Payroll Systems Coordinator (Finance)

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Payroll Systems Coordinator (Finance)

Salary

$30.60 - $40.10 Hourly

Location

Elkhorn, WI

Job Type

Full-time

Job Number

2025-00063

Department

Finance

Opening Date

07/11/2025

Closing Date

8/4/2025 5:00 PM Central

Description

Benefits

Questions

An Equal Opportunity Employer

Position Summary

This position is responsible for the administration of county payroll and support of the automated timekeeping and payroll systems for the purpose of issuing countywide payments to employees. This position is also responsible for reporting payroll related transactions to state and federal governmental agencies related to payroll processing. This position provides countywide training related to timekeeping and payroll procedures. In addition, this position ensures adherence to county policies, agreements, and federal/state regulations as they relate to the county's payroll. This position requires strong organizational, communication and troubleshooting skills. Ultimately, the policy adherence, governmental reporting, and other decisions made by this position have far reaching consequences impacting employees, departmental budgets, and county taxpayers.

SUPERVISION

This position has no direct supervisory responsibilities; however, this position provides day-to-day direction to all county departments regarding payroll regulations and requirements.

SCHEDULE

Days: Monday - Friday

Work Hours: 8:00 am - 4:30 pm

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.00

Applications are being accepted from current County employees as well as members of the public.

Essential Duties and Responsibilities

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Oversee and independently supervise county staff in the preparation of all payroll related information in conjunction with the other payroll systems coordinator.

Administer the automated timekeeping system, including, but not limited to: independently completing and testing the weekly payroll processing on all upgrades, submitting system and procedure changes as necessary, verifying functionality of all pay policies and rule engine processes.

Administer the payroll application, including, but not limited to: testing all upgrades, independently making system and procedure changes necessary regarding payroll, verifying functionality and employee maintenance, and independently working with technical support to resolve system problems.

Maintain payroll operations by adhering to policies and procedures to ensure system integrity, ensure payroll files are stored in a confidential and secure manner, and ensure compliance with rules and regulations.

Liaison for all departments regarding payroll issues, resolving employee payroll related questions and problems, and answering any internal payroll support (help desk) e-mail requests.

Liaison between payroll and human resources related to day-to-day payroll/timekeeping issues.

Ensure required supplemental payroll information is on file (e.g., document reasons for absences from work).

Independently review timesheets and payroll reports for coding in compliance with policies, contracts, FLSA, FMLA and other employment laws.

Independently review employee eligibility for overtime or compensatory hours entered.

Train new employees and managers in the use of the automated timekeeping system and in county procedures related to payroll or timekeeping policies. Periodically hold refresher seminars for staff as necessary for payroll related training.

Process final payroll reports, vendor/garnishment checks and employee checks/direct deposit advices.

Complete transactions associated with payroll liability payments, including direct responsibility for processing the weekly bank transfer to cover all payroll related transactions and timely reporting to Treasurer's Office.

Manage countywide payroll records and reports.

Complete employment verifications.

Maintain correct coverage information for retirees and COBRA participants.

Calculate and report Workman's Compensation hours to county third party administrator and ensure proper employee payment.

Verify enrollment in health and dental plans and process payment to third party administrator for associated fees related to benefit processing.

Process monthly administrative payments to life insurance vendor and long term disability insurance vendor and reconcile enrollment numbers for accuracy.

Process employee severance payments as required and prepare necessary documentation for proper accounting of these transactions.

Prepare and file all monthly and annual reports and remittances to Employee Trust Funds as it relates to the Wisconsin Retirement System.

In coordination with the other payroll systems coordinator:

Verify enrollment in health and dental plans and process payment to third party administrator for associated fees related to benefit processing.

Process monthly administrative payments to life insurance vendor and long-term disability insurance vendor and reconcile enrollment numbers for accuracy.

Process employee severance payments as required and prepare necessary documentation for proper accounting of these transactions.

Prepare and file all monthly and annual reports and remittances to Employee Trust Funds as it relates to the Wisconsin Retirement System.

Verify and file Federal Form 941.

Complete and submit annual state(s) reconciliation of income taxes.

Complete and distribute W-2 statements as well as electronically file all necessary data with the Internal Revenue Service and other state or federal agencies as required.

Post monthly insurance premiums for retirees and COBRA participants.

Demonstrate a commitment to county safety and risk management efforts.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor's degree (preferred) or Associate's degree and four to five years of payroll processing experience. Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills and abilities necessary to perform the duties of this position may be considered. Proven ability to apply accounting and mathematical concepts to practical situations.

Certificates, Licenses, Registrations

Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) (preferred).

Interactions and Communications

Provides specialized information and/or recommendations to others regarding an area of expertise. Strong written and verbal skills are required.

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department. Position conducts research and provides information and observations which contributes to the decision making process.

Thinking and Problem Solving

In relation to established procedures, protocols and policies of the county, challenges in this position tend to be diverse, but are typically covered by precedent or established practice. Strong financial and analytical skills are required.

Tools & Equipment Used

Personal Computer/Printer Copy Machine

Telephone FAX Machine

Calculator Typewriter

WORK ENVIRONMENT The work environment characteristics described here 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.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS 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. 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 regularly required to sit. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Selection Process

TO INCLUDE:

Formal Walworth County Electronic Application

Education & Experience Review

Oral Department Interview

Reference Check

Background Check

Post Offer Physical Exam

Drug Screen

Other job related tests may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY

I - Salaried Exempt Employees

BARGAINING UNIT: Salaried Exempt Employees

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.

BASIS OF PAYMENT: Salaried, FLSA Exempt. You are not eligible for overtime or compensatory time. You are required to account for all time absent from your regular work schedule.

SCHEDULED TIME OFF: Accrued based on salary each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. You accrue scheduled time off (pro-rated for part-time) equivalent to the following:

15 days per year after 1 year of Walworth County Service

20 days per year after 5 years of Walworth County Service

25 days per year after 15 years of Walworth County Service

*may be considered for additional Scheduled Time Off (STO) based on continuous related experience per Ord. Sec. 15-515 (e)

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.

Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.

Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.

Life Insurance: The County provides you with term life insurance in an amount equal to $50,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.

Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.

LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & the employee shall pay 33% of the premium.

Vison Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.

WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.

EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.

TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:

Deferred Compensation (S457 plan)

Medical Spending Account (S125 plan)

Dependent Care Plan (S125 plan)

Health Savings Account (S223 plan)

WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a "net-check" basis.

DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.

EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-881-5462 for help.

BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).

You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.

JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.

MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.

LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.

Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.

Please indicate below your highest level of education completed.

No High School Diploma/GED

High School Diploma/GED

Some College/Tech School

Associate's Degree

Bachelor's Degree

Master's Degree

Doctoral Degree

Please indicate what area your degree is in.

Please list any licenses or certifications you hold. If none, please put N/A.

Required Question

Employer

Walworth County

Address

P.O. Box 1001 100 W. Walworth Street Elkhorn, Wisconsin, 53121

Phone

262-741-7950

Website

http://www.co.walworth.wi.us

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Payroll Systems Coordinator (Finance)