Payroll/Finance Clerk

JOB SUMMARY
The Payroll/Finance Clerk performs a variety of specialized payroll, accounting, financial recordkeeping, and administrative duties for the Municipality. This position is responsible for accurately processing biweekly payroll; maintaining employee payroll, benefit, and financial records; assisting with accounts payable, utility billing, purchasing, and cashiering functions; and supporting the Finance Department with reconciliations, month-end and year-end activities, audits, reporting, and regulatory filings.
The position works closely with the Finance Department, Human Resources, department directors, employees, vendors, pension boards, and other internal and external stakeholders. The Payroll/Finance Clerk is expected to maintain a high degree of accuracy, confidentiality, professionalism, and compliance with applicable laws, municipal policies, collective bargaining agreements, and internal controls.ESSENTIAL JOB FUNCTIONS
The following duties are representative of the essential functions of this position. Other duties may be assigned as needed.

1. Process and manage the full-cycle biweekly payroll, including data entry, verification, calculation of earnings, deductions, benefits, overtime, stipends, and other payroll adjustments.
2. Generate and distribute payroll checks and direct deposits accurately and in accordance with established payroll schedules.
3. Prepare payroll registers, reports, and supporting documentation for review by the Treasurer, Administrator, Human Resources Director, and other authorized personnel.
4. Calculating, process, reconcile, and remit payroll liabilities, including federal and state tax withholdings, garnishments, insurance premiums, pension contributions, retirement contributions, and other required deductions.
5. Process biweekly direct payables in coordination with payroll to ensure timely and accurate vendor payments.
6. Prepare, print, record, and process utility billing refund checks resulting from billing adjustments, overpayments, or other approved refunds.
7. Review utility billing calculations and postdates to ensure transactions are properly recorded and accurately reflected in the general ledger.
8. Reconcile all municipal bank statements to the general ledger and research, identify, and resolve discrepancies.
9. Reconcile monthly health insurance and other benefit invoices to verify employee enrollments, premiums, employer contributions, and payroll deductions.
10. Prepare and submit required monthly payroll tax deposits and related reports to appropriate federal, state, and local agencies.
11. Process vendor payments and verify invoices, purchase orders, receipts, approvals, and other supporting documentation for accuracy and compliance.
12. Maintain and update employee payroll and benefit records to reflect changes in compensation, deductions, employment status, or benefit coverage.
13. Reconcile police and fire pension payments with pension boards and municipal records to ensure accuracy and compliance with applicable requirements.
14. Preparing and filing required quarterly federal and state payroll tax reports, including IRS Form 941, state withholding reports, and Oklahoma Employment Security Commission (OESC) filings.
15. Prepare quarterly financial, payroll, and audit-related reports as required by the municipality, regulatory agencies, or management.
16. Complete annual payroll and financial filings, including Forms 1099 and other required federal, state, and local reports.
17. Maintain compliance with municipal policies, applicable accounting principles, payroll regulations, collective bargaining agreements, and established internal controls.
18. Prepare, verify, and distribute annual W-2 forms to employees in compliance with IRS requirements and applicable deadlines.
19. Administer and process Safety Stipend payroll in accordance with applicable municipal policies and procedures.
20. Assist Human Resources with entering, reviewing, and verifying employee benefit information resulting from annual Open Enrollment.
21. Compile and provide payroll, financial, and supporting documentation for annual financial and compliance audits.
22. Provide backup support for Utility Billing, Accounts Payable, purchasing, purchase orders, and other Finance Department functions as needed.
23. Assist Finance Hall personnel with customer questions, payment issues, account concerns, and other general inquiries within the scope of the position.
24. Provide payroll, benefits, and administrative support to Human Resources under the direction of the Human Resources Director.
25. Coordinate and communicate with Police and Fire bargaining units and union representatives regarding payroll, benefits, compensation, and other administrative matters as directed.
26. Maintain a working knowledge of applicable Collective Bargaining Agreements (CBAs) and ensure payroll and benefit practices are administered consistently with those agreements under the supervision of the Human Resources Director.
27. Update Cost-of-Living Adjustments (COLAs), wage rates, and other compensation changes associated with new fiscal years and applicable CBAs under the direction of the Human Resources Director.
28. Maintain strict confidentiality of employee compensation, payroll, benefits, personnel records, and other sensitive or privileged information.
29. Maintain organized, complete, and accurate payroll and financial records and files in accordance with municipal record-retention requirements and established procedures.
30. Perform other related duties and responsibilities as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
An employee in this position should possess the following knowledge, skills, and abilities:
Knowledge

