Loading...
HomeMy WebLinkAboutPayroll Services Manager JEFFERSON COUNTY JOB DESCRIPTION Position: Payroll Services Manager Department: Auditor Annual Hours Worked: 2080 Exempt Salary System: Grade 18 FLSA: Exempt-Administrative UNION: Exempt 3 Approved By: Human Resources Manager % r �,y ><< (r e Adopted: September 2021 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Direct, manage, and coordinate the countywide payroll and personnel benefits process and system of the Auditor's Office; ensures compliance with State and federal requirements; coordinate assigned activities with other divisions, departments, and outside agencies; and provides highly responsible and complex administrative support to the County Auditor. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion,within the scope of policy and regulations, in the performance of their duties; supervision and guidance are received from the County Auditor. 3.0 SUPERVISION EXERCISED 3.1 Responsible for the overall direction,coordination,and evaluation of the payroll division of Auditor's Offices. This position is a"program lead"position in the division of assignment. Lead responsibilities include assisting the Auditor with interviewing,training, planning, assigning and'directing work. Lead positions also provide input and assist in addressing complaints and resolving problems. The work is highly confidential. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES 4.1 Supervises the payment of wages and salaries and benefits of all Jefferson County employees. Plan, organize,coordinate, schedule and participate in payroll activities from time card entry to paycheck printing/direct deposit to assure that work is performed efficiently and according to appropriate guidelines and regulations. 4.2 Provides leadership and technical expertise to the Department, other County staff: financial personnel and groups regarding payroll related issues, interpretation,program planning, and evaluation. Provides payroll and employee benefit administration services to Jefferson County employees. 4.3 Lead and coordinate inter jurisdictional or multi-agency payroll policy development including training and/or policy implementation support. Confer with representatives of similar or interacting agencies and governmental agencies to resolve problems in processes and procedures,work scheduling, reporting and other matters of a payroll or personnel benefit nature. 4.4 Researches and analyzes a variety of payroll related laws and bargaining agreements for impact on payroll process. Interprets and communicates a variety state and federal laws and labor contracts and applies concepts to payroll preparation. Jefferson County Job Description: Auditor-Payroll Services Manager Page 2 of 4 4.5 Conducts investigations, special studies and analyses of payroll problems as warranted. Researches and resolves any payroll problems arising from employee, department or Human Resources inquiries or concerns. Maintains timelines for payroll research. 4.6 Advise Labor Relations and Human Resource staff as to the impact and practicality of various pay plan and salary/benefit proposals on the capacity of payroll system/processes and employees. 4.7 Coordinates the implementation of proposals with Human Resources or suggests practical alternatives to proposals that would be difficult to accommodate.Attends and participates in negotiation sessions and meetings where proposals and/or decisions have an impact on payroll system/process. 4.8 Perform the balancing and reporting of employee benefits, retirement, COBRA and retiree insurance payments. Maintain comp time earned and taken, Family Medical Leave Act tracking and system calculated L&I. Maintain the annual leave, sick leave, and PTO accruals as well as bringing over year-end accrual balances. 4.9 Performs complex analyses of accounting and payroll transactions and monitors and reconciles account balances. Directs preparation of various reports including Workman's Compensation, unemployment insurance and contributes to the developments of complex financial statements and budgets. 4.10 Assists information Services in production of annual benefit statements which are given to employees. 4.11 Prepare data for reports for Departments,the Union and other agencies as requested. Review draft Union contracts for accuracy and makes recommendations for improvements. 4.12 Evaluates the efficiency of payroll system. Researches and implements payroll system improvements and is responsible for maintaining the various components of the GEMS and Munis payroll systems. 4.13 Administers the Section 125 Cafeteria Plan, produces quarterlystatements for participants. P p Completes annual Form 5500 as required by federal government. Maintain accrual and usage records for County Sick Leave Bank. 4.14 Participates in the New Employee Orientation program for County employees. 