Administrative Support Supervisor - Payroll

Grant County, WA; Washington; On-site; USD 60,000 - 80,000; Full time

Job summary

Grant County Public Works is seeking an Administrative Support Supervisor to oversee confidential payroll, benefits, and records for departmental personnel. You will coordinate with HR and manage PARs, with a focus on accurate, compliant accounting for federal/state funding.

Responsibilities include supervising administrative staff, maintaining payroll data, auditing pay codes, and generating periodic reports while ensuring adherence to county policies and labor regulations.

Qualifications

• High School Diploma or GED is required.
• Must be at least 18 years old.
• At least two years' experience in payroll principles and procedures.
• Data coding and Data entry experience.
• Background Check: Must have an acceptable background record.
• 1 year experience in management.

Responsibilities

• Coordinate efforts between Hiring Manager and HR Department.
• Develop and prepare a Personnel Action Request (PAR) for all employee personnel changes and updates.
• Ensure compliance with Grant County Policies and Working Agreements.
• Manage the key logs for all divisions for Public Works.
• Assist with Supervisors with training, reservations and any outsource opportunities.
• Provide general office support including customer reception in person and by telephone.
• Maintain payroll records containing important and confidential information.
• Monitor, review, verify and enter payroll data into the computerized system.
• Verify the accuracy of timesheets and enter time for payment to employees.
• Develop and prepare periodic payroll summary reports.
• Audit payroll records to ensure accuracy and compliance with regulations.
• Audit pay codes and rates for accuracy.
• Perform other reports and duties as assigned.

Skills

Payroll principles

Data entry

Microsoft Excel

Customer service

Interpersonal relations

Education

High School Diploma or GED

Associate's degree in accounting or closely related field

Tools

BARS Accounting System

Accounting software

Job description

Resume & Cover Letter Required

The Administrative Support Supervisor will be responsible for processing and maintenance of confidential personnel compensation, benefits, payroll, and records services. Provide confidential, administrative, and departmental personnel to contribute to the effective administration of the Public Works Department.

Distinguishing Characteristics:

The Public Works Department's accounting requires careful allocation of expenses and receipts to specific accounts. In many cases, federal and state funding of the Department's maintenance and construction operations involve complex allocations and reporting.

The position is cross trained with Administrative Support Assistant, but each has primary duties specific to the respective jobs and each incumbent provides backup for the other. In addition, the position provides general office support including customer reception in person and by telephone.

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.

Administrative Support:

• Coordinates efforts between Hiring Manager and HR Department.
• Responsible for developing a Personnel Action Request (PAR) for all employee personnel changes and updates.
• Ensure compliance with Grant County Policies and Working Agreements.
• Responsible for managing the key logs for all divisions for Public Works.
• Assist with Supervisors with training, reservations and any outsource opportunities.
• Other admin support duties as assigned.

Payroll Administration:

• Maintain payroll records containing important and confidential information personnel in computerized system.
• Monitor, review, verify and enter payroll data into computerized system.
• Verifying the accuracy of timesheets and entering time for payment to employees by auditing departmental pay authorizations and verifying deductions from wages. Reviews payroll for compliance with personnel policies and wage and withholding laws including IRS regulations, Fair Labor Standards Act related to exempt and non-exempt pay, Washington State wages and hours laws, County pay policies, and Department of Retirement System regulations for reporting.
• Develop and prepare periodic payroll summary reports of such transactions.
• Audits all automated payroll records pertaining to divisions of Public Works employees to assure processed payroll is accurate and was, on- charged to the correct accounts (salary, longevity call, holiday, other compensation, etc.).
• Audits all pay codes and rates to assure accuracy (overtime, deductions, pre-tax, post-tax, employer contributions, etc.).
• Other reports and duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of education and experience may be substituted as long as it provides the desired skills, knowledge and abilities to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required

• High School Diploma or GED.
• Must be at least 18 years or older.
• At Least Two Years' Experience in payroll principles and procedures.
• Data Coding and Data Entry experience.
• Background Check: Must have an acceptable background record.
• 1 year experience in management

Incumbents are also required to have demonstrated substantial knowledge and abilities in these areas:

• Experience in Governmental "BARS" Accounting System.
• Customer Service and General Office Support.
• Desk top computer operation with complex accounting software applications.
• Microsoft Excel.
• Effectiveness in interpersonal and interagency relationships.

Preferred

• Associate's degree in accounting or closely related field.
• 2-3 years of Lead or supervisory experience.

These skills and abilities typically are acquired through a combination of experience and training.

Working Conditions:

The work of the position is carried out in an office environment sitting at a desk or workstation with desktop computer and standing or sitting at a public service counter. Occasional lifting of office paper supplies may be performed but is voluntary and incidental to the position’s purpose. Periodically, tasks must be completed according to a strict schedule. Travel is not required as a normal part of the job.

Physical Requirements:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak, and lift up to 50 lbs. of unequal weight. Specific vision abilities required by this job include close and distance vision, peripheral, depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.