Human Resources / Payroll Coordinator

Processes the City payroll and related transactions in compliance with all applicable Federal, State, and City rules and regulations.

Processes timesheets for Exempt and Non-exempt employees for payroll on a regular schedule assuring all information is entered into the system accurately and timely.

Processes and verifies all change of status, ensuring accuracy and proper approval.

Serves as main point of contact to all employee inquiries concerning paychecks, deductions, taxes, etc.

Verifies after each payroll processing that the appropriate tasks are accomplished.

Provides completed and approved payroll information to the Human Resources Director for ACH banking transaction.

Enters payroll checks into the bank's positive pay system to prevent any attempt at fraud; processes positive pay exceptions promptly to prevent returned payments; prepares and submits ACH positive pay services agreement for new vendors.

Reviews and processes funding requests for all benefit and insurance payments, court-ordered child support, and wage garnishments.

Process all payroll deduction payments for vendors by check and ACH payments.

Assesses and validates data and compiles it into reports for multiple department heads, administration, audits, and budgets.

Performs a variety of accounts payable functions, reconciles billing statements, creates requisition and purchase orders, receives goods, and assures payments are made before filing. 

Works with the Finance department to ensure correct coding or payroll concerns.

Prepares and follows the yearly payroll processing calendar pay dates. 

Calculates and makes adjustments for paid time off (PTO) and individual catastrophic sick (ICS) for new employees and annual accruals; sends out monthly leave balance reports to each department.

Prepares and posts the city holiday calendar to the HRIS- ER Pro 10 System, city website, employee self-service (ESS) portal, and payroll system.

Completes employee verification, unemployment claims, and open record requests meeting all deadlines.

Updates and distributes salary range tables and step plans as needed.

Receives and updates the employee access change requests forms for benefit and retirement (address, add/drop dependents, contacts, etc.) 

Processes new hires, terminations, and changes in the HR/Payroll system and with benefit providers.

Updates the HRIS System for transfers, promotions, demotions, ESS user access, performance assessment increases, rank pays, and creating reports.

Assists employees with ESS time entries and password resets.

Maintains and updates salaries, deductions, retirement, tax, leave, pay rate codes, and service awards.

Calculates and processes 941 IRS payments for payroll taxes bi-weekly and quarterly. Reconcile and distribute W-2’s; Process, verify, and print 1095-C tax forms; respond to IRS inquiries.

Maintains position control with extreme detail in Excel and the HRIS system.

Maintains HR/Payroll records following records retention requirements.

Performs regular audits for compliance, or ad hoc for the Director and responds to audit requests – internal or external.

Assists with open enrollment for benefits; Calculates and enters benefit deductions into the HR/Payroll system before the fiscal year deadline; assist employees with any questions regarding coverages.

Responsible for ordering office supplies and reconciling the invoices monthly.

Works to maximize the use of software, making recommendations for improving internal procedures and adjusting protocols as needed. 

Provide administrative support to the Human Resources Director and other Human Resources team members as needed.

Maintains good employee relations through timely and accurate responses to questions and concerns; respond to sensitive issues while maintaining complete confidentiality.

Coordinates the annual United Way Kickoff with the City of Ennis employees; enters employee donations before the beginning of the year; prepares final donation report to United Way; prepares yearly comparison reports for administration.

Has frequent contact with employees, citizens, local state, federal agencies, and other city departments.

Ability to arrive to work on time and must maintain a regular and reliable level of attendance.

Provides back-up support to various functions in the department as needed