Clerical/Payroll Specialist

JOB PURPOSE AND OVERVIEW
The Lucas County Guardianship Services Board, created on September 25, 2020, is established, organized, and functions under the authority of the Ohio Revised Code, (hereinafter often referred to as “ORC” or “the Code”), including various chapters and sections, but in particular Chapter 2111 of the Code. Pursuant to statute the Board consists of three (3) members, one of whom is appointed by each of the following persons and entities: Probate Judge of Lucas County, the Board of Directors of the Lucas County Board of Developmental Disabilities and the Board of Directors of the Lucas County Mental Health and Recovery Services Board.

The Board was created to administer an adult guardianship program serving mentally incompetent wards of Lucas County through appointments by the Probate Judge.

Under general supervision of the Executive Director, the Clerical/Payroll Specialist serves as payroll clerk, prepares payroll and payroll-related documents and reports and maintains payroll records. Maintains attendance and leave records, health care benefit records, serves as primary contact for employee-initiated questions and concerns in regards to personnel matters. Responsible for the onboarding and offboarding of agency staff. Prepares and processes accounts payable invoices for payment as well as requisitions and purchase orders for the agency. Maintain all budget records including re-appropriation of funds, purchasing transactions, payroll and revenue receipts; work with all employees of the LCGSB for the purpose of ordering all equipment, supplies and other necessary items essential to the operations of the agency. Generate monthly reports of the agencies’ revenue and expenditures for review by Executive Director. Maintain filing system and electronic guardianship database system for the office. Perform both specific and general secretarial functions including: preparation of Guardianship documents for review/completion by Executive Director and filing of documents (electronically or in-person) with Probate Court; preparation of both confidential and routine correspondence and reports, maintenance of files associated with personnel, accounting, and payroll duties, ensures satisfactory inventory of office supplies. Provides receptionist services and serves as primary initial contact for both personal and electronic visitations to the LCGSB office. Assist with other office tasks as assigned by the Executive Director and the Board of Directors, including but not limited to phone assistance, attendance at training and office meetings and providing input for the improvement of general office operations. Assists with assigned duties related to the Social Work Department.
*ESSENTIAL FUNCTIONS

*
Payroll duties include but are not limited to:

• Performs weekly payroll ledger calculations and overtime list; compiles both pay period and yearly accumulation sheets for sick, vacation, and compensatory leave time;

• Process biweekly payroll using Peoplesoft and/or Oracle Cloud;

• Prepares certification changes on status sheets for Auditors office;

• Prepares and processes absenteeism sheets for certification;

• Maintains health care benefits data and changes; attend meetings to maintain knowledge of changes;

• Maintains liaison with Auditor and payroll departments to retain proficiency in matters associated with pay and benefits;

• Answers inquiries and requests related to LCGSB payroll policies;

• Prepares reports as mandated by Auditors office with a copy to Executive Director and Board of Directors;

_Accounts Payable duties include but are not limited to:
_

• Prepares and processes requisitions and purchase orders for the LCGSB using Peoplesoft and/or Oracle Cloud;

• Prepares and processes accounts payable invoices for payment using Peoplesoft and/or Oracle Cloud;

• Keeps accounts payable master ledger; keeps standing purchase order ledger;

• Maintains monthly reconciliation of Auditors records and LCGSB records;

• Analyzes separate accounts for account balance, account consistency, and account impact on total system balance;

• Prepares travel and training requests and processes reimbursements;

• Prepares and submits monthly reports to Executive Director and Social Work Supervisor;

_Secretarial/Receptionist duties include but are not limited to:
_

• Prepares both confidential and routine correspondence for the Executive Director and the Social Work Supervisor including letters, reports, faxes, emails and guardianship documents and forms, as requested;

• Arranges for routine service and maintenance of office equipment;

• Inventories office supplies at least annually, procures and maintains adequate stock of essential office supplies (i.e. stationery, copy machine paper, pens, notepads, etc.)

• Perform receptionist duties such as answering main agency telephone, greeting visitors, directing visitors to the appropriate personnel and/or offices, sorting mail, etc…;

• Answers routine questions related to the office and directs non-routine questions to the appropriate staff;

• Serves as LCGSB courier for delivery of accounts payable vouchers, accounts receivable deposits and courier for Probate documents for in-person or electronic filing with the Probate Court;

• Serves as the Clerk for the LCGSB-Board of Directors- primarily Monthly Meetings, with the occasional Special or Emergency Meetings (post public notice of meetings, type agendas, take/type minutes, compile board meeting packets for attendees and arrange for posting all information on LCGSB county site page/website, etc.;

• Other duties as assigned.

QUALIFICATIONS AND REQUIREMENTS

Candidates must demonstrate a combination of education, experience, and personal characteristics that support the candidate’s ability to perform the duties of the position.

Minimum requirements:

• An Associate’s degree in business management technology, data processing technology, information management, secretarial technology or a legal studies degree from an accredited college or university (or a comparable degree in a related field), AND

• At least one (1) year of related work experience to include general office practices and procedures, filing, word processing, data processing, and the use of software applications, (three (3) or more years of such work experience can be substituted for the above requirement of an Associate’s degree and one year or experience) , AND

• At least one (1) year of work experience utilizing Excel spreadsheets, AND

• Strong oral and written communication skills, AND

• Ability to operate, maneuver and/or control the actions of common office equipment, machinery, tools, and/or materials used in performing essential functions;

Knowledge, Skills & Abilities:

• Knowledge of general office practices and procedures; agency policies and procedures, developed after employment; electronic word processing and spreadsheets;

• Skill in typing fifty (50) wpm on typewriter and computer; word processing, spreadsheets and databases; manual and/or mechanical dictation; transcription of hand written and/or electronically recorded data; equipment operation to include copier/fax/scanner and calculator.

• Demonstrated ability to apply principles to solve practical everyday problems; deal with a variety of variables in a somewhat unfamiliar context; define problems, collect data, establish facts and draw valid conclusions; work as part of a group and cooperate with coworkers on group projects or work alone; handle sensitive inquiries from and contract with officials and general public; maintain a strict level of confidentiality.

• Ability to learn and practically apply specific sections of the Ohio Revised and/or Administrative Codes, and procedures governing the functions of the agency. A familiarity with legal terms and legal applications, and/or the ability to learn and practically apply legal terminology to documents.

• Ability to read and record figures accurately; add, subtract, multiply and divide whole numbers; calculate fractions, decimals and percentages; copy records precisely without error, copy material accurately and recognize grammatical and spelling errors, complete routine forms, maintain accurate records, screen mail, originate routine business letters reflecting standards and procedures, prepares meaningful, concise and accurate reports; use proper research methods in gathering data.

• Demonstrated ability to successfully communicate whether oral or written, and with or without accommodation. Ability to file items in numerical or alphabetical order.

BOARD EXPECTATIONS OF EMPLOYEE

In completing the duties and responsibilities of the position, the Board expects that the employee will adhere to all Board policies, guidelines, practices and procedures; perform duties as workload necessitates in a timely, accurate and thorough manner and communicate regularly with the Executive Director regarding any inter-office issues.

Additional Information

To apply, please do one of the following:
1) Apply online
OR
2)Mail a completed application, or cover letter and resume, to Lucas county Personnel Department, One Government Center, Suite 450, Toledo, OH 43604. ATN: Clerical/Payroll Specialist
Equal Opportunity Employer

Location: One Government Center Ste. 800,Toledo,OH 43604, Toledo, OH 43604

Job Type: Full-time

Work Location: Multiple Locations