• Knowledge of municipal office administration practices and procedures, including filing, records management, document retention, and information management.
• Knowledge of correct English usage, including spelling, grammar, punctuation, and business communication practices.
• General knowledge of municipal government organizations, ordinances, policies, procedures, rules, and operating practices applicable to the position.
• Knowledge of payroll administration, payroll processing, payroll taxes, deductions, benefits, and required government reporting.
• Knowledge of accounting and bookkeeping principles, practices, and procedures.
• Knowledge of accounts payable, accounts receivable, bank reconciliations, general ledger procedures, and financial recordkeeping.
• Knowledge of employee benefits, pension and retirement contributions, and payroll-related compliance requirements.
• Knowledge of applicable federal and state payroll laws and regulations, including IRS and Oklahoma payroll reporting requirements.
• Working knowledge of municipal collective bargaining agreements relates to payroll, compensation, and benefits.
• Proficiency with computerized financial, payroll, utility billing, and office systems, including the municipality's Incode financial/payroll software.

Skills

• Strong attention to detail and accuracy when processing payroll, financial transactions, reconciliations, and regulatory reports.
• Ability to organize work, establish priorities, meet deadlines, and manage multiple responsibilities effectively.
• Ability to exercise sound judgment and make appropriate decisions within established policies and procedures.
• Ability to identify discrepancies, research financial information, and resolve routine accounting and payroll issues.
• Ability to operate computers and standard office equipment and use word-processing, spreadsheet, database, financial, payroll, and other software applications effectively.
• Strong written and verbal communication skills.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Ability to work effectively under pressure and maintain accuracy during periods of high workload, including payroll processing, month-end, year-end, and audit periods.
• Ability to establish and maintain effective working relationships with employees, supervisors, department directors, elected and appointed officials, vendors, residents, and other internal and external contacts.

Abilities

• Ability to accurately enter, calculate, review, and verify payroll and financial information.
• Ability to maintain strict confidentiality of privileged, personnel, payroll, and financial information.
• Ability to use tact, diplomacy, discretion, and sound judgment when dealing with sensitive or confidential matters.
• Ability to communicate clearly and professionally, both orally and in writing.
• Ability to read, interpret, and apply policies, procedures, regulations, financial documents, payroll information, and collective bargaining agreements.
• Ability to establish and maintain effective working relationships with the Mayor, City Council members, appointed officials, department directors and managers, employees, residents, vendors, representatives of civic and community organizations, and the public.
• Ability to work independently while recognizing when issues require review or direction from the Treasurer, Administrator, Human Resources Director, or other appropriate supervisor.
• Ability to maintain accurate and organized records and meet established deadlines.

MINIMUM QUALIFICATIONS
Education
Graduation from an accredited high school or possession of a GED equivalent. Additional coursework or education in accounting, finance, business administration, human resources, or a related field is preferred.
Experience
Three (3) or more years of progressively responsible experience in payroll, accounting, bookkeeping, finance, human resources, municipal government, or a related field. Municipal government or experience with computerized payroll/financial systems is preferred.
PHYSICAL REQUIREMENTS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, or qualifications required. Duties may be modified or assigned as necessary to meet the operational needs of the municipality.

City of Coweta is an Equal Opportunity Employer