Police Payroll Coordinator

This position performs complex and specialized payroll, timekeeping, compensation, and personnel-related administrative functions supporting the Police Department and Finance Department. The position is responsible for coordinating and maintaining accurate payroll and timekeeping information; researching and resolving payroll discrepancies; processing compensation and personnel changes; preparing payroll-related reports and analyses; and ensuring compliance with applicable laws, regulations, City policies, procedures, and collective bargaining agreements. 

The position serves as a primary Finance liaison to Police Department personnel on payroll, compensation, timekeeping, incentive pay, accruals, and related matters. Work requires the ability to independently analyze payroll and timekeeping information, identify discrepancies and trends, interpret applicable policies and agreements, coordinate with multiple departments, and resolve issues in a timely and accurate manner.

The position exercises independent judgement within established policies and procedures and is responsible for maintaining the integrity, accuracy, confidentiality, and timeliness of payroll-related information. Work is performed under general supervision of the Payroll Manager, with considerable responsibility for coordinating assigned functions and resolving routine and complex payroll and timekeeping matters.

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Serve as the Finance Liaison to the Police Department personnel; respond to all inquiries related to payroll, incentive pay, accruals, and other compensation matters.
• Independently review, analyze, and resolve complex payroll and timekeeping issues, exercising judgment within established City policies, procedures, collective bargaining agreements, and applicable regulations.
• Coordinate and process bi-weekly Police Department payroll, including regular payroll, retroactive pay, lump-sum payments, incentive payments, adjustments, and other specialized compensation transactions.
• Support payroll internal controls, audits, reconciliations, and compliance reviews by researching transactions, compiling documentation, identifying discrepancies, and assisting with corrective actions and ensure adjustments are accurately reflected in applicable systems.
• Maintain accurate and current employee information within payroll, timekeeping, scheduling, and related systems, including compensation, benefits, deductions, personnel changes, and scheduled adjustments.
• Prepare special payroll analyses, reports, reconciliations, and supporting documentation at the direction of the Payroll Manager.
• Track, review, analyze, reconcile, and report employee accruals and leave balances, including sick leave, vacation leave, FLSA balances, holiday options, compensatory time, compensatory time in lieu of overtime, recruitment incentive hours, and other applicable leave categories.
• Maintain strict confidentiality of employee personnel, payroll, compensation, benefits, and other sensitive information
• Interpret and apply City policies and procedures, collective bargaining agreements, payroll requirements, and applicable regulatory guidelines when reviewing and processing payroll transactions.
• Accurately scan Police Department payroll documents to the appropriate system in a timely manner.
• Provide accrual information and related payroll documentation to employees, supervisors, and other authorized personnel as needed.
• Coordinate payroll-related documentation and processing for Family and Medical Leave Act (FMLA) absences, on-duty injuries, workers' compensation claims, light-duty assignments, and other employment circumstances affecting payroll or timekeeping.
• Verify required FMLA approvals and supporting documentation with Human Resources, the applicable third-party administrator, and other responsible parties.
• Ensure approved leave, injury, and employment status information is accurately reflected in payroll and timekeeping records.
• Prepare detailed memos and compile necessary backup documentation to support and process changes in the Tyler New World payroll system.
• Monitor, process and update Florida Department of Law Enforcement (FDLE) incentive pay and related changes ensuring compliance with applicable policies and procedures and that all updates are accurately reflected in the payroll system.
• Reviews internal personnel changes and processes Employee Change of Status Forms accordingly, salary changes, career advancements.
• Tracks and provides accrual information for holiday options, fit time, recruitment incentive hours, processes recruitment bonus requests.
• Reviews payroll and timekeeping reports to ensure accuracy, identify variances, and resolve issues. 
• Continuously reviews timekeeping entries and works to proactively identify and resolve issues prepares a timely response to payroll and timekeeping related inquiries
• Daily review of scheduling software to ensure accuracy. Request or make necessary corrections in a timely manner
• Prepares and maintains various payroll reports such as overtime override rate report, clothing allowance report, special event reports, and completes other reports as needed
• Research, analyze, compile, payroll related reports and statistical data internally and externally as requested
• Ensure that payroll systems are up to date with current employee data, compensation adjustments, benefits information, deductions, and scheduled changes

• Collaborate to verify accuracy and resolve discrepancies promptly
• Support compliance with relevant labor laws and internal policies through timely reporting and audits
• Coordinates FMLA, on-duty injuries, light duty requests, and workers compensation paperwork.
• Maintains bargaining union employees in FDLE ATMS system.

• High School graduation or possession of an acceptable equivalency diploma.  
• College-level course work in accounting, finance, business administration or related field is highly preferred. 
• Two (2) years of progressively responsible experience in payroll processing, financial record keeping, and timekeeping in a centralized payroll operation or related experience showing ability to perform essential functions of the position.
• Proficiency with computer applications including timekeeping systems, payroll processing systems,  Excel and spreadsheets experience required. 
• Experience in Kronos preferred. 
• Payroll experience within a governmental environment, preferred.

Knowledge of Business English, spelling and punctuation, to prepare documents and compose letters, etc.  Knowledge of office practices and procedures.  Knowledge of mathematics. Knowledge of the unit and City's policies and procedures and practices.  Ability to work independently and to adhere to established policies and procedures.   Ability to establish and maintain effective working relationships with employees and the public.  Ability to take and transcribe dictation and or minutes as required.  Ability to operate a PC, Keyboard or Computer.  Ability to communicate using speaking, hearing and visual skills.   Skill in policy interpretation and application. Ability to communicate effectively in oral and written form.   Ability to adapt to an evolving and continually improving environment.   

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization’s mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer’s specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

Physical Demands/Work Environment:

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms.  The employee is occasionally required to walk and stand.  The employee must occasionally lift and/or move up to 15 lbs.  Specific vision abilities required by this job include close vision and the ability to adjust focus.  Ability to sit at a desk and view a display screen for extended periods of time.  Ability to enter data at prescribed rate of speed.   Work inside an office environment

SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change.