Payroll Coordinator

Department: Finance 
Division: Financial Services
Hourly rate: $18.69 – $28.04


Under the supervision of the Assistant Director of Finance, responsible for the payroll function for all City departments    Work is subject to and reviewed through periodic verification through a system of internal controls (pre‑audits and post‑audits) for conformity with established policies and procedures.

Essential functions

  • Process bi-weekly payroll:  audit file maintenance changes made by Human Resources; collect and balance time entry documents to payroll system; enter adjustments for current and prior period activity; process direct deposit & positive pay files; and update payroll interface to general ledger each pay period.
  • Prepare vouchers from payroll process and deposit federal tax monies each pay period.
  • Submit pension payments along with detailed listings each pay period (ICMA, Police and Fire Pensions); coordinate loan payoffs between employee and ICMA; and process refunds for over payments on loans.
  • File child support each pay period; review child support agreements and calculate deduction amounts; and follow-up on exceptions to filings with appropriate State agency and employee.
  • Process payroll-related invoices on a bi-weekly or monthly basis; reconcile payroll deduction accounts; communicate payroll deduction corrections needed to Human Resources and employee or payroll vendor; and assist Human Resources with auditing benefit changes at the beginning of a new plan year.
  • Prepare regulatory payroll reports (quarterly 941 Forms with the IRS, annual W-2 Forms with the Social Security Administration, annual State Unemployment Insurance Report and annual Workers Compensation Report); update underlying Worker’s Compensation rate tables; and research discrepancy notices received from the IRS for comparisons of quarterly 941 Forms to the W-2 Forms.
  • Prepare monthly, quarterly, fiscal and calendar year-end payroll processes.
  • Process annual Medical Conversion entries for employees.
  • Update tax tables on an annual basis and keep up-to-date with law changes.
  • Prepare pension retirement summaries for individuals in the Police and Fire Departments, as requested.
  • Prepare Pension over 300 calculations per City Ordinance for Police and Fire Departments at year-end.
  • Answer employee questions relating to paychecks and advise employees on the tax impact of changes to W-4 Forms.
  • Assist with record retention/storage for Payroll/Finance Department.
  • Communicate effectively with all staff, vendors and the public.
  • Demonstrate proficiency in the City of Winter Park Core Competencies.
  • Perform other work as assigned.

Please note: The omission of an essential function does not preclude management from assigning specific duties not listed herein if such functions are a logical assignment to the position.

Knowledge, skills & abilities

  • Knowledge of modern information systems and software.
  • Knowledge of municipal and departmental rules and regulations, modern office terminology, methods, practices and procedures.
  • Advanced keyboarding skills required.
  • Ability to maintain a high level of confidentiality in all personnel matters.
  • Ability to understand complex oral and written instructions and give attention to detail.
  • Ability to perform accurate mathematical calculations.
  • Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, and the general public.

Minimum Qualifications

  • High School Diploma or equivalent.
  • Three (3) years of responsible experience in clerical accounting or bookkeeping.
  • Three (3) years of experience with accounting applications software.
  • An equivalent combination of the required education and experience may be considered.

Certifications and Training

  • Possess and maintain a valid Florida Driver license.
  • All certifications must be current at the time of application and must be maintained as a condition of continued employment.


Tasks are regularly performed without exposure to adverse environmental conditions.


This is light work requiring the exertion of 20 pounds of force occasionally, up to 10 pounds of force frequently to move objects; work requires climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, and grasping. Work requires sitting at a keyboard for extended periods of time.


Tasks require manual dexterity in addition to visual and hearing acuity and oral communications abilities.