Summary: Under general direction, the Payroll Coordinator is responsible for the accurate and timely biweekly production of City-wide payroll checks and direct deposits, miscellaneous payrolls, retroactive pay and related administrative functions. The work includes gathering work time and leave records, deduction and deduction change information, new employee and termination records, some of which he/she will manually enter into the payroll software system. This position fields calls and emails from employees and City departments and responds with a customer service orientation to questions and inquiries related to employee pay, benefit deductions and related topics.
The Payroll Coordinator assists with the annual production of W-2s and 1095 forms and will work directly with electronic transmission various reports and/or fund transfers for quarterly 941/L941 tax returns, tax deposits, IDES reports, IMRF and LIUNA pensions, child support and wage garnishments, tax deferred contribution, new hire reporting, retirement health savings and other vendor files/payments.
This position assists with the development of the City’s annual budget projections for labor and benefits.
The Coordinator will assist other HR staff in costing labor and benefits for collective bargaining proposals and other similar projections.
This work is performed in a complex municipal unionized environment of approximately 600 full-time and 500 seasonal employees. The Coordinator will assist the Supervisor in maintaining the overall performance of the Payroll system, troubleshooting and resolving payroll related issues.
The work in this position requires strict adherence to payroll schedules and deadlines, the ability to maintain strict confidentiality and excellent attendance.
Essential Functions. Other duties may be assigned. (These examples may not include all of the tasks and/or knowledge which may be expected of the employee, nor do they cover all of the specific duties which may be required).
Performs electronic entry of pay and benefit information, payroll processing and reporting to ensure accurate and timely payroll including a variety of manual complex computations as it relates to earnings,involuntary and voluntary deductions, FMLA, Workers’ Compensation, etc.
Reviews for accuracy and completeness received pay/deduction related information and troubleshoots to help prevent pay and deduction delays and errors.
Responsible for maintaining a strong working knowledge of the City's collective bargaining agreement provisions in an effort to drive, track, update, troubleshoot and staff for the various tasks that affect payroll practices/operations.
Assists the Payroll Supervisor in developing new procedures to improve payroll operations. Participates in meetings regarding electronic data processing and its application to payroll and personnel operations.
Assists in preparing the payroll tax returns, including 941 reports, state retirement reports, worker's compensation reports, IMRF, LIUNA, deferred compensation and retirement health savings (RHS) reporting, withholding tax reports, annual W-2 and 1095 forms and all other related employee contributions. Ensures that all the above are accurate and processed in a timely manner.
Follows policies and procedures and troubleshoots to ensure that all payments, procedures and reporting are in compliance with City policy, Illinois wage and hour regulations, FLSA, IRS and other state and federal laws.
Audits all payroll data, records, reports and processes for accuracy and integrity. Assists in providing payroll education and knowledge to City departments and employees.
Completes requests, reports and interprets payroll information as needed by the City, the Finance department and other departments.
Provides courteous, flexible and satisfactory customer service by responding to routine timekeeping and payroll inquiries by making appropriate changes to employee information, resolving discrepancies and/or
clarifying procedures for employees, supervisors, managers and others, both in person and over the telephone.
Assists in the review, updating and development of policies and procedures to ensure an effective and efficient payroll system.
Anticipates/evaluates problems and presents solutions as it relates to the City-wide Payroll function.
Notifies City Finance Department of disbursement amounts for liability accounts.
Writes, maintains, and supports a variety of reports or queries utilizing appropriate reporting tools.
Coordinates with vendor regarding computerized payroll application issues and system upgrades.
As assigned, performs audit of payroll accumulator records ensuring accuracy of accumulative balances.
Reviews and prepares quarterly and year end payroll tax balancing and returns.
Processes all account payable payments and p-card statements for the department.
Perform related duties as required.
1)Education/Experience: Bachelor’s degree in accounting, finance, business administration or a closely related field preferred or any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job. In addition, this position requires a minimum of five years of related experience. Payroll experience in a municipality or government entity is a plus.
2) General Skill Levels
Local, state and federal laws, codes, regulations, legislative acts or policies and procedures related to employee benefit and payroll programs and application of laws to all employees to include appointed and elected officials and retirees.
