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Position: Paryoll System Coordinator
Municipality:Town of Guilford
Close Date:11/23/2020

Town of Guilford



EXEMPT:                 YES                                                    SALARY LEVEL: E3



LOCATION:             31 PARK STREET

HOURS:                     8:30AM-4:30PM

PREPARED BY:      Mitchell R. Goldblatt            Initials____  DATE: October 27, 2020

APPROVED BY:     Matthew T. Hoey, III            Initials____  DATE: October 27, 2020





Under the supervision of the Finance Director, performs all payroll and other finance related

functions as assigned. Represented by the Guilford Employees Association (GEA).





·         Establishes and maintains current personnel folders as related to payroll matters for the

Town of Guilford


·         Responsible for inputting and/or verifying new employee payroll data, changes and

updates in existing payroll files in the town's payroll software - "MUNIS”


·         Reviews and processes weekly payroll from department time sheets, reconciles hours,

earnings and deductions.


·         Updates and verifies Master file information to ensure accuracy of data.


·         Maintains active employee listing, and verifies that each employee is charged to the proper account


·         Processes weekly payroll checks, direct deposits and weekly payroll tax deposits

Transmits direct deposit file to bank.


·         Communicates directly with bank to resolve any differences.


·         Generates reports for annual audit, grant requirements, pension, defined contribution

(401a) plan, Other Post Retirement Benefits (OPEB), and other purposes, as required.


·         Prepares required monthly, quarterly and annual payroll tax reports including magnetic

media for State and Federal government returns.


·         Prepares Form W-2 and applicable reconciliation for submission to Internal Revenue

Service and Social Security Administration.


·         Assists with year-end closing and prepares schedules as required for annual audit.






Town of Guilford



·         Calculates attendance accruals, maintains individual employee time & attendance

calendars and prepares applicable reports.


·         Tracks part-time employee hours for earned sick time.


·         Prepares earnings reports for pension computation and contribution reports for employees

retiring or terminating employment, as requested.


·         Prepares wage statement for Workers Compensation, and other requests for wage data.

Assigns Workers Compensation classification codes to employees as required.


·         Processes weekly and monthly invoices as required, and deduction payments.


·         Invoices retirees for medical insurance, processes payment of monthly invoice, and

notifies participants of rate changes.


·         Maintains schedule of payments and reconciles to MUNIS.


·         Stays informed of numerous changes in employee contracts, salary schedules and

individual department manuals/rules/guidelines.


·         Attends Payroll-related conferences and trainings as offered.


·         Stays current with MUNIS Payroll System updates through webinars and other available

training sessions.


·         Works with considerable independence.


·         Complies with all proper safety procedures and regulations.


·         Treats other employees, and any others with whom there is contact, with courtesy, respect

and professionalism.


·         Performs other duties as may be assigned.





·         Knowledge of state and federal payroll regulations,


·         Knowledge of collective bargaining agreements as related to payroll processing.


·         Knowledge of the principles, practices, and techniques of governmental finances

including but not limited to accounting, payroll and purchasing as it pertains to a


Town of Guilford



·         Knowledge of bookkeeping principles, methods and practices, including standard office

methods and procedures.


·         Skills in interpersonal relations, including dealing with the public


·         Ability to effectively utilize Microsoft Office, including proficiency in Excel and Word.


·         Ability to read, analyze and interpret financial reports, and legal documents.


·         Ability to respond to inquiries or complaints and effectively present information to all

administrative and Town employees, members of Town government, outside regulatory

agencies, public groups, resident and/or boards and commissions in a timely fashion.


·         Ability to prioritize, plan, coordinate, and organize multiple projects


·         Ability to independently conduct research, think analytically, perform simple to complex

calculations, and demonstrate the ability to calculate quickly and accurately varied

arithmetical computations, including compute rate, ratio, percent and ability to interpret

bar graphs.


·         Ability to define problems, collect data, establish facts, and draw valid conclusions.


·         Ability to interpret an extensive variety of technical instructions in mathematical form

and deal with several abstract and concrete variables.


·         Ability to organize and maintain payroll records and financial reports in accordance with

the State of Connecticut' s "Records Retention/Disposition Schedule".


·         Ability to learn and to adapt to new software systems and updates.


·         Ability to operate a computer, use the internet, small office machines such as copier, fax,

adding machine, telephone, and check folding machine.


·         Ability to maintain strict confidentiality regarding all records.


·         Ability to follow oral and written instructions.


·         Ability to communicate effectively orally and in writing.


·         Ability to effectively respond to questions from employees and the general public.


·         Ability to establish and maintain satisfactory working relationships with other employees,

the general public and volunteers.



Town of Guilford



·         Ability to multitask and work in a fast-paced environment and deal with frequent






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



While performing the duties of this job, the employee is regularly required to talk or hear. The

employee is frequently required to stand; walk; sit; use hands to finger, handle or feel objects, or

controls; and reach with hands and arms. The employee is occasionally required to stoop, kneel

or crouch. The employee must occasionally lift and/or move up to thirty (30) pounds.


Specific vision abilities required by this job include close vision, distance vision, color vision,

and the ability to adjust focus.




·         High School Diploma.


·         Three (3) to Five (5) years' experience in bookkeeping, payroll and related clerical work,

preferably in an accounting office or municipal department.


·         MUNIS experience preferred.





The work environment characteristics described here are representative of those an employee

encounters while performing the essential function of this job. Reasonable accommodations may

be made to enable individuals with disabilities to perform the essential functions.


Job requires frequent interaction with other employees and the general public. The work

environment involves everyday risks or discomforts which require normal safety precautions.

Use of safe work practices with office equipment, avoidance of trips and falls, observance of fire

regulations are required. The noise level in the work environment is generally quiet to moderate.


The information contained in this job description is for compliance with the American with

Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position

Additional duties may be required.


We are an Equal Opportunity Employer.

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