsheet software.

Ability to meet payroll deadlines and maintain accurate records and controls.

Ability to follow procedures, assist with system changes, and communicate payroll information clearly.

Physical Demands

Must be physically able to operate a variety of automated office machines which includes a computer, adding machine, fax machine, copier, etc. Work involves stooping or bending to retrieve files, writing in order to take notes on claims, some carrying of printouts, books, and files, generally weighing no more than 10 lbs., and pushing and pulling drawers open and closed. Work involves sitting most of the time but may involve walking or standing for periods of time.