JFS Human Resources Generalist/Payroll Specialist

Under the direction of the Portage County Job & Family Services (PCJFS) Director, incumbent is responsible for managing the JFS payroll process, preparing payroll reports, verifying, and tracking employee leave balances, maintaining timekeeping system, and processing pay adjustments for JFS employees. Incumbent is also responsible for coordinating agency training, writing new or revising existing JFS internal policies and procedures, performing various personnel and administrative duties. Incumbent is responsible for working Portage County Human Resources in managing the recruitment process of new and transferring JFS employees and assisting Portage County Human Resources with JFS personnel functions. The incumbent is responsible for maintaining open position data relevant to the employees of Job and Family Services.

ESSENTIAL FUNCTIONS:

• Reviews employment applications forwarded by Portage County Human Resources and forwards them to the appropriate JFS Department.
• Facilitates interview process and conducts interview testing; completes employment references; prepares communications regarding job offers or rejection for internal candidates.
• Facilitates new hire orientation and processes paperwork specific to JFS; updates new hire orientation material as needed.
• Prepares and reviews personnel paperwork for employee changes (promotions, terminations, transfers, etc.) and forwards to Portage County Human Resources for approval by the Portage County Board of Commissioners and/or County Administrator.
• Assist the JFS Director in preparing grievance responses and disciplinary paperwork; assist Portage County Human Resources with paperwork for pre-disciplinary hearings.
• Assist Portage County Human Resources with the coordination of the FMLA/ADA process and paperwork.
• Serve as the point of contact for JFS and County Resources for incident and injury reposts, ensuring complete and timely processing.
• Create job descriptions including researching job descriptions utilized by other county departments and/or other counties. Upon request; coordinate job evaluation activities with Portage County Human Resources.
• Maintain position descriptions, and other general records maintenance; ensure that all paperwork complies with applicable laws, rules, and regulations.
• Complete wage and salary surveys as requested by director’s office.
• Gather, analyze, and input payroll data into both Time Force and Munis payroll systems.
• Prepare and process biweekly payroll including review and perform required weekly lunch conversions to ensure JFS policy compliance.
• Perform payroll/benefit-related duties, including imputing data into payroll balance sheet and prepare FTE documentation for JFS Fiscal Department.
• Conduct biweekly audits with Munis entry batch reports.
• Balance and prepare Final Earnings Proof for Auditor’s certification.
• Sort and disburse employee paycheck stubs on a biweekly basis and assist with distribution of W2’s to JFS staff.
• Prepare, process, and enter employee status changes in a timely fashion; perform a wide range of duties relative to the maintenance and processing of personnel records and reports.
• Receive and update employee time sheet on related documents for proof of medical appointment verification and adhering to JFS policy.
• Monitor/Process all pay adjustments including longevity, wage/step increases, promotion/demotion adjustments, end of probation, etc., and update electronic timecards.
• Run daily tardy and punch exceptions reports in Time Force payroll system; monitor and track tardiness of employees; notify employees and management of tardy notices and adhere to JFS tardy policy.
• Monitor vacation accruals, sick accruals and prior service and input into Time Force timekeeping system.
• Calculate, prepare exiting employee’s vacation, sick and comp leave balance payout.
• Respond to inquiries regarding payroll policies and procedures.
• Confer and advise JFS Business Services Fiscal Supervisor to determine JFS payroll issues and training needs.
• Digitally image confidential employee personnel records.
• Communicate effectively orally and in writing.
• Keep current in area of responsibility by attending training, skill development seminars, conferences, and agency meetings.
• Complete special assignments, projects or other duties as assigned.
• Operate a motor vehicle as needed to perform the essential functions.
• Demonstrate regular and predictable attendance.

NON-ESSENTIAL FUNCTIONS:

• Coordinate agency training; schedule division training; train new and current employees on JFS personnel/payroll processes.
• Performs related Essential and Non-Essential functions as needed.

JOB REQUIREMENTS:

Systems:

Ability to operate computers for data input and retrieval; proficiency in Microsoft Windows, Microsoft Office, and web browsers (Internet Explorer and Google Chrome), knowledge of, MUNIS, Time Force, Shared Point systems and other systems as required by program area responsibility.

Equipment:

Incumbent operates equipment such as, but not limited to, the following: personal computer, printer, typewriter, calculator, multi-functional copier, fax machine, shredder, and transcriber.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies in the position:

• Communication Skills – Communicate clearly and informatively using multiple methods and forms of media. Present numerical data effectively.
• Customer Service – Manage difficult or emotional customer situations. Respond promptly and effectively to customer needs. Solicit customer feedback to improve service.
• Ethics – Treat people with respect. Keep commitments. Maintain confidentiality. Uphold organizational values. Work with integrity and maintain high standards of integrity.
• Initiative – Volunteer readily. Undertake self-development activities. Seek increased responsibilities. Take independent actions and calculated risks. Look for and take advantage of opportunities. Ask for and offer help when needed.
• Interpersonal Skills – Focus on solving conflict, not blaming. Listen to others without interrupting. Keep emotions under control and use reason when dealing with emotional topics. Remain open to others’ ideas and try new things.
• Planning – Establish well developed short- and long-term plans to meet future needs. Recognize progress points and monitor plans to achieve desired results. Implement contingency plans. Adhere to schedules and plans with ability to prioritize.
• Technical Skills – Thorough knowledge of federal, state, county and departmental policies, procedures, and practices. Knowledge of JFS computer systems and related software packages, including policies and procedures associated with their use. Pursue training and development opportunities to continuously build knowledge and skills. Share expertise with others. Demonstrate knowledge of public administration principles.

DIFFICULTY OF WORK:

Work consists of complex, varied, standardized and non-standardized tasks requiring the knowledge and application of established laws, rules, regulations, policies, and procedures. Accuracy and attention to detail are required.

RESPONSIBILITY:

Supervisor provides general guidance allowing for the planning of procedures and methods to attain objectives. Errors in work are detected within the office in which they occur, possibly affecting the work of others, and requiring expenditure of time to correct.

PERSONAL WORK RELATIONSHIPS:

Incumbent has contacts with co-workers, employees of the County, and with the general public. The purpose of these contacts is to coordinate departmental efforts internally and with other County departments and outside entities.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Physical Requirements:

Incumbent performs sedentary work which may require lifting up to fifteen (25) pounds occasionally. Ability to operate a motor vehicle.

Physical Activity:

Incumbent performs the following physical activities: talking, hearing, standing, walking, sitting, driving and repetitive motions.

Visual Activity:

Incumbent performs work where the seeing job is close to the eyes.

Job Location:

Incumbent works inside with no exposure to adverse environmental conditions.