Payroll Coordinator

Position Summary

Compensation: The salary range for this position is $61,863-$72,000, which represents the hiring range for new employees based on factors such as education, experience, certifications, and licenses. The full salary range extends up to $88,108, providing opportunities for salary growth as employees gain experience, develop skills, and demonstrate strong performance over time. 

Under general supervision, the Payroll Coordinator provides technical and administrative support in the area of payroll, time tracking, absence, scheduling and related Human Resources services. This position is responsible for leading and coordinating complex payroll functions for all City employees, including general and fire personnel, to ensure timely, accurate, and compliant payroll processing. Responsibilities include administering payroll cycles,  monitoring accrual banks, and ensuring strict compliance with federal, state, and local laws. The role serves as a primary liaison between Human Resources and Finance, requiring a high degree of accuracy, discretion, and initiative. This position also plays a key role in process improvement, internal controls, and system enhancements related to payroll operations.

Essential Functions

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodation so that qualified employees can perform the essential functions of the job.

• Own end-to-end payroll delivery, ensuring timely and accurate processing of payroll for all employees. Runs general government (26 per year) and fire department (30 per year) payroll and verifies for accuracy including accruals and final payouts.
• Review and approve payroll runs, adjustments, and off-cycle payments.
• Administer Workday payroll, time tracking, absence, and scheduling modules.
• Audit payroll data including timesheets, leave balances, and system entries for accuracy and compliance.
• Processes personnel action forms including merit increases, step increases, terminations, administrative adjustments, transfers, reclassifications, and promotions.
• Processes child support and general medical support orders.
• Writes journal entries for withheld tax, insurance, and deduction payables and forwards to accounting for processing.
• Prepares end-of-month and year-end reports including retirement, taxes, and insurance.
• Facilitate training classes on payroll for new employees and supervisors.
• Provide excellent customer service in support of our customers and our HR team members.
• Ensure compliance with FLSA, IRS regulations, wage and hour laws, and internal policies.
• Maintain and reconcile payroll records, reports, and system data for accuracy and audit readiness, and oversee preparation of payroll reports, journal entries, and quarterly/year-end filings (e.g., W-2s, 941, etc.).
• Identify and implement process improvements to increase efficiency, accuracy, and customer service.
• Support and coordinate responses to internal and external audits related to payroll.
• Resolve complex payroll issues and inquiries escalated from staff or departments.
• Stay current on applicable laws, regulations, and system upgrades that impact payroll.
• Documents payroll procedures and trains payroll back-up.
• Answers questions, provides status updates, resolves problems, and handles complaints. 
• Maintains records using document imaging.
• Performs all other duties as assigned.

Position Qualifications

Education: High School Diploma or GED required; Associate’s degree preferred.

Experience: Four (4) years of increasingly responsible payroll administration experience, preferably in a public agency setting. Experience in Workday Payroll and HCM is preferred.

Any combination of related, education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above specified education and experience requirements. 

Licenses and Certifications: Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred.

Conditions of Employment: Must submit to and pass a criminal background and pre-employment drug test. 

REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Knowledge of: Payroll systems such as Workday, ADP,  or similar ERP platforms; deep knowledge of payroll practices, wage and hour laws, and payroll tax regulations; strong attention to detail with analytical and problem-solving skills; Microsoft Excel and financial/payroll systems; managing multiple priorities and meet critical deadlines; regulations and guidelines; principles and practices of payroll, State, and City rules, regulations, guidelines, policies, and procedures related to assigned human resources area, and customer service and public relations practices and methods.

Skilled In: Identifying and resolving problems in a timely manner; database management and record keeping; working under pressure; dealing with stressful situations; handling confidential information in a responsible manner; coordinating, prioritizing, and maintaining workflow; promoting teamwork and a positive work environment; understanding and following written and oral instructions; handling inquiries in assigned human resources areas; giving and receiving information to other City departments; exhibiting a high level of confidentiality; accepting responsibility for his/her actions; utilizing in-house resources to meet departmental needs; conducting research and applying results to programs and procedures; analyzing data; using spreadsheets and personal computer including Microsoft Office, Google docs, e-mail, and the internet; communicating effectively, clearly, and concisely both orally and in writing; planning, organizing, and coordinating activities to accomplish work assignments; resolving employee and customer complaints and concerns; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; being punctual and attending work regularly; and working effectively with people regardless of their age, race, ethnicity, religion, color, sex, sexual orientation, gender identity, national origin, genetics, veteran’s status, or job type.  

Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 10 pounds. 

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. 

The City of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.

This job description is not an employment agreement or contract.   The City of Lewisville has the exclusive right to alter this job description at any time without notice.

Work Hours

Monday - Thursday 7:30 am - 5:30 pm
Friday 7:30 am - 11:30 am

This role is on-site for the first three (3) months. Hybrid work may be considered after successful evaluation and approval.