4.15 Cross trained in Accounts Payable procedures to provide technical support 4.16 Assigns duties and examines work for exactness,neatness, and conformance to policies and procedures. Studies and standardizes procedures to improve efficiency. Adjusts errors and complaints. 4.17 Prepares research and conducts special assignments as they relate to payroll, financial, and personnel and benefit matters as requested. Responds to payroll and personnel benefits inquiries from employees within the County Departments. Responds to outside agencies or the general public by supplying information, or opinions and instructions as authorized. 4.18 Keeps abreast of and acts upon as required, administrative or legislative changes as they apply to the area of responsibility. 4.19 Performs other tasks as directed. Jefferson County Job Description: Auditor-Payroll Services Manager Page 3 of 4 5.0 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES 5.1 Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively prepare and/or direct preparation of, and present comprehensive reports, budgets and correspondence. 5.2 Ability to work with and apply mathematical concepts such as fractions,percentages,ratios, and proportions to practical situations. 5.3 Ability to define problems, collect data,establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. 5.4 Ability to use a typewriter,personal computer and software,computer terminal, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. 5.5 Maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and budgets. Independent and self-motivated to complete required deadlines while simultaneously completing other tasks. 5.6 While performing the duties of this job,the employee is frequently required to sit,talk or hear.The employee is regularly required to stand and walk; use hands to finger, handle, or feel objects,tools, or controls; climb or balance. The employee is occasionally required to stoop, knee], crouch, or crawl. Ability to occasionally work outside in inclement weather. 5.7 Good health, and good physical condition,appropriate to the position. The employee must occasionally lift and/or move up to 20 pounds. Specific vision requirements include: close vision, distance vision, color vision; and the ability to adjust focus. 6.0 MINIMUM QUALIFICATIONS 6.1 Associate's degree(A.A.)or equivalent from two-year college or technical school with emphasis in accounting or related field and five(5)years of progressively responsible experience in payroll and personnel practices, including one(1)year of supervisory or lead experience; OR Nine(9)years related experience and/or training; or equivalent combination of education and experience. 6.2 Must have and maintain, or have the ability to obtain and maintain a valid Washington State Driver's License with a driving record free of serious or frequent violations. 6.3 Must pass a Criminal History check. 6.4 Must successfully obtain and maintain the Certified Payroll Professional designation within three(3) years from date of hire. Jefferson County Job Description: Auditor-Payroll Services Manager Page 4 of 4 7.0 DESIRABLE QUALIFICATIONS AND ABILITIES 7.1 Knowledge of automated payroll systems including GEMS, Munis Finance and HRMS systems. 7.2 Ability to successfully complete other various required training classes and certificates necessary for functional skills performance, maintenance and improvement. 7.3 Knowledge of the Washington State Budget and Recording System(BARS)procedures and knowledge of departmental procedures, including educational background on applicable laws, as well as County procedures. 7.4 Knowledge of business, secretarial and clerical procedures, formats,vocabulary, voucher procedures and technicalities associated with the department to perform specialized duties such as basic accounting. 7.5 Ability to use any specialized office equipment in area of assignment including a personal computer and peripheral computer equipment. 7.6 Must maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and other documents. Must be independent and self-motivated to meet required deadlines while simultaneously completing other tasks. 7.7 Ability to plan and coordinate the work of team members, audit payroll transactions, and maintain and reconcile payroll related accounts. Must work effectively under strict deadlines. 7.8 Must possess a professional attitude,diplomacy,patience,tact and understanding when dealing with the public. 7.9 Ability to exchange routine information with other employees,the public,and outside agencies while maintaining effective and harmonious relations. 7.10 Knowledge of time management and organizational skills and be able to function under conditions of frequent interruptions,high stress and crowded surroundings. 8.0 WORK ENVIRONMENT 8.1 Work is normally performed indoors, in an environment with moderate noise. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.