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Payroll Coordinator

Organization: City of Palm Springs
Date Posted: 5/8/2019
Date Needed: 7/1/2019
City: Palm Springs
Location: California
Country: United States
Primary Category: Human Resources/Payroll
Salary: $29.91 hourly
Type of Position: Full-Time
Education Requirement: Associate's
Experience Requirement: 3-5 years

Description & Details

This position is a member of the Finance Department and performs complex and difficult work involved in the preparation, review, and maintenance of payroll for the City; ensures all applicable deadlines are met; ensures the validation and accuracy of payroll operations; interprets a variety of rules and regulations for payroll compliance; prepares W-2s and quarterly tax reports; researches, analyzes and resolves pay related issues and/or discrepancies; provides detailed information and reports; interacts with management, supervisors and employees; sets up and maintains payroll processes; administers the City's 457 and RHS plans; performs other related duties as assigned.

Essential duties may include, but are not limited to, the following:
  • Oversee and process a variety of complex, technical payroll accounting activities to assure City employees are paid in an accurate and timely manner; receive, review, verify, and process various payroll records and documents; calculate a variety of payroll-related data.
  • Perform, prepare, and process the full-cycle, bi-weekly payroll; import time and attendance records into the payroll system; update employee information; generate pay checks and direct deposits; apply FLSA requirements, tax and payroll deductions, fringe benefit calculations, and related adjustments. 
  • Process pay changes and payroll deduction changes such as deferred compensation, flex benefits, and withholding for mandated or voluntary deductions including child support, garnishments, charitable deductions, or insurance contributions.
  • Compute and process pay adjustments due to Workers' Compensation, long-term disability, leaves of absence, and donated leave; calculates retroactive pay adjustments.
  • Coordinate and process the recordkeeping and transfer of funds for payroll-related costs, pension benefit costs, deferred compensation, and numerous other payroll deductions including, garnishments, donations to charities, bargaining unit dues, and insurance-related deductions. 
  • Balance, review, and prepare CalPERS reporting, W-2s, periodic tax reports, and a variety of payroll related reports; identify and resolve discrepancies; prepare biweekly, monthly, and fiscal year end reports; process and enter journal vouchers to the financial system for general ledger posting.
  • Administer the City's retirement, CalPERS reporting, and supplemental retirement plans including contribution limits, loans, withdrawals, and catch up provisions; provide employees with information on contribution limits; process loan requests and repayment information; process and monitor 457 catch up provisions; audit quarterly contribution statements and loan reports and resolve any discrepancies. 
  • Verify and correct balances of vacation, sick, compensatory, and other leave credits; reconcile and adjust employee year-to-date leave balances; calculate highest year estimates for PERSable wages for potential retirees.
  • Prepare and maintain a variety of confidential and sensitive statistical data and records; compile financial information for budgetary and labor relations purposes as requested; run and distribute all reports as requested.
  • Balance, audit, reconcile and adjust various payroll and benefit funds and accounts; compare and reconcile forms, statements, records, reports, and other financial documents; identify, investigate and resolve payroll issues, errors and discrepancies.
  • Establish and maintain detailed permanent payroll records for City employees in coordination with records retention policies; process, input and update a variety of data including pay rates, deductions, benefits, contributions, tax withholdings, position changes, vacation and sick leave, employee status and other information; set up new pay, deduction and benefit codes.
  • Assist in the coordination and preparation of payroll reporting, such as grant reimbursements and auditing activity with external auditors and other vendors.
  • Receive and resolve requests for information, interpretation and clarification from auditors, vendors, public records requests, and employees; researches requirements for court orders; interpret MOU's, finance policies, garnishment orders and tax levies and implement related deductions.
  • Establish and maintain effective communication and working relationships with managers, supervisors, employees, retirees, and all levels of outside government agencies; respond to questions or complaints from employees requiring explanation of laws, rules, regulations, contracts, and payroll issues; explain payroll and benefit procedures; resolve complaints in an efficient and timely manner;
  • Research and remain current on Federal State, City MOU's, and IRS changes related to payroll, pension, benefit, and other applicable regulations that would affect the City's payroll administration; maintain effective payroll processes and documentation in coordination with legal changes and requirements.
  • Provide input into payroll policy and practice changes and implementation of new legislative requirements; participate in the planning and implementation process for system updates and new releases; test new releases to ensure modules are working correctly and existing reports remain unaffected by the release, work with system programmers to develop reports and resolve payroll processing problems and test system changes.
  • Consult with the Human Resources and other authorities on a variety of issues including new deductions, changes to contribution levels, bargaining group changes, benefit deduction table set-up, leave tables, and timing of implementation. 
  • Perform a variety of general clerical accounting as needed including data input, typing, filing, and record keeping.
  • Assist other staff with various accounting functions including accounts payable and receivable as required. 
  • Perform related duties and responsibilities as required.


How to Apply / Contact
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