GENERAL DESCRIPTION OF CLASS

The PAYROLL ASSISTANT supports the payroll process of an agency by performing one or more of the components of the overall payroll process. Employees in this class may be individually responsible for activities such as checking or transcribing time sheets, processing voluntary deductions, tracking premium pay, benefit enrollments and changes, or other payroll related elements; and perform their work in coordination with other employees who are responsible for other payroll components. Employees in this class may rotate duties or assist supervisors, clerical staff, or other payroll assistants as necessary. Duties are usually performed in a normal work setting.

DISTINGUISHING FEATURES

This is the first level of a two-level series. This class is distinguished from the higher level by absence of responsibility for preparing the complete payroll of an agency and processing all payroll related work. Employees in this class prepare one or more components of the overall payroll process.

DUTIES AND RESPONSIBILITIES

Allocation of positions to this class will depend on the total work performed which may include one or a combination of the duties or tasks listed below.

1. Payroll Input. Typical tasks: reviews time cards or time sheets for accuracy by using calculator to add time worked, holiday pay, overtime, and shift differential; compiles, codes, and transcribes to worksheets such items as salary changes, reclassifications, leave, vacations, benefit enrollments, benefit changes, withholding, voluntary deductions, and salary advances using time sheets, code books, and personnel action forms; uses calculator to compute and prepare payroll summary reflecting all changes, additions, deletions, and balances of current payroll. Employees in this class may perform calculations using manual methods, microcomputers, or CRT's to input, calculate, and display payroll information.
2. Payroll Output. Typical tasks: receives payroll and voluntary deduction checks from computer services; sorts and distributes payroll checks to organizational units; prepares employee authorized direct bank deposits; completes payroll related report forms, such as quarterly withholding or SAIF, for payment or transmittal to State or Federal agencies and/or vendors; reconciles voluntary deduction checks for items such as annuities, insurance, or parking, and distributes them to appropriate service providers; calculates retroactive pay and corrects payroll errors such as charges to wrong accounts; answers questions regarding payroll for employees, timekeepers, and supervisors.
3. Miscellaneous Duties. Typical tasks: processes garnishments; sends out invoices and receives payments for health/dental/life insurance of terminated or laid-off employees; records and compiles miscellaneous summary reports for items such as savings bonds, credit union adjustments, and union dues; confirms accuracy and completeness of enrollment applications for voluntary deductions and withholding; maintains files of payroll forms, records, and printouts. Some employees in this class prepare personnel action paperwork for new hires, terminations, and changes.

RELATIONSHIPS WITH OTHERS

Employees in this class have regular contact with agency employees, supervisors, and timekeepers to answer payroll questions and obtain information. Some employees in this class have occasional contact with representatives from retirement fund, insurance and benefit carriers, and banks to clarify remittances or exchange information. Work contacts are largely by telephone.

SUPERVISION RECEIVED

Employees in this class receive general supervision from a unit supervisor such as a personnel, payroll, or accounting manager who is responsible for the complete payroll process. Due to the cyclical and repetitive nature of the work, it is performed independently with the employee responsible for meeting established deadlines throughout the month, quarter, or year. The supervisor assures that employees in this class coordinate their portion of the payroll process with that of other employees so the entire payroll can be completed on schedule. As information from the employees' monthly work is incorporated into the complete payroll, the supervisor reviews it for accuracy.

Employees in this class follow agency accounting procedures, State and Federal laws governing tax withholding, retirement, social security, and workers compensation, salary administration provisions of union contracts, applicable tax laws, and IRS rulings. Supervisors conduct specific reviews of work on an exception basis and review the accuracy of special assignments upon completion. Payroll procedures are reviewed for policy and legal compliance as part of the annual audit by the Secretary of State's office.

GENERAL INFORMATION

Positions are found in central and remote locations throughout State government (e.g., general government agencies, human or natural resource agencies, correctional, mental health, or higher education institutions, hospitals, etc.). They require the willingness to work within the environment associated with the position's location.

MINIMUM QUALIFICATIONS

• A high school diploma or GED with training or courses in bookkeeping and office practices; OR  
• Six months of full-time office and bookkeeping experience.

The training experience must include: a) typing; b) operating a calculator or ten-key adding machine by touch; and performing arithmetic calculations, including decimals and fractions.