Job Description

Position Overview

The Payroll Coordinator performs comprehensive payroll functions with a high degree of confidentiality and precision. This role involves reviewing and analyzing payroll records, maintaining and reconciling general ledger accounts, and supporting general accounting functions such as accounts payable, accounts receivable, banking, and bank reconciliations. The position requires a thorough understanding of the District’s budgeting and financial accounting systems, applying accepted accounting practices to classify restart: classify and prepare transactions. The Payroll Coordinator ensures timely and accurate financial reporting while providing exceptional support to District staff regarding payroll and benefits inquiries.

Key Responsibilities

• Verify, audit, edit, and process employee payroll in compliance with District policies, procedures, and labor agreements.


• Calculate net salaries, generate and review payroll reports, and distribute paychecks.


• Post payroll transactions accurately to the financial accounting system.


• Process special payroll transactions and prepare journal entries for labor distribution, deductions, overtime accruals, and employee-paid taxes/benefits.


• Reconcile payroll accrual accounts to the general ledger and prepare payroll reports.


• Process benefit and tax payments.


• Ensure accurate reporting of pay changes, payroll status, taxes, deductions, benefits, retroactive pay adjustments, and terminations.


• Establish the annual pay calendar and verify attendance/work hours data.


• Collaborate with departments to resolve payroll reporting issues and respond to employee inquiries regarding payroll and benefits deductions by explaining policies and procedures clearly and professionally, without enforcing compliance.


• Calculate, create, and facilitate employee wage garnishments in accordance with regulations.


• Administer voluntary deductions (e.g., United Way, deferred compensation, MID Foundation contributions).


• Maintain records for vacations, holidays, sick days, and other leaves of absence.


• Verify accuracy of compensated absence reports and record accrual adjustments.


• Verify and calculate deductions for group health, life, and disability insurance premiums.


• Prepare premium reports and liaise with insurance carriers and program vendors.


• Compile and complete the annual 5500 report.


• Maintain, report, and audit retirement contributions and wages for CalPERS pension benefits.


• Administer CalPERS plan contributions and disbursements.


• Handle payroll tax activities, including compliance with local, state, and federal regulations, filing tax returns, and preparing W2/W3 statements and Affordable Care Act reports.


• Conduct research for employment verification and unemployment claims.


• Compile the annual State Compensation Report.


• Maintain subsidiary ledgers, reconcile balances, and prepare journal entries.


• Research and resolve variances, generating reports from the District’s accounting system.


• Reconcile bank statements, balance cash receipts, and prepare bank deposits.


• Disburse and reconcile the District’s Petty Cash Fund.


• Provide backup support for purchasing, accounts payable, accounts receivable, banking, and job costing.


• Prepare invoices and assist with annual audit processes.


• Research and compile information for reports and provide information on District accounting policies to staff and the public.


• Perform clerical duties, including organizing files, drafting correspondence, and ensuring compliance with federal, state, and District regulations.


• Perform duties for Twin Lakes Management Company as applicable.


• Participate in safety training and report workplace incidents.


• Work overtime, weekends, or holidays as needed for emergency response or business needs.


• Perform other duties as assigned.

Qualifications

Education

• High school diploma or equivalent.


• Coursework in bookkeeping and accounting required.

Experience

• Minimum of three (3) years of progressively responsible experience in payroll, accounting, or financial recordkeeping.


• Experience in a public agency setting preferred.

Skills and Abilities

• Proficient in Microsoft Office applications (Excel, Word, Access, Outlook, PowerPoint).


• Strong organizational skills and ability to prioritize tasks and exercise sound judgment.


• Ability to interpret and apply District policies and procedures.


• Accurate and rapid calculation and tabulation skills.


• Clear and concise verbal and written communication.


• Ability to follow instructions and establish effective working relationships.


• Proficient with office equipment (e.g., typewriter, 10-key, copier).

Knowledge of

• Governmental budgeting and accounting practices.


• Methods and terminology for processing financial transactions and recordkeeping.


• District rules for cash receipting, purchasing, accounts payable, payroll, and related transactions.


• District’s Chart of Accounts and general funding sources.


• General ledger accounting systems and internal control practices.


• Modern office practices and equipment.

Special Requirements

• Valid California Class C Driver’s License and ability to maintain insurability under the District’s vehicle insurance program.


• Compliance with all District policies, guidelines, and rules.

Work Environment

This position is a fully on-site role based at the District’s primary office location. Remote work or hybrid arrangements are not permitted. Regular attendance at the designated worksite is required as part of the essential functions of this position.

• Physical Demands:

• Sit for up to eight (8) hours per day.


• Operate a computer for up to eight (8) hours per day.


• Lift and move boxes/supplies up to 25 pounds.


• Stoop, bend, and negotiate stairways.


• Communicate effectively in person, by telephone, and in writing.


• Hear and see well enough to perform duties, including reading documents and screens.

• Environmental Factors:

• Primarily office-based with occasional outdoor work (10% or less exposure to sun).


• May require irregular or extended hours, including overtime, weekends, or holidays.

• Mental Demands:

• Exercise independent judgment and objective reasoning.


• Organize and plan daily/weekly tasks.


• Interpret state, federal, and agency regulations.


• Document work accurately and timely.


• Manage multiple duties with potential interruptions.

Supervision

• Receives general supervision from the Controller.

Applications/Resumes will only be accepted via the Merced Irrigation District's online application system.

New users must set up an account at

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