Payroll Coordinator

cityofprescott; Prescott (AZ); On-site; USD 42,000 - 53,000; Full time

Benefits offered by this job

Employee Assistance Program

Calm subscription

Health coaching

Paid time off 25 days (first year)

11 statutory/-floating holidays per/yr

Free employee medical/dental/vision

ASRS pension

Deferred compensation

Job summary

The City of Prescott is seeking a Payroll Coordinator to manage payroll processing for all City employees and to ensure accurate, timely payment in compliance with applicable laws. The role collaborates with departments and outside vendors to resolve payroll issues and maintain payroll records.

Responsibilities include reconciling timecards, generating reports, managing tax withholdings, and supporting year-end processes and audits.

Qualifications

• Associate degree with 2+ years payroll experience or equivalent
• Bachelor's degree preferred; CPP/FPC certification beneficial
• Knowledge of payroll regulations (federal/state/local) and GAAP
• Ability to maintain strict confidentiality and work independently

Responsibilities

• Process payroll for City employees including bi-weekly, monthly, and off-cycle cycles
• Ensure compliance with federal/state/local payroll regulations and city guidelines
• Prepare and file payroll reports, W-2s, and 1099s as required
• Administer contractor and vendor payments related to payroll
• Maintain payroll system configurations, codes, and tax tables; test updates
• Respond to inquiries from departments and employees regarding payroll matters
• Coordinate payroll inputs with department clerks and reconcile payroll liabilities to GL
• Support year-end close and provide data for external auditors

Skills

Payroll rules

GAAP knowledge

Confidentiality

Analytical skills

Communication

Independent judgment

Education

Associate's degree

Bachelor's degree

CPP or FPC certification (preferred)

Job description

Payroll Coordinator

Finance Department

Hiring Range: $30.51 to $38.14 Per Hour

FLSA Status: Non-Exempt

Pay Grade: 112

Full Pay Range: $30.51 to $45.76 Per Hour

Deadline to Apply: 10/14/2026

Benefits Summary:

Major Benefits for Full-Time Regular Employees:

• A diverse range of complimentary mental health and wellness services is available, including an Employee Assistance Program, a free subscription to Calm, and health coaching
• Paid time off up to 25 days in first year of employment
• 10 paid holidays and 1 floating holiday per year
• Free employee only coverage for medical, dental, vision, short-term disability, and life insurance
• Pension and long-term disability through Arizona State Retirement System, click here for more details
• Supplemental benefits such as deferred compensation plans and additional life insurance

Position Summary:

This position is responsible for payroll processing for the City. This includes technical and payroll related duties such as calculating wage assignments, reconciling payroll against submitted department time sheets, and calculating and remitting all applicable withholding liabilities. Work also includes processing garnishments, verifying employment, preparing quarterly and annual federal and state payroll reporting returns, and researching all applicable federal, state, and local tax laws to maintain strict compliance.

The role also requires regular collaboration with other departments and outside vendors on payroll-related matters. Incumbents in this classification are responsible for managing, interpreting, and applying complex payroll rules and regulations to ensure timely and accurate payment to all City employees. The position is expected to exercise independent judgment in performing daily duties and resolving payroll issues.

Essential Duties:

