Senior Payroll Specialist

Job Summary

Responsible for all payroll processing, auditing, balancing, and correcting payroll documents and data, to ensure that employees are correctly paid. Assists in the development of internal procedures and systems in ensure completeness of information and accuracy. Stays up to date and maintains compliance with state and federal regulations ensuring that employee are paid correctly. Performs professional and technical level support in a confidential setting in the areas of labor relations; payroll processing; benefits administration; and classification and compensation for all county employees and various outside individuals and vendors involving moderately high level of decision making, under minimal supervision

Job Description

Inputs and updates employee payroll files; enters new employee data, address changes, status changes, tax withholding, position changes, vacation/Paid Time Off (PTO) transfers, and processes employees pay/merit increases and other salary actions. Implements all payroll and benefit changes in the system as a result of open enrollment, contract settlements, and market adjustments. 



Calculates and enters payroll deductions for taxes, PERA deductions, benefit payments, deferred compensation, pre-tax deductions, child support payments, garnishments, federal and state levies, union dues, and other miscellaneous deductions. Calculates, processes, and audits all back pay for negotiated contract settlements. Determines and balances voluntary and involuntary payroll deductions; prepares and requests distribution of funds. Researches outstanding payroll checks and reissues as needed. 



Runs biweekly payroll process in a timely and accurate manner, paying close attention to detailed process requirements, error reports, and completed processes. Requires consistent, highly technical, attention to detail. Interacts daily with employees by addressing questions and in various HR/payroll areas. Effectively troubleshoots and solves problems with outside vendors, ER staff, supervisors, and employees. Communicates needed corrections with employees and supervisors. 



Researches labor union contracts, county policies, and any separation agreements; audits benefits to process and distributes separation pay. Monitors employees for benefit eligibility. 



Monitors and tracks employees on leave of absence for time entry accuracy, benefit deductions, arrears payments, and PERA status. 



Monitors the detailed claims for health and dental insurance. Provides finance department with the month-end journal entries for FICA and PERA allocations, as well as the health premium and dental premium allocations. 



Communicates via electronic reporting with various state and federal agencies regarding benefit information, employee updates, and demographic changes. 



Manages and administers flexible spending accounts and electronic files; process changes; implement payroll deductions; balance flex deductions; communicates with flexible spending account vendor. 



Provides technical and administrative assistance to county personnel by producing various payroll reports, research payroll, compensation, and benefit questions. Assists in administering the annual open enrollment process by maintaining and updating retiree and cobra information, distributing letters and benefit bulletin. Assists employees with open enrollment process and questions. Processes and balances all enrollment changes in Infor and coordinates changes with vendors. 



Analyzes, researches, and solves HR questions and problems. Interprets and explains employee benefits, labor contracts, and fringe benefits. Prepares and communicates payroll and benefit program changes to employees via Scott Connects and the county email system. 



Processes electronic NACHA ACH submittal and Positive Pay file for payroll distribution. Balances payroll files within the required bank portal. Audits and approves positive pay "Items in Review" with bank for bank to reconcile account. 



Maintains employee performance evaluation reports and monitors evaluation time frame. Contacts supervisors to process performance evaluations so appropriate increases can be implemented. 



Prepares, submits, and processes payroll bills and reports as requested and/or required. Researches and makes adjustments for new hires, separations, and leaves of absence. Maintains insurance statistics. 



Administers and manages the retiree benefits and COBRA extensions; oversees the processing of the retirees insurance benefits. Ensures retirees are enrolled in correct plans according to Medicare enrollment. Addresses discrepancies with vendor and researches as a result. Runs HR Reports (seniority reports, budgeting reports, etc.) and provides to applicable stakeholders as needed.

 

Audits payroll documents and information for completeness, accuracy, and compliance with payroll regulations and procedures. 



Organizes and manages special projects at the discretion of the supervisor. 



Queries data from the HRIS system and generates reports as requested. 



Processes and maintains new and existing employee vendor files in the finance system. 



Works the hours and/or shifts assigned and begins and ends work on time. 



Performs other related duties as required or assigned.

Minimum Qualifications
Requires the equivalency of and Associate's Degree and three years payroll processing and HRIS experience. One must have experience with Infor HRMS or Infor Financials and querying/ preparing reports from database tables, such as Crystal Report Writing. Strong preference given for high attention to detail and the ability to multi-task. One must be able to work with hard and fast timelines and be adept with MS Office applications (Word and Excel), especially related to record-keeping and reporting. A reliable form of transportation for the performance of work responsibilities is required.

Supervisory Controls
The employee is under general guidance and direction from the HRMS Supervisor or the ER Director. The employee is expected to exercise considerable independent judgment in recommending, developing, and implementing new work methods and procedures to improve tracking and record keeping capabilities. Work is reviewed for accuracy and quality through observation, examination of records and reports generated, and meetings.

Core Competencies and Abilities
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of payroll and HRMS information systems.  



Knowledge of Employee Relations rules, regulations, and procedures as they relate to processing Employee Relations transactions, and maintaining records.

 

Knowledge of insurance coverages and claims administration.

 

Knowledge to discuss and understanding of all county benefits, contracts, policies, and procedures.

 

Abilities – Ability to analyze and interpret accounting and payroll reports.

 

Ability to adapt to changing work situations and requirements.



Ability to maintain complex database systems including confidentiality of sensitive HR materials.

 

Ability to interpret, explain, and apply law, polices, procedures, and requirements as applicable to the circumstance.

 

Ability to make independent decisions concerning choice of procedures to follow; ability to work independently without close supervision.

 

Ability to make difficult computations accurately adhering to tight timelines.

 

Excellent oral and written communication skills and the ability to deliver messages and communications professionally and positively.

 

Ability to use MS Office software, payroll/HRMS systems and database software for the performance of essential duties.

 

Ability to use appropriate discretion to ensure compliance with applicable HIPPA, state, federal, contracts, and county policy and procedures.

Work Environment and Physical Demands
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.
Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.