Payroll Specialist (Administrative)

Department: Comptroller
Position Control Number: 0113-014
FLSA Status: Non-Exempt; position is eligible for overtime
Safety Sensitive Designation: This position is designated as safety-sensitive.
Random Drug/Alcohol Test: Yes
Opening Date: May 09, 2025
Closing Date: May 26, 2025 at 11:59 PM

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts managements right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY:Provides technical assistance in the preparation and processing of biweekly payrolls and preparation of related benefit and payroll reports.

ESSENTIAL JOB FUNCTIONS:
Enters new hire personnel information into payroll database including tax withholding status and exemptions, grade, step, the hourly rate of pay, and date of hire for all personnel within County departments; assigns employee identification number; updates information as needed for each county employee. Determines and enters appropriate earning codes indicating full-time, part-time, or extra help; overtime eligibility; or temporary status for all employees. Codes all deductions by type of deduction and enters information; generates bi-weekly payroll deduction reports for the payroll administrator. Prepares health, life, dental, and disability insurance withholding forms indicating the amount to be withheld, the effective date of coverage, and the pay period to begin deductions. Prepares monthly report for Human Resources reflecting any changes in coverage and adjusted rates for spouses employed by Pulaski County. Creates spreadsheet to calculate the amount of health insurance premium charged to each department and those employees paying their own insurance premiums. Maintains records of previous employees paying insurance through COBRA and retired employees electing to purchase insurance coverage; ensures monthly premium payment is made. Prepares monthly life insurance reports listing employees insurance rates to be paid by the County and amounts withheld for voluntary group life insurance; creates spreadsheets calculating volume, number of participants by category, and amounts of coverage. Receives bi-weekly dental and disability reports to be entered into Excel spreadsheets; verifies with monthly dental and disability insurance bills; makes corrections as needed. Maintains a roster of voluntary group life participants by adding new employees, increasing coverage when requested, and terminating employees; generates reports of employees birth dates and increases deductions when appropriate. Prepares accounts payable vouchers to pay insurance from various funds within the County budget. Processes, verifies, and updates direct deposit applications, pre-notifications, and changes in check dispositions; creates direct deposit import files to allow the Treasurers Office to electronically transfer funds. Enters payroll information from payroll worksheets into the computer after verified by Payroll Administrator; totals payroll worksheets; balances total with Payroll Administrator. Prints payroll register assigning check numbers and permanent payroll register; notify Treasurers office to print checks and advice statements. Verifies and totals departments time worksheets; post terminated employees accrued leave hours for each department; notifies supervisor of any discrepancies. Verifies accuracy of used compensatory hours submitted by departments; ensures hours paid are deducted from employees compensatory leave balance. Sends notices to department informing them of discrepancies in leave time requested and time actually accrued. Enters leave time recorded by the department into computer database; balances computer totals with worksheets; prints posted time report to disburse to each department. Creates Excel spreadsheet displaying employees with extended use of sick leave; notifies supervisor of use of all accrued leave time or possible eligibility for FMLA. Prints holiday leave time worksheets to distribute to departments; enters holiday leave time earned; notifies departments of holiday leave time nearing expiration; deletes holiday leave time from computer as needed. Prints and distributes bi-weekly payroll worksheets, timesheets, and special payroll worksheets for all County Departments. Prepares Payroll Court Orders for County Judges signature to authorize the treasurer to transfer funds from each departments budget into the payroll account; emails order to Treasurer. Obtains benefit statements from Elected Officials and department heads for taxation of use of County vehicles; maintains records of employees quarterly and yearly taxable fringe benefits. Verifies employment and wage information for employees and outside agencies. Reports all new hire information to the Arkansas New Hire Reporting Agency. Prints list of active and vacant positions; verifies with a list of budgeted positions. Responds to requests for duplicated W-2s; obtains updated W-4s as needed. Contacts department staff to determine the eligibility of part-time and extra-help employees for participation in the retirement system based upon the number of hours assigned to work; completes service verification and membership data forms as needed. Answers telephone for the payroll department. Orders payroll office supplies. Establishes and maintains payroll processing instructions for the Payroll Division.Ensures that confidential information is maintained and transmitted in a secure and legally compliant manner. Establishes and maintains files by County Department of payroll vouchers records, payroll deduction files, health, life, disability, and dental insurance, time and holiday worksheets, and other payroll information. Analyzes orders to garnish wages; prioritizes based upon legal regulations according to order and amount of garnishment. Prepares Court Orders reflecting the amount garnished for Payroll Administrators and County Attorneys signatures; identifies proper court and the requesting attorney for the filing of the legal response. Verifies time entries made by other Payroll staff members for accuracy. Deletes leave hours over maximum accrual amounts and unused birthdays manually; adjusts changes in insurance premium rates.

SECONDARY DUTIES AND RESPONSIBILITIES:
Performs other related duties as required.

PERSONNEL SUPERVISED: None

WORKING CONDITIONS: Work is performed in a smoking-restricted office environment. Duties are performed under strict time requirements and rigid deadlines.

MINIMUM QUALIFICATIONS:
REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

Good knowledge of standard payroll principles and practices.Good knowledge of Federal, State, and Local laws and regulations governing payroll and related tax computation.Good knowledge of standard accounting principles and budgetary procedures.Good knowledge of statutes governing payroll deductions including benefit premiums, child support, and garnishments.Good knowledge of Excel spreadsheet and word processing software.Ability to perform mathematical computations quickly and accurately.Ability to reconcile and balance payroll documents.Ability to prepare complex numerical reports.Ability to establish and maintain a detailed record-keeping system.Ability to read and interpret laws and regulations affecting payroll operations.Ability to communicate effectively in writing.Ability to effectively use the internet and email.Ability to attend work regularly and reliably.Considerable Skill in the operation of accurate data entry into a computer.Skill in the operation of a calculator.

PHYSICAL REQUIREMENTS:

Ability to clearly communicate orally via telephone and in person.Visual acuity is needed for the review of printed numerical reports and the use of the computer screen.Digital dexterity is necessary for extensive keyboard operation.Ability to lift and carry loads up to 20 pounds.Ability to work in a constant state of alertness and in a safe manner.Ability to concentrate for long periods of time.

EDUCATION AND EXPERIENCE:
Graduation from high school supplemented by advanced college or business school training in accounting, business math, bookkeeping, or a related field; some experience in payroll processing, bookkeeping or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.