Payroll Coordinator - Financial Services

NOTICE TO APPLICANT

This position will close at 12: 00AM MST on the End Date: June 4, 2025.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

Job Description

PURPOSE SUMMARY. Perform a variety of technical and advanced accounting duties involved in the processing of the County’s payroll while adhering to applicable laws and regulations.

ESSENTIAL DUTIES.

1. Process payroll for County employees biweekly under strict timelines, ensuring accuracy, completeness, and adhering to County policies and procedures.  Tasks include but are not limited to:

• Enter payroll adjustments related to entries not submitted on time and/or retroactive increases, which include reviewing the adjusting memo backup documentation and calculating the adjustment if needed.

• Following SOPs, process reports to ensure payroll is calculated correctly.

• Process and issue employee paychecks, statements of earnings, and deductions.

• Process direct deposit payments, including uploading the direct deposit file to the bank and troubleshooting any problems with the IT department.

• Prepare paychecks for distribution.

• Upload PERA payment, as well as update spreadsheets after each payroll.

• Provides technical training sessions on policies and procedures for payroll processing, as required.

2. Review time in Workday for all departments.

• Review leave requests and ensure they are entered correctly into Workday.

• Ensure holiday pay is entered and paid correctly.

• Review overtime and other information to identify and reconcile payroll discrepancies.

• Request adjusting memos, review documentation, calculate and enter adjustments in Workday as needed.

• Maintain constant communication with department timekeepers about timecards to ensure applicable leave and hours worked have been entered correctly.

• Answer employee questions as needed.

3. Process journal entries to clear health insurance, flex spending, and garnishment liability accounts

• Process journal entries in Workday.

• Reconcile trial balance after journal entries are completed and posted.

4. Calculate and enforce garnishments

• Calculate garnishments, which include but are not limited to child support, alimony, Federal and State tax levies, student loans, etc.

• Set up voluntary and garnishment payroll deductions in Workday.

• Reconcile garnishment deductions.

• Prepare and update garnishment reports for each payroll.

• Complete payroll/garnishment audits to update the employee data file.

• Maintain a filing system for paid-out and released garnishments.

5. Review leave requests for all County employees

• Ensure leave requests such as vacation, personal day, and sick leave are entered in Workday on time for exempt and non-exempt employees.

• Ensure employee accruals are being used accordingly.

• Maintain filing system for leave forms and timecards.

6. Process Garnishment and Payroll liability checks.

• Review and analyze liability reports to liability spreadsheets for accuracy.

• Enter payroll liability invoices into Workday including payments to PERA, Federal, State and GRT taxes.

• Remit payments to vendors and creditors.

• Submit PERA, Federal, State and GRT check payments to the Treasurer’s department.

• Reconcile payroll liabilities to general ledger.

• Maintain filing system.

7. Enter info system W-4’s and Direct Deposit information

• Enter W-4 tax forms and direct deposit forms.

• Assist employees with questions.

8. Process payroll for Camino Real Regional Utility Authority (CRRUA).

• Perform all previous major functions above to process payroll for CRRUA.

• Prepare liability spreadsheets.

• Upload PERA report, submit Federal, State and GRT payments online.

• Prepare and submit quarterly payments.

9. Daily and end-of-fiscal and calendar year payroll reporting procedures.

• Assist with W-2 reconciliation.

• Assist external auditors during the audit process by providing documents upon request.

• Research, analyze, and resolve payroll-related problems.

• Assist with special projects.

• Box and file the previous payroll in a storage room.

• Assists the supervisor with internal controls and internal auditing processes.

10. Prepare the employee’s final check.

• Ensure employees’ final check is issued within the State law, County policy and union contract.

III. ADDITIONAL DUTIES. Other duties may be assigned.

IV. QUALIFICATIONS.

A.  Education.   Associate’s Degree in Accounting, Business Administration, or related field.

B.  Experience.  Three (3) years of payroll processing, bookkeeping/accounting functions, or other related experience. Experience in a government environment preferred. Bilingual (English/Spanish) preferred.

C.  Education/Experience substitution. In accordance with County policy.

D.  Licenses/Certifications. N/A

E.  Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Background and credit check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of:

• Applicable Federal and State laws and regulations pertaining to payroll administration.

• Principles and procedures of payroll processing and accounting.

• Customer service techniques.

• Principles and procedures of financial record keeping and reporting.

• Basic mathematical principles used in calculating payroll information.

• Computerized payroll processing methods and techniques.

• Personal computer operation including database programs, program applications and proficient in Microsoft and Excel.

• Records management principles and procedures.

Skilled in:

• Interpret information accurately and make decisions according to existing laws, regulations, and policies.

• Calculate payroll information.

• Analyze financial data and reconcile accounts.

• Interpret and apply generally accepted accounting principles related to payroll.

• Problem-solving techniques.

• Statistical analysis, research methods, and report presentation.

Ability to:

• Maintain records efficiently and accurately, and prepare clear and concise

• reports.

• Produce written documents in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar.

• Work independently with general supervision, making determinations of appropriate action to take.

• Handle complex and sensitive information with utmost discretion.

• Work under deadlines and remain calm.

• Establish and maintain effective professional working relationships.

• Plan, organize, and coordinate tasks according to established deadlines.

• Communicate effectively both orally and in writing.

• Exercise good judgment to make independent analysis and report findings.

• Use logical and creative thought process to develop solutions according to written specification and/or oral instructions.

Compensation Range

$18.24 - $29.16

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person’s race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.

Salary/Compensation: $18.24 - $29.16 per hour

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