Payroll Coordinator

City of Apple Valley, MN; Apple Valley (MN); On-site; USD 81,000 - 101,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Holidays

PERA pension

Flexible Spending Arrangements

Job summary

The City of Apple Valley, MN is seeking a Payroll Coordinator to manage all aspects of payroll for municipal employees. You will handle deductions, taxes, remittance, and benefits payments, while maintaining confidentiality and adhering to relevant laws and regulations.

This role partners with Finance to ensure accurate payroll records, timely payments, and comprehensive reporting for audits and government agencies. A CPP certification is preferred or must be obtained within 12 months.

Qualifications

• Two years of experience in payroll processing and reporting.
• Knowledge of payroll deductions, withholdings, and benefits.
• Familiarity with federal and state tax rules affecting payroll.
• Ability to maintain confidentiality and handle sensitive data.

Responsibilities

• Creates and updates employee payroll records and master files; verifies timesheets and ensures accuracy.
• Processes bi‑weekly payroll checks and remittances; codes payments to departments and withholdings.
• Handles direct deposit, tax withholdings, deferred compensation, and benefits contributions.
• Responds to payroll inquiries and resolves issues; audits payroll against the financial system.
• Works with payroll systems vendor to ensure data integrity and efficient operations.
• Compiles reports for government agencies and auditors and supports annual audits.

Skills

Payroll processing

Taxes and deductions

Recordkeeping

Confidentiality

Communication

Education

Two years post-secondary education/training in accounting

Associate degree or above in accounting or related field

Certified Payroll Professional (CPP), or must obtain within 12 months

Job description

Payroll Coordinator

Salary: $80,600.00 - $100,776.00 Annually

Location: Municipal Center - Apple Valley, MN

Job Type: Full-Time Regular

Department: Finance

Summary Of Position

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.

Essential Duties And Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• Conducts written and oral employment verification, as requested, in compliance with Data Practices Act. Responds to unemployment claims.
• 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.
• 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.
• Compiles information and works with the Workers Compensation auditor and the City’s annual auditor.
• 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.
• 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.
• Identifies opportunities to streamline and/or automate processes to be more efficient, cost effective and customer friendly.
• Assists City department users with implementation of products and processes relative to payroll and timekeeping. Provides data and reports to managers as requested.
• Ensure accurate and timely PERA and deferred compensation payments.
• Provides training to Finance and Human Resources staff members who assist with payroll input, processing, and reporting.
• Performs other duties consistent with the responsibilities of the position as apparent or assigned.

Qualifications

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.

Employee Benefits

Regular, full-time employees of the City of Apple Valley are eligible for a benefits package.

Annual Leave

Paid time off for vacation, sick leave, or personal leave. Accrues each pay period. 15 days per year for first 5 years of employment.

Holidays

Paid time off on 12 designated holidays plus 1 personal floating holiday per year.

Insurance

Employer-paid employee health, dental, and life insurance. Dependent coverage available.

Disability

Income replacement insurance for short and long term disability, if unable to work due to illness or injury. Subject to waiting periods and medical confirmation of disability.

Public Employees Retirement Association (PERA) Pension plan

State mandated pension plan. Employee and Employer contributions. Members are vested in the plan after 3 years.

Deferred Compensation Plan (457)

Income set aside on a pre-tax basis for the purpose of retirement income. Investments are participant-directed. Participation is optional and the City does not contribute to the plan.

Flexible Spending Arrangements

Tax-free reimbursement accounts for health care and daycare expenses.

EAP

Free Employee Assistance Program provides confidential counseling and referral services to employees, family, and household members.

Wellness & Fitness

Free on-campus fitness room featuring cardio and weight machines, free weights and kettle bells, open mat space and more. Shower and locker rooms also on site. Wellness programs and fitness classes offered.

Payroll Automatic Deposit

Payroll checks are automatically deposited into your designated checking and/or savings account(s) each bi-weekly payday.

This summary highlights certain benefits available through the City of Apple Valley. Benefits may differ based on union contracts for employees represented by a collective bargaining unit. If there are any differences between benefits as described in this summary and the legal plan documents or contracts, the plan documents or contracts shall govern. This summary is for information only and is subject to change or revocation without notice. This summary shall not constitute a contract or guarantee, express or implied.