Human Resources and Payroll Coordinator

City of Seattle, WA
November 3, 2023
Seattle, WA
Job Type


Position Description
Invitation to Compete #85-23: Human Resources and Payroll Coordinator

Human Resources, Central Library
Regular, FLSA non-exempt, full time (80 hours per pay period)

$29.17 - $35.42 per hour

Anticipated schedule is Monday - Friday, 8:00 AM - 5:00 PM (PST). A 9/80 compressed work schedule may be considered. Hybrid opportunity: in-office minimum of two (2) days a week. Option to work remotely three (3) days per week. Remote schedule subject to change depending on business needs.

This position is open to the public and to The Seattle Public Library's employees. Please read the How to Apply section of this bulletin for more information. Candidates are asked to submit their application materials in NEOGOV by 5:00 p.m. on Sunday, November 12, 2023.


The Seattle Public Library's mission is to bring people, information and ideas together to enrich lives and build community. We view Seattle as a city where imagination and opportunity continue to thrive. Since 1891, we have grown from a single reading room in Pioneer Square to a world-class library system with 27 locations.

The Library works every day to foster and support a healthy city and a healthy democracy. We do this work guided by the principles of intellectual freedom, literacy and the love of learning, racial equity, privacy and confidentiality, respect for the community, strong partnerships and innovation. We are an active and committed partner in the City of Seattle's Race and Social Justice Initiative.

Library employees are highly regarded by the public for their knowledge, quality of service and caring. As a workplace, we value respectful and transparent communication, partnership and engagement. We are enriched individually and organizationally because of our diversity and growth mindset. We take time to recognize and celebrate the achievements of others.

If you share these values and meet the qualifications, the Library invites you to apply for the Human Resources and Payroll Coordinator position.
Job Responsibilities

The Human Resources and Payroll Coordinator reports to a Human Resources Manager with secondary accountability to the Employee Relations Director. The Human Resources and Payroll Coordinator works closely with other Human Resources staff and timekeepers throughout the Library to ensure payroll is completed accurately and on time for an organization of nearly 700 employees. The position handles a significant flow of electronic information and records within the division in processing and generating payroll for the Library. The position is the central position accountable for the integrity of the payroll, personnel data and related information.

While the focus of this position is payroll processing, this position will assist the Employee Relations Director in other activities, such as: cost/budget reconciliation, and department budget.

Essential Duties

  • Process bi-weekly payroll under strict deadlines ensuring accuracy, completeness, and adherence to policies, procedures, laws, and the collective bargaining agreement. Correct errors, track and notify supervisors regarding the error and actions needed to be taken or which have been taken.

  • Process payroll transactions including regular pay, vacation, sick leave, bereavement leave, emergency leave, holiday pay, jury duty; etc. Ensure out-of-class pay is recorded accurately and overtime is paid in compliance with federal law.

  • Understand the various leave options available to employees and assure proper recording of family and medical leave, paid parental and family care leave, Bea's law leave, leave without pay, and workers compensation payments and adjustments; etc.

  • Prepare retirement/termination cash-outs (VEBA, Deferred Compensation, etc.). Process requests for sick leave donations and donated sick leave. Set-up, suspend, and reinstate payroll deductions and assist employees with Direct Deposit set-ups.

  • Perform special computations such as retroactive adjustments and salary payments as necessary.

  • Work closely with the Finance team on timekeeping project/activity codes and other matters impacting payroll and payroll processing.

  • Assist with the development of payroll policy and procedures, contingency plans, and process improvement initiatives. Prepare reports and provide training as needed for supervisors and staff.

  • Organize and maintain electronic and hard copy files. Provide clerical and technical support to other members of the Human Resources department staff, as assigned.

  • Interact and communicate extensively with Library managers and staff throughout the system, in person, through email or by phone. Work closely with the HR team on benefits, compensation, leaves, and various HR initiatives that have payroll impacts. Assess and route inquiries as needed to Human Resources Generalist and Business Partners or other division staff; answer payroll and timesheet questions and assist with resolving problems. Provides department support and assistance to the Employee Relations Director in preparing reports.

  • Serve as a liaison between the City of Seattle and the Library regarding matters of payroll and human resources.


  • Two (2) years of work experience as the primary or principal payroll technician or equivalent, successfully using ADP or similar payroll system.

  • Two (2) years of experience auditing timesheets for accuracy and correcting errors per organizational policies and practices, as appropriate; or

  • A combination of education, training and/or experience which provides an equivalent background required to perform the work.

  • Experience communicating technical aspects of payroll processing to end users in order to ensure that they complete timesheets accurately and on time.

  • Experience applying knowledge of FLSA, collective bargaining contracts, compensation guidelines, etc. to payroll processing.

  • Ability to operate office equipment such as fax machines, copiers and printers.

  • Proficiency with MS Office (Word, Excel, Access, Outlook, SharePoint) and to maintain electronic files and information. Must be able to perform basic formulas in Excel. Excellent mathematical skills.

  • Solid time management skills and ability to plan, organize, prioritize and complete work accurately under pressure of time constraints while responding to frequent interruptions and sudden changes of task priorities. Demonstrated ability to work independently, professionally, and effectively with minimum supervision.

  • Clear and succinct verbal, written and cross-cultural communication skills in person, by phone and via e-mail. Ability to communicate in a friendly and positive manner with a diverse customer base.

  • Excellent interpersonal, customer service, and teamwork skills with the ability to resolve conflict, solve problems creatively, and work effectively in a team setting. Must have the ability to operate with diplomacy, transparency, respect and discretion in all interactions.

  • Strong attention to detail and data entry experience.

  • Commitment to intellectual freedom, race and social justice, and the Library's mission.

Desired Qualifications:

  • Associates Degree or higher in accounting, business, or related field.
  • Experience with Workday Payroll, Enterprise EV5, and/or City of Seattle payroll/ADP.
  • Intermediate Excel skills; creating ad-hoc reports using Access or other similar database.
  • Experience working in Human Resources.
  • Government/public sector experience.
  • Experience working with Unions and applying Collective Bargaining Agreements.

Additional Information

How to Apply

Please submit the following items by 5:00 p.m. on Sunday, November 12, 2023 to be considered for this position. Your application will not be considered if these items are missing or incomplete.
Complete online application.A cover letter that describes how your experience and skills align with the job responsibilities and qualifications. Please let us know why you want to do this work.Current resume that summarizes relevant education, experience, knowledge and skills. Applications that do not include a cover letter, resume, and complete online application will not be considered.

Applicants will be screened for competitiveness, completeness, and written communication skills. Initial screening will be based on a review of application materials. The employment history detailed in your application materials MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates will be invited to participate in a series of one or more interviews.

Benefits and Salary Information
The full salary range for this position is $29.17 - $35.42 per hour.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at:

Information about retirement plans can be found at:

Additional Information
If you have questions regarding this bulletin or employment at The Seattle Public Library, please send an email to . The Library promotes diversity and inclusion in employment. If accommodations are needed during the selection process, please contact us.
Please keep in mind that job offers are contingent on a review of criminal history as well as verification of information provided by the applicant as part of the application process.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at:
"Most" Employees Plans - Human Resources |

Closing Date/Time: 11/12/2023 5:00 PM Pacific

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