Payroll Coordinator- HR

City of Ennis•Ennis, TX

About The Position

The Human Resources/Payroll Coordinator performs complex payroll and related administrative functions in support of the Human Resources department. The role processes timesheets, payroll data, and reports accurately and on schedule; analyzes and reconciles payroll processes; maintains payroll and HR records; and communicates with employees, payroll vendors, banks, government agencies, and other City departments. The coordinator handles confidential information and supports the Human Resources Director and other HR team members as needed. The position also supports benefits administration, accounts payable, reporting, audits, employee records, and HRIS operations. It requires applying applicable laws, regulations, and City policies, maintaining reliable attendance, and providing timely, accurate responses to employee questions and concerns.

Requirements

Associate degree in Public/Business Administration or a related field and two years of human resources, payroll processing, or equivalent experience; alternatively, an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
American Payroll Association certification preferred, or ability to obtain it within twelve months.
Valid Class C Texas driver license and ability to maintain a satisfactory driving record.
Knowledge of automated payroll processing and timekeeping systems.
Knowledge of bookkeeping, mathematics, and general accounting principles.
Knowledge of HR metrics, laws, and best practices.
Strong written, verbal, and presentation skills.
Ability to work independently and as part of a team.
Ability to prepare reports and documentation for review and audits.
Strong problem-solving skills and a results-oriented mindset.
Attention to detail and a high degree of accuracy.
Knowledge of municipal budgeting and financial management.
Ability to read, interpret, understand, and apply personnel standards, procedures, applicable federal, state, and local rules and regulations, and City policies and procedures.
Ability to protect confidential payroll and HR information in accordance with applicable laws and regulations.
Ability to manage multiple projects and prioritize competing tasks and demands.

Nice To Haves

American Payroll Association certification.
Associate degree in Public/Business Administration or a related field and two years of human resources, payroll processing, or equivalent experience are described as preferred; equivalent experience and training may also qualify.

Responsibilities

Process City payroll and related transactions in compliance with applicable federal, state, and City requirements.
Process exempt and non-exempt employee timesheets accurately and on schedule; process and verify status changes and approvals.
Respond to employee questions about paychecks, deductions, taxes, and other payroll matters.
Verify payroll processing tasks are complete and provide approved payroll information to the Human Resources Director for ACH transactions.
Enter payroll checks into the bank’s positive pay system, handle exceptions, and submit positive pay agreements for new vendors.
Review and process funding requests for benefits, insurance, court-ordered child support, and wage garnishments; pay payroll deduction vendors by check or ACH.
Compile payroll data and prepare reports for department heads, administration, audits, and budgets.
Perform accounts payable tasks, reconcile billing statements, create requisitions and purchase orders, receive goods, and ensure timely payment and filing.
Coordinate with Finance on payroll coding and related concerns.
Prepare and follow the annual payroll processing calendar.
Calculate and adjust PTO and individual catastrophic sick leave accruals; distribute monthly leave-balance reports.
Prepare and post the City holiday calendar to the HRIS, City website, employee self-service portal, and payroll system.
Complete employee verifications, unemployment claims, and open-record requests by their deadlines.
Update and distribute salary-range tables and step plans as needed.
Process employee access-change forms relating to benefits and retirement, including address and dependent changes.
Process hires, terminations, and changes in HR/payroll systems and with benefit providers; update HRIS records for personnel changes, access, assessments, rank pay, and reports.
Assist employees with employee self-service time entry and password resets.
Maintain salary, deduction, retirement, tax, leave, pay-rate-code, and service-award information.
Calculate and process biweekly and quarterly IRS Form 941 payroll tax payments; reconcile and distribute W-2s; process, verify, and print 1095-C forms; respond to IRS inquiries.
Maintain position control information in Excel and the HRIS system.
Maintain HR/payroll records in accordance with retention requirements and conduct regular or ad hoc compliance audits; respond to internal and external audit requests.
Assist with benefits open enrollment, enter benefit deductions before the fiscal-year deadline, and answer employee coverage questions.
Order office supplies and reconcile monthly invoices.
Recommend improvements to software use, procedures, and protocols.
Provide administrative support to the Human Resources Director and other HR team members.
Maintain good employee relations through timely, accurate, and confidential responses to questions and sensitive concerns.
Coordinate the annual United Way kickoff, enter employee donations, prepare the final donation report, and prepare annual comparison reports for administration.
Maintain contact with employees, citizens, government agencies, and other City departments.
Maintain punctuality and regular, reliable attendance; provide backup support for departmental functions as needed.