Payroll Coordinator

City-of-Mukilteo; Mukilteo (WA); On-site; USD 60,000 - 75,000; Full time

Job summary

City of Mukilteo is seeking a payroll professional to manage payroll processing, timesheet reviews, tax filings, and deductions while ensuring accuracy and compliance within the finance team.

Responsibilities include maintaining payroll records, preparing journals, and supporting accounts payable/receivable as needed, with strict adherence to deadlines and legal requirements.

Qualifications

• Knowledge of payroll, accounts payable, accounts receivable, and basic accounting practices.
• Knowledge of laws, ordinances, codes, and regulations governing payroll.
• Proficiency with Microsoft Office (Outlook, Excel, Word).
• Ability to perform complex math calculations and data entry.

Responsibilities

• Process payroll and direct deposit files; issue payroll checks as needed.
• Review and approve timesheets; manage hour types and job costs.
• Prepare quarterly and annual tax reports; reconcile payroll liabilities.
• Maintain payroll records and update procedures; document controls.

Skills

Payroll processing

Accounts payable

Accounts receivable

Basic accounting

Education

High school diploma or GED with accounting coursework

Tools

Microsoft Office

Job description

Job Summary:

Under direct supervision, performs all activities necessary to process payroll, including reviewing timesheets; filing quarterly and annual tax reports; paying tax liabilities; processing voluntary and involuntary deductions; preparing accounting transactions; reconciling payroll and payroll-related liabilities to the general ledger; documenting and updating procedures; and maintaining the payroll module in the financial system to include updating data tables, hour types, schedules and leave plans. May serve as a temporary backup for accounts payable, accounts receivable and business licensing. Performs routine accounting functions, position control and budgeting, and routine and complex administrative and clerical support of the department and organization.

ExamplesofWorkPerformed):

• Maintains and updates user defined formulas, data tables, schedules, and leave plans
• Manages the web extension timesheets, updating hour type or job cost changes, and opening periods for employee time entry
• Reviews timesheet entries for accuracy and approval
• Processes payroll, prepares and submits direct deposit file, prepares manual payroll checks as needed
• Calculates and processes payments for garnished wages and child support
• Maintains payroll tax records including withholding forms and Social Security records
• Issues W-2 forms and ensures compliance with all IRS regulations and the Affordable Care Act
• Reconciles W-2 report from the payroll system to quarterly tax payments
• Develops and maintains forms and systems for the control of payroll records and timesheets
• Calculates prorated wages, salaries, benefits, and worker’s compensation time loss.
• Maintains job costing system, enters data and generates reports
• Processes payment of employee benefits, federal taxes, etc.
• Prepares and submits quarterly tax reports and performs annual reconciliation of taxes
• Prepares and enters journal entries and other documentation into the financial system
• Prepares payroll reports as needed or requested
• Reconciles medical premiums paid to the general ledger
• Implements payroll actions per collective bargaining agreements
• Resolves payroll discrepancies by collecting, researching and analyzing information
• Maintains payroll records and archives
• Performs other duties as assigned

RequiredKnowledge,SkillsandAbilities:

• Knowledgeofpayroll,accountspayable,accountsreceivable,andbasicaccountingpractices
• Knowledgeoflaws,ordinances,codes,andregulationsgoverningareaofassignment
• Knowledgeofbudgetandaccountstructurepractices and WA State BARS.
• Knowledge of Microsoft Office including Outlook, Excel and Word.
• Abilitytouseapersonalcomputer,relatedsoftwareandhardware,addingmachine by touch,andcopy machine
• Ability to complete complex math calculations
• Abilitytocommunicateeffectivelybothorallyandinwriting
• Abilitytoestablishandmaintaineffectiveworkingrelationships
• Abilitytoorganizeandmaintainmultiplefilingsystems
• Abilitytocountcashandbalanceaccounts
• Abilitytoperformquickandaccuratedataentry
• Abilitytousecurrentdataprocessingsystemsandprograms
• Abletoworkwiththepressureofregulardeadlines
• Ability to be highly organized and pay great attention to detail

Physical Demands and Work Environment

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. Work is performed in an office environment. The employee is constantly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee constantly required to talk or hear. The employee is regularly required to stand, walk, reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually moderate.

MinimumQualifications:

• Two(2)tofour(4)yearsofprogressivelyresponsiblepayrollexperience
• Excellentwrittenandcommunicationskills
• Exceptionalorganizationalskillsandtheabilitytoprioritize
• Highschoolgraduationor GED equivalentwithcollegecoursework inaccounting and/orcertified payroll professional program.

Preferred Qualifications

Payroll experience in a union environment

New payroll system implementation experience

Licenses and Other Requirements:

Must pass comprehensive background check

The City of Mukilteo is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities m provided upon request.

This position is represented by the Public, Professional & Office-Clerical Employees and Drivers Local Union No. 763 (Representing the Office-Clerical Technical Employees).