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Payroll Supervisor

4 months ago

Gainesville, United States Hall County Full time
Job DescriptionJob Description

JOB SUMMARY:

This is a supervisor position within the organizational structure of the Hall County Financial Services Department and is responsible for overseeing daily tasks related to all payroll functions for Hall County Government. This position provides payroll support throughout the organization, including internal and external stakeholders. Responsibilities include administering and overseeing all aspects of payroll, performing, resolving, and leading payroll administration on a daily basis with the objective of ensuring payroll is computed and processed accurately and timely, and assuring all relevant Federal, State, and Local laws and County policies and procedures are followed. Must be able to use considerable judgment and take initiative as required to perform and resolve payroll related tasks while working independently with limited supervision. Act as a liaison between employees, departments, managers, and human resources or other third-party representatives where payroll is concerned. Provides supervision to staff, including overseeing projects, ensuring compliance with audit standards, and support to the payroll manager. Work is performed under the general direction of the Payroll Manager and is reviewed through reports, conferences, and evaluation of results achieved.

MAJOR JOB RESPONSIBILITIES:

Ensure the accuracy of payroll through review, audit, and analysis of employee time sheets, payroll records, and various reports.

Performs all payroll functions, including but not limited to, ensuring accurate and timely processing of payroll in compliance with relevant laws, regulations, ordinances, and policies and procedures.

Prepares and issues checks and direct deposits for biweekly payroll, which includes creating and transmitting Automated Clearing House and control pay files to the bank electronically and verifying bank acknowledgement.

Prepares and processes payroll manual check requests.

Develop and maintain professional relationships with departments, employees, and third parties.

Prepare reports as needed and provide support to all managers, departments, and timekeepers to guide and execute all payroll processes according to policies and procedures.

Processes bank wires for initiation and release by Finance and confirm on payday.

Timely review and process of all required payroll reports and create reconciliations for Finance, including creating general journal entries and requesting Accounts Payable checks.

Supervises, directs, and evaluates assigned staff/Payroll team, directs assigned tasks and provides assistance as needed; coordinates daily work activities and schedules, and coordinates training and cross-training activities; processes employee concerns and problems, counsels, disciplines, completes employee performance evaluations, interviews prospective employees, and works with the Payroll Manager to select the best applicant based on skills, knowledge, and abilities required for the job, and approves employee time off requests.

Assist in designing and implementing various payroll processes and policies/procedures that coordinate with changes within the payroll department that increase efficiency and maintains confidentiality of all employee information and payroll records.

Ensures reports and payroll taxes are prepared and paid on time; serves as liaison between Hall County and state and federal agencies on these matters.

Ensure compliance with payroll-related regulations regarding wage garnishments, taxes, and other deductions.

Performs recording, maintenance, and reporting of payroll funds.

Verifies electronic reports are saved to proper drive on network.

Ensures payroll reports are accurately maintained on a biweekly, monthly, quarterly, and annual basis as required for financial and reporting requirements.

Coordinates with other Financial Services staff members and staff of Human Resources on a variety of issues and concerns including policies, Human Resource Information Systems (HRIS), position/benefits funding, Worker’s Compensation, and Short-Term Disability.

Assists with the reconciliation of payroll liability accounts on a monthly basis.

Prepares and balances required monthly, quarterly, and year-end closing procedures and reconciliations and reports for payroll, including but not limited to, W-2 preparation and issuance for all County employees, Federal, State, and other payroll related reports, and submits reports to the appropriate agencies on time.

Works with independent audit staff on an annual basis to complete required payroll fieldwork accurately and timely.

Prepares analysis to move the appropriate funding into the Group Health Insurance Fund to fund claims and premiums.

Assists with researching, compiling, and providing recommendations for various special projects as requested.

Assists department staff in matters related to payroll and advises the Payroll Manager on payroll matters.

Provides assistance to HR staff as needed.

Performs all related financial/accounting work as assigned and/or required.

Prepares and balances employee benefits biweekly and quarterly.

Train and supervise payroll staff accordingly to ensure staff is organized and meets deadlines.

Regular and predictable attendance is required.

Any other duties as assigned by management.

MATERIALS AND EQUIPMENT USED:

Personal computer Telephone Scanner Calculator Printer/Copy machine

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Bachelor’s Degree in Accounting, Finance, Business, or related field.

Three years of professional experience in related field with one year in government/fund-based accounting.

Any equivalent combination of education and experience, which would meet the minimum level of qualifications, stated above.

Licenses and Certifications:

Valid Georgia Driver’s License.

Knowledge, Skills, and Abilities:

Knowledge of generally accepted accounting principles.

Knowledge of Federal and State laws for payroll administration.

Knowledge of County Government and its organization and function.

Knowledge of and ability to utilize computers and various software packages in payroll and the ability troubleshoot problems as they occur and offer solutions.

Ability to handle multiple high priority projects concurrently.

Ability to multitask, organize, plan, control, and coordinate individual and group assignments.

Ability to recognize and meet deadlines in a stressful environment.

Ability to plan, organize, and/or prioritize daily assignments and work activities.

Ability to communicate and interact effectively with supervisors, management, other staff members, elected officials, and personnel at all levels of government.

Ability to establish and maintain effective working relationships with department directors, employees, and outside agencies.

Ability to interact professionally with staff at all levels of the organization, senior management, elected officials, department/division heads, the public, and other governmental entities and agencies.

Must have excellent attention to detail.

Strong analytical and problem-solving skills.

Ability to handle information of a highly sensitive and confidential nature and to analyze that information and handle each employee and situation appropriately.

Proficiency in Microsoft Office, especially Excel.

Skilled in using a calculator, photocopy and facsimile machines, and other office equipment.

Ability to perform semi-complex mathematical calculations with a high degree of accuracy.

Excellent and effective verbal and written communication skills.

Ability to convey information in a clear and concise manner.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend the body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major respon­sibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.