• Reviews and audits timecards from all City departments and reconciles to payroll system reports; ensures compliance with City administrative regulations, guidelines, pay schedules, and federal regulations.
• Keeps current on payroll related requirements.
• Ensures regulatory compliance of payroll system to all applicable governmental agencies' guidelines, policies, and procedures.
• Calculates, processes, reviews, and distributes accurate paychecks for City's bi-weekly, monthly, and off-cycle payrolls within strict timelines; reviews error reports and makes adjustments to resolve problems; and processes and reviews retroactive payments and deductions as needed.
• Maintains complete confidentiality, within guidelines, of payroll records and reports; ensures deadlines are met.
• Coordinates payroll processing cycles and changes with designated departmental payroll input clerks.
• Reviews and approves payroll-related personnel actions and W-4 changes.
• Calculates and remits applicable withholding liabilities for City employees on a timely basis including but not limited to: quarterly and annual federal and state payroll reporting returns, FICA, Medicare, retirement, insurance, and other related voluntary and non-voluntary deductions.
• Processes payroll-related vendor payments, as assigned.
• Calculates and inputs wage assignments including garnishments, support orders, and tax levies.
• Calculate PSPRS Supplemental Benefits and Workers Compensation leave buyback.
• Responds to payroll-related inquiries from City departments, employees, and from outside agencies regarding tax withholdings, direct deposits, leave accruals, etc.
• Assists citywide end-users; provides information regarding leave requests; and adjusts timecard entries and prior pay period corrections, as needed.
• Processes termination checks in compliance with various government guidelines and pension plans.
• Reconciles payroll liabilities to the general ledger; processes payments and/or journal entries into financial systems.
• Prepares required and requested reports.
• Administers and maintains payroll system configuration, including earnings and deduction codes, tax tables, pay calendars, leave and benefit settings, interfaces, and other payroll-related system components; tests system updates and modifications to ensure accurate payroll processing.
• Provides payroll data to support fiscal year-end close activities and collaborates with external auditors on payroll-related matters.
• Performs annual tasks such as deduction updates, leave conversions, tax memos, and calendars; issues 1099-Ms and W-2s.
• Identify and implement payroll process improvements to drive efficiency, automation, and modernization.
• Performs other duties as assigned.

Qualifications:

Education and/or Experience:

Associate's degree in a related field and two (2) years of experience in payroll or any combination of experience and training which demonstrates the knowledge and experience to perform the work.

Preferred Qualifications:

Bachelor's Degree and experience in accounting or human resources or a any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work. Professional certifications such as CPP (Certified Payroll Professional) or FPC (Fundamental Payroll Certificate). Municipal or government experience.

Licensing, Certification, and Other Requirements:

Must have a valid AZ driver's license within thirty (30) days of employment.

Employee Core Beliefs

City of Prescott employees should seek to uphold the City's core beliefs throughout their day-to-day business and with every customer they come in contact with, both internal and external. Our core beliefs are: Acting with Integrity, Working as a Team, Being Accountable, Practicing Innovative Problem Solving, Take Pride in Excellent Results, Focusing on Our Community and Being Nice.

Knowledge, Skills, and Abilities:

• Knowledge of applicable federal and state laws and regulations pertaining to payroll administration.
• Knowledge of principles and procedures of payroll processing and accounting.
• Knowledge of customer service principles and procedures.
• Knowledge of the various state retirement system policies and procedures.
• Knowledge of applicable miscellaneous payroll deductions (e.g. ICMA, garnishments, retirement health savings plan).
• Knowledge of City regulatory requirements.
• Knowledge of principles and procedures of financial record keeping and reporting.
• Skill in mathematically calculating payroll information.
• Skill in communicating effectively, both orally and in writing.
• Ability to interpret and apply related payroll Generally Accepted Accounting Principles (GAAP).
• Ability to maintain records efficiently.
• Ability to accurately prepare clear and concise reports.
• Ability to analyze financial data and reconcile accounts.
• Ability to establish and maintain effective working relationships with other City employees, supervisory personnel, and the public.
• Ability to maintain complete confidentiality, within guidelines, of all payroll records and reports.
• Ability to work independently in all aspects of computerized payroll processing, retroactive. calculations and payments, online checks for routine corrections, and preparation of payroll reports.

Physical Demands and Working Conditions:

• Work is performed in a standard City office environment
• Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
• Work is performed in a relatively safe, secure, and stable work environment.

Successful candidate will receive a post-offer, pre-employment background screening to include:

• Drug screening
• Motor vehicle records check
• Criminal Background Screening

City of Prescott Contact Information

201 N. Montezuma Street, Suite 207

Prescott, AZ 86301

Email: [e-mail]

Website: www.prescott-az.gov

Phone: [phone] / Fax: [phone]

When advised, reasonable accommodations will be made in order for an "otherwise qualified applicant" with a disability to participate in any phase of the selection process. In accordance with A.R.S. 23 - 493, this position has been identified as "Safety Sensitive". The City of Prescott is an Equal Employment Opportunity employer.