Payroll Assistant

JOB
DEFINITION: Under close supervision, provides technical and administrative support in meeting expected pay day deadlines with a variety of moderately difficult duties related to payroll functions. Performs a variety of technical and clerical duties involving financial record keeping; assist with the processing of the biweekly payroll, which includes civil-service Police and Fire, in a timely and accurate manner. Daily activities frequently involving considerable attention to detail and confidentiality. DISTINGUISHING CHARACTERISTICS: This is the entry-level classification in the Payroll series. This employee works under close supervision and direction from the Lead Payroll Administrator; performs duties requiring a high degree of confidentiality in the administration of payroll activities. Employees must be able to adapt in an environment in which specific parameters change frequently in accordance with evolving City policies, federal law, and software modifications or as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Employees must be able to function effectively in an environment often involving sensitive issues of employee pay as well as the close scrutiny and potential for significant financial penalties exacted upon the City by various agencies of government, particularly the Treasury Department.

EXAMPLE OF DUTIES
The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.Assist with maintaining the timekeeping software system of record.Assist with the preparation and processing of bi-weekly payrolls, along with all related reporting requirements.Assist with maintaining payroll files in accordance with federal and state regulations.Administer record retention procedures including tracking and the facilitation of destruction of documents according to retentions schedules and applicable laws.Assist in researching and evaluating all aspects of payroll issues. Assist with preparation of regular and special reports for payroll.Assist with the development or modification of written procedures related to the payroll process.Respond to public inquiries in a courteous manner, providing information within the area of assignment and resolve complaints in an efficient and timely manner.Will provide backup support for the payroll process when needed.Perform general office duties to include filing, photocopy, fax, memos and letters.May be required to work overtime during peak periods, or as new or unusual situations arise.Performs other duties as assigned.EMPLOYMENT STANDARDS: Knowledge of: Computer software applications such as Microsoft Excel, Word, Outlook, Internet and mainframe applications as needed to figure and report employee time and access personnel forms. Bookkeeping principles and practices to include verification of time sheets and salary changes, as needed to prepare or maintain accurate records and reports. Payroll policies and procedures to include those related to time keeping and time reporting as needed to ensure employees are compensated correctly and leave balances are accurately maintained.Local, state, or federal laws, codes, regulations or legislative acts pertaining to employee benefits or payroll programs to include keeping records for audit and verifying reports generated by the computerized payroll system as needed to process payroll as required for state, federal, and local entities. Payroll and personnel related forms to include the proper manner to complete and process forms as needed to complete payroll forms and other administrative forms. Administrative and clerical procedures and systems such as word processing, filing and record management systems, and other office procedures and terminology as needed to maintain the accuracy and confidentiality of employee records. Ability to: Use mathematical applications such as addition, subtraction, multiplication, division, percentages, and fractions as need to calculate employee time accumulated and used. Perform key entry of alpha or numerical material. Enter data accurately and quickly using a computer keyboard as needed to enter payroll figures in the computer. Communicate in writing to include the use of standard English grammar, spelling, punctuation and sentence structure and logical ordering of ideas as needed to compose documents such as memo and letters and to effectively communicate with others. Interpret complex data such as spreadsheet computations, charts, and graphs as needed to aid in interpreting payroll data. Operate office equipment such as copiers, fax, printers, and telephones at an acceptable level as needed to maintain the efficiency of the office. Maintain attention to detail as needed to calculate, figure, input employee time, and maintain employee records. Requires a high level of tact, integrity, and confidentiality due to the frequent access to confidential and sensitive files and contents. Establish and maintain effective working relationships with supervisors, department office employees or other agencies to include tact, courtesy, and diplomacy as needed to provide and request information relative to payroll issues. Manage time and projects as needed to meet bi-weekly, monthly, quarterly and annual deadlinesTrace mathematical errors in payroll records as needed to locate and correct payroll discrepancies.

SUPPLEMENTAL INFORMATION
PHYSICAL AND MENTAL DEMANDS: The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical DemandsWhile performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists.