Payroll Coordinator

Position Summary

Process monthly payroll for the City in compliance with Federal and State law and labor agreements. Compile and analyze information and prepare required reports for the Federal, State and Oregon Public Employees Retirement Systems (OPERS). Offer guidance, assistance and direction to employees and managers with questions related to payroll processes and laws. Perform complex technical, payroll accounting duties and analysis in support of payroll and human resource functional areas including labor contract interpretation, leave and accrual administration, employee benefits, training and development, workers compensation, payroll records, policies and procedures and the administration of various State and Federal mandates. These tasks are illustrative only and may include other related duties.

Please see our website for a complete position description, including essential functions and requirements.

Additional Information: Full-Time, non-represented, Confidential Exempt position, 12-Month Probationary Period

Essential Functions

Processes monthly payroll for City employees, including:

• manages the configuration, maintenance, modification, operation and implementation of the payroll module(s) in the City's financial system; identifies and resolves ongoing functional and technical issues; coordinates, configures, maintains and tests system modifications; creates and updates employee master files; identifies and recommends system enhancements to improve internal controls and efficiencies, and to be in compliance with Federal and State payroll laws and regulations;
• audits, develops, defines, maintains, modifies and prorates payroll time entries, including deduction, ABT and benefit codes to facilitate payroll processing and reporting to internal and external parties;
• coordinates and responds to department representatives and employees with regard to data entry and questions related to monthly payroll processing;
• enters and reviews for accuracy personnel actions and payroll changes including new hires, separations, schedule changes, step increases, wage and benefit changes, tax or direct deposit changes;
• enters and reviews for accuracy all payroll system changes arising from policies, collective bargaining agreements, or process improvements, including hours and scheduling codes, benefit codes, accrual codes, pre- and post-tax deduction codes and tax rate tables;
• prepares and distributes payroll checks and coordinates direct deposit electronic funds transfers and notices in accordance with State time requirements;
• reconciles payroll registers and other payroll-related general ledger accounts; processes payment back-up paperwork for deductions, payroll taxes and City paid benefits;
• issues and ensures timely distribution of manual checks for separations, retirements and approved draws;
• prepares and inputs all journal entries related to payroll processing; and
• researches, responds to, analyzes and resolves various employee, department and management inquiries and/or complaints related to payroll processing.

Maintains and utilizes the Oregon Tax Employer Reporting System (OTTER) for electronic quarterly reporting.

Compiles information for payroll tax reporting on a quarterly and annual basis, and completes General Ledger fiscal year end payroll system reconciliation. Reconciles workers' compensation wages to quarterly federal tax reports in preparation for workers' compensation audits.

Completes calendar year reconciliation of the payroll system and issues W-2 statements; ensures the timely transmission of W-2 information to the Social Security Administration.

Updates payroll system Federal- and State-mandated tax codes and provides information to employees regarding tax rate changes.

Provides employment and wage verification to outside inquiries and to OPERS regarding employees who are retiring from City service.

Provides requested accrual payment estimates for separating employees and related costing information to City management to assist in contract negotiations and to department staff to assist in the annual budget process.

Updates and reconciles benefit election forms to employee's payroll record and to associated payroll registers; uploads monthly contribution files for benefits and deductions to third party vendors.

Documents, maintains and updates standard operating procedures for the payroll system. Develops and recommends procedures and processes to departments. Offer guidance, direction and assistance to staff to keep the City compliant with payroll Federal and State laws and to ensure a proper audit trail is maintained.

Coordinates, develops, presents and tracks payroll-related training programs for individual and groups of employees, including all new employees.

Meets with departing employees to provide final check information and respond to payroll-related questions with regard to deferred compensation contributions, leave accruals and employer OPERS reporting.

Oversees the City's OPERS program. Implements administrative changes as directed by the State, and maintains information in OPERS reporting system (EDX), including submission of hire and separation notices and address changes; balances PERS registers monthly, uploads monthly payroll files to OPERS, reconciles exceptions from OPERS electronic statement, prepares backup for electronic funds transfer (EFT) remittance. Determines and tracks employee OPERS eligibility and provides department supervisors with reporting tools to track hours for casual employees to determine OPERS eligibility. Notifies employees and former employees of OPERS retroactive determination of eligibility and processes refunds/requests for payments, including follow-up for collection purposes if an employee does not pay.

Responds to survey requests for information regarding payroll, such as, but not limited to, the Department of Commerce census and the Department of Labor monthly statistics.

Analyzes, calculates and implements payroll deductions for garnishments, tax levies, child support enforcement orders and bankruptcies and responds to appropriate agencies within legal timeframe.

Calculates and processes complex transactions including, but not limited to, severance, incentive and settlement payments as well as Time Loss adjustments due to workers' compensation claims and payments.

Performs month-end and year-end closing processes for Payroll, including preparation of audit workpapers, related financial analyses and Comprehensive Annual Financial Report (CAFR) payroll sections as required for the annual audit, Teamster Audit, OPERS audit and workers' compensation audit.

Trains, reviews and recommends corrections to payroll work of the "time entry" staff and staff member(s) serving as back-up for Payroll processes.

Coordinates and develops annual update of citywide payroll forms and timesheets.

Builds financial system reports with various software tools available to assist with departments' reporting needs.

Maintains City's intranet Payroll page with current forms and payroll and tax change information.

Qualifications and Skills

Education and Experience
Associate's degree in accounting, business or related field. Four years experience in payroll may be substituted for the Associate's Degree requirement.

A minimum of 3 years of experience processing payroll on a computerized payroll system and posting payroll to the general ledger. Experience with Governmental Payroll, OPERS, and multiple bargaining units preferred.

Demonstrated expertise in using spreadsheets and computerized financial systems and other computer program applications.

Knowledge, Skills and Abilities
Excellent organizational skills. Demonstrable ability to meet strict deadlines.

Communicate clearly and concisely, both orally and in writing, including the ability to communicate with technicians and non-technicians and answer questions from employees and management about payroll issues.

Use initiative and sound independent judgment within scope of responsibility.

Excellent interpersonal and problem-solving skills, and the ability to get along well with coworkers and external agencies and maintain effective work relationships.

Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.

Extensive understanding of City policies, Federal and State legal requirements and union contracts as they affect payroll.

Ability to stay informed on changes to rules and regulations issued by agencies such as the Internal Revenue Service, U.S. Department of Labor, State of Oregon Bureau of Labor and Industries, Oregon Public Employees Retirement Systems and the Oregon Department of Revenue governing payroll processing.

Special Requirements
Travel among City worksites and to training/conferences is required.

Ability to pass a pre-employment background and/or criminal history check.

How to Apply

Qualified applicants must submit an online application located on the City of Corvallis website (click on “Apply” above). Applications must be received by 5:00 PM on Thursday January 21, 2021, to be considered with the first review. Applicants are encouraged to include a cover letter and resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted/considered.

An Affirmative Action/Equal Opportunity Employer in Compliance with ADA.