GENERAL DESCRIPTION OF CLASS

The PAYROLL TECHNICIAN has principal responsibility for preparing all aspects of the payroll of an agency and providing payroll related services by compiling payroll data from timecards or time sheets, coding, and balancing payroll system input forms, verifying, and reconciling benefit enrollments and payroll records, distributing paychecks, and answering payroll related questions for employees and supervisors.

DISTINGUISHING FEATURES

This is the second level of a two-level series. This class is distinguished from the lower level by responsibility for preparing the complete payroll of an agency and processing all payroll related work.

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 timecards 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, or 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. Typical tasks: processes garnishments; sends out invoices and receives payments for self-insurance of terminated or laid-off employees; records and prepares miscellaneous summary reports for such items 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 may prepare personnel action paperwork for new hires, terminations and changes, and/or provide orientation to new employees related to payroll and benefits.

RELATIONSHIPS WITH OTHERS

Employees in this class have regular contact with agency employees, supervisors, timekeepers and computer services staff to answer payroll questions and resolve payroll related problems. 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 an administrative supervisor such as a personnel or fiscal manager. 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. As information from the payroll system is incorporated into the accounting and budget systems, supervisors and accountants review 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

• Eight (8) quarter (5 semester) or 80 clock hours of college-level accounting courses; OR  
• one year of general office experience including payroll processing (verifying, proofing, and entering data)

The training or experience must include operating a calculator or ten-key adding machine by touch.

On your application, be specific in addressing your training and/or experience to the areas listed in the minimum qualifications.

All courses must be from accredited college, universities, or private vocational schools.