Payroll Specialist in Telluride, Colorado at Town of Telluride

Department: Finance
Reports to: Finance Manager
FLSA: Non-Exempt
Grade: 35
The application period for this position closes at 8:00 AM MT on Monday November 30th, 2026.
SUMMARY: Responsible for all aspects of the Town’s bi-weekly payroll processing and administration and performs a variety of accounting duties including general ledger accounting, financial reporting, reconciliation, and clerical assistance to the Finance Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
•Processes the Town's bi-weekly payroll from time entry through distribution of checks and direct deposits, including audits and validation of time, overtime, shift differential, on-call, compensatory time and blended overtime pay, garnishments and labor distributions, and tracks holiday pay.
•Completes payroll on time every pay period (see Payroll Schedule and Time Off below).
•Maintains the payroll calendar, timekeeping group lists and category codes, and employee master files, including direct deposits, W-4s, deductions and accruals.
•Trains and assists employees, and supervisors with time entry, and resolves questions about paychecks, deductions, leave balances and accruals.
•Prepares payroll adjustments, manual checks, corrections, retroactive pay, termination pay and related journal entries.
•Processes garnishments and wage assignments in compliance with state and federal law.
•Reconciles payroll to the general ledger, troubleshoots payroll system issues.
•Reconciles payroll deductions to benefit deductions each pay period.
•Performs year-end payroll reconciliations to the general ledger, including wages, withholdings, employer taxes, benefit deductions and leave accrual liabilities, and resolves variances before Forms W-2 are issued.
•Prepares, reviews and distributes Forms W-2 (and W-2c corrections) to employees by the January 31 deadline, and ensures they are filed with the Internal Revenue Service and the Colorado Department of Revenue through the Town’s third-party provider.
•Prepares and reconciles quarterly and annual payroll tax filings, including Form 941, state income tax withholding, state unemployment wage reports, and state paid family leave premiums if applicable, and verifies that Social Security and Medicare wages and taxes tie to Form W-2 totals.
•Audits employee records at year-end for accurate reporting of taxable fringe benefits, imputed income, sick pay, and garnishment and wage assignment balances.
•Provides payroll data for retirement system reporting, Affordable Care Act reporting (Forms 1094/1095, if applicable) and the Town’s annual audit.
•Responsible for creating and maintaining a payroll calendar, including year-end items and r checklist with supporting documentation to meet filing deadlines and audit and records-retention requirements.
•Develops and maintains payroll procedures, Standard Operating Procedures (SOPs) and training materials, and maintains payroll records according to the Town's retention schedule. Stays up to date on relative payroll regulations from the Federal and State level that impact the Town’s payroll processes and compliance.
•Assists with other Finance accounting functions, such as bank and account reconciliations, as time allows, and cross-trains to back up the Finance Department.
•Performs other duties as assigned.

Payroll Schedule and Time Off
Payroll is processed every other Wednesday (exception are Holidays) and every Town employee's pay depends on it being completed accurately and on time. For this reason, the work schedule for this position is built around the payroll calendar, and planned time off is scheduled around payroll processing:
•This position is part time and must be available on all payroll processing days of each payroll week.
•Requests for vacation or other planned leave must be submitted at least 4 weeks in advance. Leave on payroll processing days is generally not approved unless the Finance Manager has confirmed coverage.
•The employee is responsible for completing or handing off payroll tasks before approved time off.
•The employee notifies the Finance Manager immediately of any unplanned absence that could affect a payroll deadline.
•Additional hours during payroll weeks require prior approval from the Finance Manager. The Finance Manager will establish a pre-approved schedule of additional hours for year-end processing (mid-December through January 31) so that W-2 and payroll tax filing deadlines are met.
•This section does not limit leave or accommodation rights under federal, state or local law, including FMLA and the ADA.

Work Location. The regular work location for this position is Telluride Town Hall. On-site work is the Town’s default arrangement for all positions. Remote or hybrid work is available only to positions designated and approved under the Remote, Hybrid and On-Site Work Policy, and is a business arrangement, not a right. Requests for reasonable accommodation are handled by Human Resources through the interactive process.

Safety
• Works safely to prevent accidents
• Inform supervisor of unsafe working conditions

MINIMUM QUALIFICATIONS (Education/Experience/Licenses/Certifications): High school diploma or equivalent and one to two years (1-2) of payroll, bookkeeping or accounting experience. Payroll experience in a government setting and experience with year-end Form W-2 and payroll tax reporting preferred.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:
Knowledge of: payroll processing; federal and state payroll tax withholding and reporting, including Social Security and Medicare (FICA) and year-end Form W-2 reporting; wage and hour rules, including overtime and compensatory time; garnishments; basic bookkeeping and internal controls; Microsoft Word and Excel; and modern office practices.
Skill in: accurate calculations; attention to detail; meeting recurring deadlines; learning payroll and accounting software; clear written and verbal communication; working cooperatively with employees and other departments; and maintaining detailed and accurate records.

Confidentiality: maintains strict confidentiality of employee pay, personal and banking information.

Environmental Factors: Work is performed in a standard office with frequent interruptions and contact with employees. Requires extended sitting, long periods at a computer, repetitive keyboard and mouse use, and occasional lifting of up to 20 pounds. Works safely and reports unsafe conditions to a supervisor.
Physical Factors: While performing the duties of this job, the employee is often required to sit for extended periods of time; may occasionally be required to lift and/or move items weighing up to 20 pounds; operate office equipment (computers, postal machines, printers); operate equipment requiring repetitive hand movement and coordination including a keyboard and mouse; periods of long exposure to computer screens.