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Payroll Coordinator

Phenix City, Alabama

Phenix City, Alabama

Administration, Accounting & Finance
Posted on Friday, February 17, 2023

Job Summary

Under the direction and supervision of the Comptroller, assists in coordinating and maintaining all payroll activities and functions city-wide to ensure accurate and timely payroll processing. Responsible for processing the City’s payroll, updating and maintaining employee records, preparation of payroll reports in accordance with city, state, and federal regulations, and staying abreast of payroll and accounting rules and regulations. Maintain workplace in a clean and orderly manner. May be required to perform light janitorial duties.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

  • Administers and processes the City’s payroll in an accurate and timely manner
  • Updates and maintains accurate employee records in the payroll system
  • Updates and maintains additions/deletions of new/terminated employees, payroll deductions/changes, job class/positions according to the budget/pay scales/tax tables
  • Administers and processes insurance billings
  • Monitors and reports insurance premiums of retired/terminated personnel
  • Maintains and monitors the self insurance fund and process payments
  • Prepares state and federal forms and processes payments for unemployment, workers compensation, and retirement
  • Accurately prepares and timely files 941 and W2 forms
  • Coordinates and maintains the cafeteria plan
  • Prepares and reconciles reports for all payroll deductions and submits requests for payment of payables for payroll – garnishments, child supports, insurances, retirement, taxes, and payroll supplies
  • Maintains record of vacation and sick leave for employees
  • Researches and advises administration of federal, state, and contractual changes that affect the payroll process and participates in the planning and implementation of these changes
  • Coordinates timesheet preparation for departments and assists/trains City employees assigned to this duty in other departments
  • Assists employees, state/federal regulators and vendors with payroll questions/issues
  • Prepares audit summaries and work with auditors to resolve any questions
  • Communicates payroll deduction requirements/changes, etc. to employees in a timely manner
  • Performs additional duties as assigned or upon request


Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

HS diploma/GED, required. B.S degree in Accounting, Finance, or Business Administration, preferred, or extensive experience in a related field.

3-5 years experience in processing payroll, or equivalent combination of experience and training.

Licenses or Certifications Required

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

  • Comprehensive knowledge of payroll policies and procedures, and local, state and federal statues pertaining to payroll

Ability to:

  • Read, write, and utilize math skills to interpret, analyze and report on payroll functions and operations
  • Verbalize and communicate effectively to interact with employees, regulators, and vendors on payroll related matters
  • Perform accurate arithmetic calculations and prepare concise and complete payroll reports. Computer skills to include word processing, spreadsheet, databases and specialized accounting/payroll software
  • Exercise sound independent judgment within established guidelines

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Indoors with potential of overnight travel to attend and participate in meetings and trainings

Physical Demands: See accompanying page for details

Key Working Relationship: Finance Director, Finance Staff other city employees and financial institutions