Payroll Specialist

Cumberland County, PA - Carlisle, PA

Full-time - Entry Level

Hybrid - Carlisle, PA

Executive, Legislative, and Other General Government Support

About the position

This position is responsible for administering the county's overall payroll process. The position also administers the time recording process and employee-specific payroll requirements.

Responsibilities

• Analyzes all electronic time records and all recorded dollar-based payments to ensure accuracy and verify compliance with internal controls established in County policies and procedures, as well as adherence to and compliance with provisions of multiple union contracts.
• Instructs system users to make required adjustments, when necessary, regularly educating users on the appropriate timecard actions and coaching users through the remedial actions.
• Analyzes all systematic calculation of pay categories (paid/compensable and unpaid/non-compensable pay codes) and dollar-based payment records (e.g., shift differential, on-call, etc.) to ensure that all system calculated time and dollar payments are accurate and in compliance with various regulatory mandates (i.e., FLSA, FMLA), internal controls established in County policies and procedures, and with provisions of multiple union contracts.
• Calculates and processes special pay scenarios (e.g., retro payments, pay adjustments and/or corrections, one-time allowances).
• Investigates any discrepancies and instructs system users to make required adjustments when necessary and consults with First Deputy Controller as appropriate.
• Audits and verifies that all Salary Board and Personnel Actions (status, position, and pay changes) approved by Salary Board or Personnel Actions are being calculated correctly for each payroll.
• Monitors and evaluates bi-weekly, hours worked by part-time employees to determine if benefit eligibility criteria have been reached.
• Contacts applicable department heads to instruct them on required actions when benefit eligibility criteria are met.
• Administers County employees' leave balance plans, assessing employee usage and system calculated accruals for accuracy.
• Assigns new accrual plans, when necessary (due to position transfers, leaves of absence, etc.), allots additional leave balances according to established policies (personal and sick time for new hires, military time), and adjusts any balance/plan when required.
• Coordinates carryover balances with Human Resources, the Chief Clerk, and ERP, and monitors balances for appropriate usage and expiration.
• Prints and distributes payroll checks, creates the direct deposit file and ensures accurate, timely submission to our bank for ACH processing, distributes corresponding payroll reports to departments, and maintains wage analysis records to reveal undiscovered taxation errors.
• Independently researches and assesses Pennsylvania municipality tax changes to identify affected employees and generates letters itemizing the taxes withheld.
• Consults with all employees and coordinates the completion of required forms for all employee specific payroll information; subsequently manually inputting all data into the payroll/timekeeping system.
• Presents at bi-weekly new hire orientations a presentation to educate, instruct and facilitate the completion of required payroll/tax documents and to explain the basic principles of timekeeping in Kronos.
• Generates disbursement vouchers to pay bi-weekly payroll withholdings for union dues, charitable contributions, wage attachments, etc.
• Researches and amicably resolves all payroll related problems/concerns, consulting the First Deputy Controller as needed.
• Answers questions for management and co-workers, frequently providing Kronos education, coaching, and support.
• Completes all wage verification requests and other reports requested by 3rd parties (e.g., Domestic Relations Office, County Assistance Office, creditors/lenders).
• Directly collaborates and assists ERP with any required payroll specific maintenance/upkeep in both the Lawson (payroll) and Kronos (timekeeping) systems.
• Completes various year-end processes including elected official salary verification and adjustments, printing and distributing W-2s, and creating back-up documentation for employee leave balances.
• Assists with other clerical support as necessary.
• Performs other job-related duties as required.

Requirements

• High school diploma or equivalent, plus some additional clerical and computer training.
• 1 - 2 years' experience in a payroll processing environment or highly related field with preference for practical knowledge of and experience with KRONOS timekeeping systems.

Benefits

• Hourly Rate: $25.50/hour, subject to negotiation based on relevant experience.
• Employment Status: Full Time.