Special Projects Coordinator - Working Title: Payroll Operations Coordinator

County of Volusia • Various locations throughout Volusia County, FL

2d • Onsite

About The Position

The County of Volusia is seeking a Special Project Coordinator - Working Title: Payroll Operations Coordinator. This position is located in Deland, Florida, and will be responsible for performing and coordinating payroll functions within the Accounting Division. The role involves processing employee wages, deductions, tax withholdings, and direct deposits, ensuring accurate and timely biweekly payrolls. Key responsibilities include preparing and submitting IRS Form 941, distributing W-2 forms, administering Florida Retirement System (FRS) reporting, and maintaining/reconciling payroll-related general ledger accounts. The position also involves analyzing and resolving payroll issues, coordinating process improvements, evaluating compliance with regulations, implementing system updates, and developing payroll systems and procedures. Additionally, it includes processing new-hire setups, terminations, and changes, reconciling payroll tax deposits, preparing year-end schedules, and ensuring compliance with federal, state, and local payroll tax laws. The coordinator will also respond to employee inquiries, maintain confidentiality, and may represent the division in special investigations. The role may require relocation to other county locations based on operational needs and requires regular attendance and adherence to all ordinances, with the ability to respond to emergencies.

Requirements

• Graduation from high school or possession of a GED and seven (7) years of progressively responsible experience in payroll processing or related field.
• OR Bachelor's degree in accounting, business administration, finance, human resources, or closely related field and three (3) years of experience in payroll processing.
• A comparable amount of education, training, and experience may be substituted for the minimum requirements.
• Knowledge of payroll administration principles and their application to governmental operations.
• Knowledge of federal and state payroll tax laws, regulations, and reporting requirements, including IRS Form 941, W-2, FICA, FLSA, and FRS.
• Knowledge of Florida Retirement System (FRS) contribution requirements, reporting procedures, and compliance obligations.
• Knowledge of research and report writing techniques.
• Knowledge of basic accounting principles and procedures as they relate to payroll.
• Knowledge of computerized payroll systems, including troubleshooting processing and reporting failures.
• Ability to perform daily work involving written or numerical data and to make arithmetic calculations rapidly and accurately.
• Ability to establish and maintain good working relationships with employees, the public, and other departments/divisions.
• Ability to balance payroll registers, reconcile payroll accounts, and interpret computer-generated reports.
• Ability to initiate and maintain administrative procedures and evaluate their effectiveness.
• Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
• Ability to respond to emergency situations.
• Ability to establish and maintain effective working relationships.
• Ability to work under stressful conditions.
• Must be able to relocate to other county locations based upon operational needs.

Nice To Haves

• At least two (2) years of governmental payroll experience.
• Demonstrated knowledge of federal and state payroll reporting requirements.

Responsibilities

• Performs and coordinates payroll functions within the accounting division, including processing of employee wages, deductions, tax withholdings, and direct deposits.
• Processes accurate and timely biweekly payrolls for all county employees in accordance with established schedules and policies.
• Prepares, reviews, and submits IRS Form 941 (Employer's Quarterly Federal Tax Return) reporting, ensuring accuracy and timely filing.
• Prepares and distributes annual W-2 forms for all employees; reconciles W-2 data with payroll records and ensures timely submission to the IRS and Social Security Administration.
• Administers and processes Florida Retirement System (FRS) reporting, including monthly contribution reports, enrollment changes, and compliance with FRS regulations.
• Maintains and reconciles payroll-related general ledger accounts; prepares payroll journal entries and ensures accurate posting to the financial system.
• Compiles, reviews, submits and analyzes payroll reports; reports problems and/or concerns to immediate supervisor.
• Analyzes and resolves problems related to payroll processing, tax withholding calculations, and benefit deductions.
• Coordinates methods and procedures, improvements, and programs to foster greater productivity in payroll operations.
• Evaluates payroll processes for compliance with federal and state regulations, priority schedules, and accomplishment of work programs.
• Implements payroll system updates and procedural changes with a minimum of supervision.
• Develops and maintains payroll systems, forms, and procedures.
• Processes new-hire payroll setup, terminations, and changes to employee pay, benefits, and deductions in the payroll timekeeping system.
• Reconciles payroll tax deposits and ensures timely remittance of federal, state, and local payroll taxes.
• Prepares year-end payroll schedules and related documentation to be used as support for financial statements and audit purposes.
• Coordinates year-end payroll activities including W-2 reconciliation, tax filings, and close-out procedures.
• Ensures compliance with applicable federal, state, and local payroll tax laws and regulations, including Fair Labor Standards Act (FLSA), Federal Insurance Contributions Act (FICA), and Internal Revenue Service (IRS) requirements.
• Responds to employee inquiries regarding paycheck discrepancies, direct deposit, and other payroll-related matters.
• Maintains confidentiality of payroll records and employee information in accordance with applicable laws and county policy.
• Represents the division in making special investigations and gathering payroll-related information.
• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Benefits

• Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce.
• Veterans' preference in accordance with federal, state, local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED