Payroll Specialist

City of Coon Rapids; Coon Rapids (MN); On-site; USD 71,000 - 89,000; Full time

Job summary

The City of Coon Rapids is seeking a Payroll Specialist to ensure accurate and timely pay for employees, maintain payroll records, and support reporting and customer service across the organization.

Under the direction of the Assistant Finance Director, you will manage time sheets, deductions, PERA, taxes, and COBRA, while safeguarding confidential information and ensuring compliance with state and federal rules.

Qualifications

• Associates degree in finance, accounting, HR or related field.
• Three years of payroll processing experience.
• Experience with payroll taxes, deductions and reporting.
• Ability to handle confidential information with discretion.
• Proficient computer skills with Windows, word processing and spreadsheets.

Responsibilities

• Process and audit time sheets, PTO requests and updates.
• Prepare payroll reports and ensure timely deposits and tax filings.
• Respond to payroll inquiries with accurate information.
• Maintain payroll records and assist with benefit deductions.
• Support annual audits and CBAs as needed.

Skills

Payroll processing

Attention to detail

Confidentiality

Customer service

Education

Associate degree in finance or accounting or related field

Tools

BS&A

Job description

If you’re someone who loves keeping the details in order, solving problems, and making sure everything adds up, this could be the role for you! Under the general direction of the Assistant Finance Director, the Payroll Specialist plays a key role in ensuring employees are paid accurately and on time while maintaining payroll records, preparing reports, and providing helpful customer service and analytical support across the organization.

Hiring Range: $34.23-$42.65/hour

Position open until filled with first consideration given to applicants who apply before October 5, 2026

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The City of Coon Rapids is proud to be an Equal Opportunity Employer and actively seeks a diverse workforce that reflects the community we serve. The City welcomes, and encourages all qualified applicant to apply regardless of race (including traits associated with race, including but not limited to, hair texture and hair styles such as braids, locks and twists), color, creed, religion, familial status, sex (including pregnancy or related conditions, gender identity/expression, and sexual orientation), parental status, marital status, national origin, age, disability, genetic information, political affiliation, military service, or other non-merit based factors or any other basis protected by law.

Essential duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is similar, related or a logical assignment to the position.

• Administers City payroll, including processing and auditing time sheets, paid time off requests and miscellaneous updates, working with supervisors and employees; establishes proper deduction amounts, accrual schedules for paid and unpaid leaves, PERA eligibility/ineligibility and enrollment, direct deposits, retro pay and other adjustments performing computer input and monitoring payroll proof.
• Responsible for timely deposit of payroll taxes and deductions, receive garnishments, wage levies, support orders, etc. and compute proper amounts.
• Prepares, receives, processes and checks accuracy and completeness of a wide variety of documents, records and reports requiring considerable knowledge of procedures and policies.
• Prepares a variety of annual, quarterly and monthly reports relating to FICA, PERA, insurance, retirement, tax withholding; Ensures compliance with State and Federal reporting standards.
• Processes annual PCORI and DPS reimbursement filings.
• Responsible for all PERA reports including auditing biweekly PERA payroll report, producing annual PERA exceptions report, sending notices and assisting employees and supervisors.
• Provides customer service, responds to payroll related questions and concerns, resolves and corrects issues, and provides information on payroll, and payroll related deductions.
• Appropriately handles confidential data with a high level of confidentiality and professionalism and responds to wage verifications or data requests related to payroll related data.
• Maintains employee payroll records in payroll/HR system and performs necessary system maintenance.
• Assist with annual workers compensation audit.
• Assist Human Resources in entering appropriate benefit and payroll deductions, open enrollment benefit processing and verification and updates the system and employee records.
• Reconciles payments for COBRA participants and retiree insurance. Notifies Human Resources of delinquent payments and enrollment discrepancies.
• Performs reconciliations for various deductions and employer expenses.
• Reconciles and processes payments for employee benefits participation ensuring appropriate payroll deductions, and vendor billings are correct.
• Provides back up to the Accounts Payable Clerk.
• Processes monthly State of MN sales tax remittance.
• Manages office supply inventory.
• Maintains up-to-date knowledge of changes to terms of collective bargaining agreements (CBA) and City policies which impact payroll; implements terms of CBAs. Assists Human Resources with researching payroll related CBA implementation issues.
• Performs other related functions as apparent or delegated.

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

• Knowledge of government and generally accepted accounting principles, practices, procedures and financial reporting.
• Considerable knowledge of the principles, practices, laws and requirements for payroll processing.
• Proficiency in computer programs including Windows, word processing and spreadsheet applications, as well as experience with computerized accounting and payroll systems.
• Ability to maintain and handle confidential and sensitive information appropriately, and to perform duties with tact and discretion.
• Ability to perform job functions with high degree of accuracy.
• Ability to organize and manage multiple tasks, and establish priorities to work effectively under pressure, completing work in a timely and accurate manner with minimal supervision.
• Ability to communicate effectively, orally and in writing, and provide positive customer service.
• Ability to be detail oriented and follow through with tasks.
• Must have the ability to accept constructive criticism or discipline in a positive manner, initiating self-development to improve job performance.
• Regular and reliable attendance during scheduled work hours and outside regular hours as necessary.
• Maintains positive professional working relationships with all staff levels, other jurisdictions and outside agencies, and the general public.
• Performs essential position duties and responsibilities under the working conductions and physical demands described herein.
• Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and citizen customers.

MINIMUM QUALIFICATIONS:

A combination of training and experience substantially equivalent to the following:

• Associates degree in finance, accounting, human resources or related field, plus
• Three (3) years of payroll processing experience.

PREFERRED QUALIFICATIONS:

• Bachelors degree in finance, accounting or related field or equivalent combination of education and experience
• Accounting experience.
• Experience with public sector payroll administration.
• Experience complying with collective bargaining agreements in payroll processing.
• FPC or CPP designations or actively pursuing
• BS&A Experience

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

EQUIPMENT/JOB LOCATION:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This position is located at the City Center. It will use common office supplies and equipment, and the noise level is typically quiet. Exposure to computer monitors in the office is typical. This position works closely with others.

CONDITIONS OF EMPLOYMENT:

• Must contribute positively to a productive, inclusive, and respectful work environment.
• Must make workplace safety the top priority.
• Must know and practice the City’s mission, vision and values.
• Must comply with organizational and departmental policies.

The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Coon Rapids is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.