Administrative Assistant / Payroll Specialist

City of Westfield (IN); Westfield (IN); On-site; USD 52,000 - 75,000; Full time

Job summary

City of Westfield (IN) seeks an Administrative Assistant / Payroll Specialist to provide civil, 40-hour weekly administrative support to the Westfield Police Department’s command staff. You will coordinate payroll data with the Clerk’s Office, verify timekeeping, and resolve discrepancies while maintaining confidentiality.

Applicants should have payroll experience, strong Excel/Word skills, and the ability to handle sensitive information with discretion.

Qualifications

• High school diploma or equivalent required.
• Previous payroll experience required.
• Proficiency with Excel and Word; ADP knowledge preferred.

Responsibilities

• Coordinate and prepare Department payroll information for submission to Clerk’s Office.
• Review time and attendance records for completeness and accuracy.
• Verify hours, overtime, leave, holidays, and payroll entries.
• Identify payroll discrepancies and resolve issues with staff and Clerk’s Office.
• Maintain payroll records and confidentiality of compensation data.
• Provide administrative support to command staff and assist with scheduling and reports.

Skills

Payroll processing

Excel

Word

ADP

Attention to detail

Organization

Communication

Confidentiality

Education

High school diploma or equivalent

Tools

ADP

Microsoft Office (Excel & Word)

Job description

General Definition of Work

The Administrative Assistant / Payroll Specialist is a civilian, non-sworn 40-hour-per-week employee responsible for providing administrative and clerical support to the command staff of the Westfield Police Department while serving as the Department’s primary coordinator for payroll preparation and processing. This position performs a variety of administrative functions requiring a high degree of accuracy, organization, confidentiality, and attention to detail. Payroll responsibilities include reviewing and preparing employee payroll information, verifying time and attendance records, identifying and resolving discrepancies, maintaining payroll documentation, and serving as the Department’s primary point of contact with the Clerk’s Office regarding payroll matters. The position also assists command staff with correspondence, reports, records, scheduling, data entry, document preparation, and other administrative needs necessary to support the efficient operation of the Department. The assignments, duties, and tasks noted in this job description are not all-inclusive but provide a general description of the routine and important tasks associated with this position. The Administrative Assistant / Payroll Specialist reports to the Assistant Chief of Police - Administration or their designee. Work hours are generally 8:00 a.m. to 4:00 p.m., Monday through Friday, but hours may vary based on operational needs.

Essential Functions

Payroll Responsibilities

• Coordinate and prepare Department payroll information for submission to the Clerk’s Office.
• Review employee time and attendance records for completeness and accuracy.
• Verify regular hours, overtime, compensatory time, leave usage, holiday time, and other payroll-related entries as applicable.
• Identify payroll discrepancies and work with employees, supervisors, command staff, and the Clerk’s Office to resolve issues.
• Ensure payroll information is submitted accurately and within established deadlines.
• Serve as the primary Department point of contact with the Clerk’s Office regarding routine payroll matters.
• Maintain accurate and organized payroll records and supporting documentation.
• Assist employees and supervisors with payroll-related questions and provide guidance regarding established payroll procedures.
• Monitor payroll submissions for missing, incomplete, or inconsistent information and obtain necessary corrections.
• Maintain records related to overtime, compensatory time, leave, and other payroll-related information as required.
• Utilize payroll and timekeeping systems, including ADP, as applicable.
• Assist with payroll audits, reporting, reconciliation, and requests for payroll information.
• Maintain strict confidentiality of employee compensation, payroll, benefits, and personnel information.
• Stay current on City payroll procedures and communicate relevant payroll deadlines or procedural changes to Department personnel.

Administrative Responsibilities

• Provide administrative and clerical support to the Chief of Police, Assistant Chiefs, and other command staff as assigned.
• Prepare, format, proofread, and distribute correspondence, memoranda, reports, spreadsheets, presentations, and other documents.
• Assist command staff with scheduling, meeting preparation, documentation, and other administrative needs.
• Maintain electronic and paper files in an organized and accessible manner.
• Perform data entry and maintain spreadsheets, databases, and administrative records.
• Assist with the preparation and organization of reports, statistical information, and other Department documents.
• Receive and respond to routine internal and external correspondence and direct inquiries to the appropriate personnel.
• Assist with scheduling meetings, appointments, interviews, and Department activities as assigned.
• Maintain calendars and assist command staff with organizational and scheduling needs.
• Provide administrative support for special projects, hiring processes, training, meetings, and Department initiatives as needed.
• Work collaboratively with other City departments and Department personnel to obtain information and complete administrative tasks.
• Maintain confidentiality regarding personnel matters, internal Department operations, investigations, and other sensitive information.
• Perform other duties as assigned to support the efficient operation of the Westfield Police Department.

Knowledge, Skills, and Abilities

• Knowledge of payroll preparation, processing, recordkeeping, and basic payroll practices.
• Knowledge of general administrative and clerical procedures.
• Strong working knowledge of Microsoft Excel and Word.
• Ability to learn and effectively utilize ADP and other payroll, timekeeping, records management, and administrative software.
• Strong mathematical skills and ability to identify discrepancies in payroll and timekeeping information.
• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple responsibilities and meet recurring deadlines.
• Ability to prepare professional correspondence, reports, spreadsheets, and other documents.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to exercise discretion and sound judgment when handling confidential or sensitive information.
• Ability to establish and maintain effective working relationships with employees at all levels of the Department and City government.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to identify problems, research information, and assist in resolving payroll or administrative discrepancies.
• Ability to maintain accurate, complete, and organized records.

Qualifications

• Must be at least 18 years of age.
• High school diploma or equivalent required.
• Previous payroll experience is required.
• Previous administrative, clerical, office management, or related experience preferred.
• Proficiency with Microsoft Office applications, particularly Excel and Word.
• Strong organizational skills and exceptional attention to detail.
• Ability to accurately review, enter, and maintain payroll and personnel-related information.
• Strong written and verbal communication skills.
• Ability to prioritize multiple assignments and meet established deadlines.
• Ability to work independently with minimal supervision.
• Ability to maintain strict confidentiality regarding payroll, personnel, financial, and law enforcement information.
• Shall be drug-free and have no felony convictions.