Federal and State reporting laws and deadlines concerning payroll, FICA, IDES, and other withholdings.
Tax laws affecting payroll and understanding the tax implications of payroll set up decisions.
Retirement, health, leave, deferred compensation, worker's compensation and other employee benefit plans or programs as they pertain to the payroll function.
Principles, methods and techniques of administering employee benefit and payroll programs to include automated procedures and methods.
Monthly, quarterly and annual reporting requirements for employee benefit programs to include quarterly reports for unemployment and annual reports for social security.
Office and record-keeping and bookkeeping methods and procedures as needed to prepare or maintain accurate records or reports.
Methods of budgeting for and projecting labor and benefit costs.
City and vendor forms and methods for processing paperwork to include knowledge of computerized records or information.
Plan and organize work despite frequent interruptions to meet deadlines and to follow-up as needed to accurately process employee benefit deductions and payroll.
Apply numerous collective bargaining agreements, local, state or federal laws, regulations, and policies or procedures consistently and accurately to various situations regarding employee benefit programs or payroll.
Recall information related to laws, regulations or exceptions to employee benefit programs or payroll.
Understand and explain rules, regulations, policies or procedures related to employee payroll ensuring proper procedures are followed or carried out by departments or staff.
Understand complex computerized payroll processing software systems and set-up or modify current setup for new pay types, new benefits or changes in laws affecting payroll processing.
Extract appropriate data from the system for reconciliation, analysis, costing or budgeting for others throughout the City.
Determine how to make corrections when preparing payroll or advising staff.
Be proactive and take a customer service approach to payroll functions. Apply knowledge and experience to troubleshoot potential payroll processing issues to avoid problems before they arise.
Prepare employee payroll reports or communications.
Explain payroll options and issues to employees.
Add, subtract, multiply and divide using a calculator, computer or adding machine in order to analyze data, check data for accuracy or compute payments for employees, vendors or providers.
Read and comprehend complex reports, regulations, pay plans, computer printouts or manuals related to employee benefit programs or payroll as needed to relay information to employees, department heads, vendors or providers or to interpret, utilize or analyze data or monitor programs.
Present ideas effectively, orally and in writing.
Use a personal computer in order to access information or prepare, process or maintain records regarding employee payroll.
Read computer files or printouts and determine which figures to use when computing different
calculations or checking for accuracy.
Establish and maintain effective working relationships with superiors, department officials, employees or other agencies.
Understand employee benefit programs and payroll to include proper record-keeping methods and procedures and the application of complex or technical laws, regulations, or procedures as they pertain to the payroll function.
3) Certificate or Licenses: None required.
4) Physical Requirements/Working Conditions: Work is performed primarily in a standard office environment; frequent interaction with City staff and the general public.
The essential functions of this job 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 objects of light weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to hear and verbally communicate to exchange information.
About City of Bloomington
The City of Bloomington is located in the heart of Central Illinois, approximately 125 miles southwest of Chicago, 155 miles northeast of St. Louis, and 64 miles northeast of Springfield, the State Capital. Bloomington is the County Seat of McLean County, the largest county in Illinois (approximately 762,240 acres). Bloomington (pop. 76,610) is a twin City with the Town of Normal (pop. 52,497). Interstates 39, 55 and 74 converge on Bloomington-Normal, as well as US Route 51 and State Route 9.The twin cities are also serviced by two major railroad lines and Amtrak, as well as air transportation at the Central Illinois Regional Airport, one of the fastest growing airports in the country, which services commuter, corporate, and private aircraft.Bloomington is located in one of the most productive agricultural areas in the nation, but the economy is diverse and well-balanced. In addition to the major manufacturers and industries , there are two universities, two hospitals, a convention center, one indoor mall, one outdoor mall, and many banks and Savings & Loan Associations located in Bloomington-Normal. The City of Bloomington is one of the fastest growing metropolitan areas in Illino...is with and estimated 20.25% increase in population between 1986 and 1995. New construction continues to enhance residential, industrial and commercial growth.