Payroll Coordinator

City of Apple Valley; Apple Valley (MN); On-site; USD 55,000 - 75,000; Full time

Job summary

The City of Apple Valley is seeking a dedicated Payroll Specialist to manage payroll processing, deductions, taxes and related reporting for all employees. This role requires handling confidential data, coordinating with payroll systems, and ensuring compliance with federal, state, and local regulations.

The position also supports vendor payments for benefits, responds to payroll inquiries, and assists with audits and annual reporting.

Qualifications

• Two years post-secondary education/training in accounting.
• Two years of payroll processing and reporting experience.
• CPP certification or obtain within 12 months of appointment.
• Knowledge of general accounting, tax laws and payroll regulations.
• Ability to work independently and meet deadlines.
• Strong organization and accuracy in payroll processing.
• Professional written and oral communication skills.

Responsibilities

• Maintain and update employee payroll records and master files.
• Process bi-weekly payroll checks and verify deductions and taxes.
• Handle monthly FIRE payroll processing and related withholdings.
• Process ACH direct deposits and other payroll deductions.
• Respond to complex payroll questions and monitor tax changes.
• Ensure proper documentation for new hires and enrollments.
• Coordinate with payroll vendor for data input and retrieval.
• Prepare reports for government agencies and audits.
• Compute special payments and adjustments (bonuses, overtime, etc.).
• Assist with grant budgets and labor contract costing.
• Identify process improvements to increase efficiency.

Skills

Payroll processing experience

Strong computer skills

Attention to detail

Independent work capability

Professional communication

Education

Two years post-secondary education/training in accounting

Associate degree or above in accounting or related field

CPP certification

Job description

Responsible for the payroll process for all employees, including deductions, taxes, and remittance of appropriate withholding accounts. Responsible for payroll deductions, calculations, payments, and reporting associated with benefits/insurance plans, deferred compensation, pension, workers compensation, short-term disability, child support, and garnishments. Oversees maintenance of payroll and related records. Assists in payments to vendors for insurance products. Serves as primary liaison concerning payroll system management. This position works with data and people relationships requiring a high level of confidentiality, ethics, and trust.

1. Creates and updates employee payroll records and master files. Verifies and corrects employee timesheets, enters data into computer terminal and reviews for content, completeness and accuracy. Ensures labor agreements are properly administered in payroll processing. Processes and disperses payroll checks on a bi-weekly basis, codes payments to appropriate departments, and processes withholdings to appropriate agents. Maintains accurate and appropriate records of payroll deductions such as taxes, retirement, insurance, flexible spending accounts, and other related deductions and withholdings to appropriate agencies. Audits and balances payroll to financial system.
2. Processes and disperses payroll checks on a monthly basis for FIRE payroll, codes payments to appropriate departments, and processes withholdings to appropriate agents. Maintains accurate and appropriate records of payroll deductions such as taxes and deferred compensation. Audits and balances payroll to financial system.
3. Processes ACH direct deposit file, tax withholding deposits, deferred compensation contributions, HCSP contributions, union dues, Child Support, and other related deductions. Provided voucher detail to Finance for entry into Accounts Payable.
4. Answers complex questions and identifies and solves problems regarding employee payroll and payroll reports. Monitors federal and state tax changes and IRS regulations that affect payroll and any City benefits such as deferred compensation, Public Employees Retirement Association (PERA) pension, Social Security, MN PFML, etc.
5. Checks for accuracy and proper documentation for new employees and open enrollment. Administers the City’s deferred compensation and flex spending plans and PERA. Troubleshoots and resolves employee/vendor issues.
6. Conducts written and oral employment verification, as requested, in compliance with Data Practices Act. Responds to unemployment claims.
7. Works with payroll systems vendor to ensure efficient operations in the City's payroll accounting system including the input/retrieval of payroll data. Manages payroll systems to ensure the accuracy and integrity of data is maintained and utilized effectively and efficiently.
8. Compiles reports for government agencies, such as unemployment compensation, census, and state audit, quarterly 941 reporting, MN State Withholding Tax reports, Affordable Care Act reporting, PERA exclusions and leave reports, and W2s.
9. Compiles information and works with the Workers Compensation auditor and the City’s annual auditor.
10. Calculates and processes annual payments such as Police Holiday Pay Out, AFSCME Retention pay, retroactive pay, and uniform allowance for LELS contracts. Calculates and processes other special payments and adjustments, including severance, short term disability, MN PFML and worker’s compensation. Calculates and processes mid year pro-rated uniform allowance and retention payments.
11. Calculates qualified Overtime for W2s.
12. Researches and provides information for grant development, budget preparation, and labor negotiations. Provides Human Resources manager with estimates of personnel budget impacts and costing of labor contract proposals.
13. Identifies opportunities to streamline and/or automate processes to be more efficient, cost effective and customer friendly.
14. Assists City department users with implementation of products and processes relative to payroll and timekeeping. Provides data and reports to managers as requested.
15. Ensure accurate and timely PERA and deferred compensation payments.
16. Provides training to Finance and Human Resources staff members who assist with payroll input, processing, and reporting.
17. Performs other duties consistent with the responsibilities of the position as apparent or assigned.

Minimum Requirements:

• Two years post-secondary education/training in accounting.
• Two years of recent experience in payroll processing and reporting.
• Certified Payroll Professional (CPP), or must obtain within 12 months of appointment.
• Demonstrated knowledge of principles and practices of general accounting such as maintaining journals and ledgers and specific computerized payroll applications.
• Demonstrated knowledge of tax laws and filing requirements. Knowledge of applicable federal, state and local laws, codes and regulations relating to payroll and compensation and ability to interpret and apply them.
• Ability to work independently and prioritize work to meet recurring and non-recurring deadlines.
• Excellent organization skills and attention to details. Demonstrated ability to ensure accurate and timely processing of payroll.
• Strong computer skills and ability to troubleshoot software applications and advise programmers on system errors or difficulties.
• Ability to communicate professionally, courteously, clearly, and concisely, both orally and in writing and establish and maintain effective working relationships with those contacted in the course of work.

Preferred Qualifications:

• Associate degree or above in accounting or related field.
• Additional years of experience in payroll processing.
• Work experience in payroll, human resources, or accounting function for a local government.
• Strong preference for previous experience in multiple payroll systems.

Working Conditions and Physical Requirements:

• Work is performed primarily in a standard office environment that includes exposure to computer screens.
• Primary job functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (25 pounds).
• Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.