Payroll Coordinator

Overview

Job Overview
The purpose of this position is to manage the end-to-end payroll process, ensuring accuracy and timeliness, and safeguarding the confidentiality of sensitive employee records. This position also includes the creation and posting of journal entries as well as the review and approval of eligible reimbursements in the financial software system, while adhering to agency policies and procedures.

Duties

• Reviews time sheets for completeness and accuracy in preparation for payroll entry in accordance with policy and union agreements. Calculates longevity, wage increases and/or retroactivity, and any resignation or retirement payouts due. Makes changes to earnings distributions as required.
• Maintains payroll records and participates in audits.
• Posts information into the payroll system. Runs payroll processes. Reviews and addresses exceptions, and approves payable time.
• Runs payroll related reports for review and distribution, including leave accruals, leave usage, earnings distribution, payroll advice, payroll register, payroll summary, etc. Using report information, reviews, tracks, and updates spreadsheets with information for employee programs (attendance programs, bonus programs, discretionary and personal leave available, etc.) Refers issues to supervisor and/or human resources for resolution as required.
• Receives and processes confidential employee information, including but not limited to W-2s.. Maintaining strict confidentiality of all employee records is paramount, adhering to all agency policies and legal regulations regarding data privacy. This includes secure storage, limited access, and discretion in all communications related to employee payroll. The Coordinator will ensure that all received documents are handled with the utmost care, safeguarding sensitive information from unauthorized access or disclosure. Works with Human Resources to complete payroll changes including new hires, transfers, terminations, etc.
• Completes costing for employees within the appropriate financial and HRIS systems, as required.
• Prepares and creates journal entries for health insurance and landlines. Prepares other journal entries as required.
• Compiles data related to collective bargaining agreements, generating reports on labor costs, overtime, benefit utilization, and other relevant metrics for management review. This includes extracting and organizing data from payroll systems, ensuring accuracy, and presenting findings in a clear, concise format to support informed decision-making during negotiations and contract administration.
• Follows applicable federal, state, and local laws and regulations. In addition, follows all TLCHD policies and procedures.
• Serves as a “delegate” in financial software system to assist employees and/or make entries on their behalf for eligible reimbursements (e.g., mileage, parking, etc.); may serve as an “approver” in financial software system; reviews documentation and approves allowable expenses.
• Works with internal staff and County Purchasing Department to ensure prompt resolution of expense reimbursements.
• Completes forms and processes associated with payroll as needed. This may include tracking and completing large earning reports and certificate of changes.
• Adheres to PHAB core competencies including, but not limited to: T1: 4.1.4, 7.3.7, 7.3.8, 7.4.1, 7.5.1, 7.6.1, 7.6.2, and 7.6.3.
• Participates in quality improvement efforts and achieving PHAB accreditation requirements. This position will be responsible for using quality improvement (QI) processes and/or techniques to improve the effectiveness of the assigned public health program.
• Attends and participates in conferences, seminars, trainings, or related education classes as assigned.

Experience

• H.S. Diploma or GED and 2 years of experience understanding of fundamental payroll principles and practices, including preparing payroll reports, with at least 1 year of accounting or finance experience.
• Certified Payroll Professional Certification and/or an Associate’s degree in Accounting, Business, or related preferred.
• Working knowledge of FLSA, basic knowledge of FMLA regulations and ability to interpret and apply union contracts related to pay.
• Attention to detail and high level of accuracy.Ability to work non-traditional hours, including nights and weekends, and ability to work evenings and weekend hours to complete payroll by deadlines.
• Must demonstrate interpersonal skills to handle sensitive and confidential employee information.
• Must demonstrate strong customer service skills, and verbal and written communication skills.
• Proficiency in the usage of payroll software and systems, such as Oracle, as well as common office equipment (computer, copier, calculator) and Microsoft Word and Excel.
• Knowledge of accounting principles and practices, and the analysis and reporting of financial data and generating reports.
• Must have and maintain throughout employment a valid driver’s license, reliable transportation, and be insurable under the Lucas County Commissioners Risk Management.
• This position is classified as Office -1 setting and performs a wide range of functions for the Toledo-Lucas County Health Department. Further information may be obtained from Human Resources.

The essential duties and responsibilities defined within this position description are not an all-inclusive list, but a general summary of purpose and primary function of the position. An individual employed in this position may be asked or assigned to perform a wide-range of related tasks, within the scope of the position, department/division, union affiliation, etc. as deemed appropriate by management.