Location: Corpus Christi,TX, USA
Base Pay: $20.60 Hourly
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SUMMARY:
Manages the payroll computer system using Workday ERP system Manage the payroll system and ensures that payroll is computed using rates and other factors in accordance with regulations, policies and procedures. Ensures that payroll and related liabilities are recorded correctly, promptly and distributed properly by account, fund and budget category. Assumes the duties of the payroll assistant in his or her absence.
The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the Department Head.
ORGANIZATIONAL RELATIONSHIPS:
Reports to: Payroll / Grants Supervisor
Other: Works closely with other county department heads and employees, insurance
companies, state agencies, timekeepers, computer programmers, first
assistant county auditor and county auditor.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Ensures that payroll is computed using rates and other factors in accordance with civil service and federal regulations, county's policies and procedures. Ensures that payroll and related liabilities are recorded correctly as to amount and period and distributed properly by account, fund and budget category.
Performs the following to prepare payroll:
Reviews and verifies Personnel Changes for accuracy and compliance with personnel and payroll procedures and policies. Takes appropriate action to resolve discrepancies; reviews employment new hires, separations, interdepartmental transfers, demotions, supplements and promotions entered by departments and/or Human Resources into HCM (Human Capital Management) in Workday.
Manually calculates gross pay on new hires and separations and any other special occurrences for partial work periods, civil service judgements, etc. Analyse and complete retro calculations.
Reviews and enters into Workday the deduction authorizations for child support, IRS levies, and student loans -- in compliance with legal regulations.
Initiates the voiding of check process by preparing the required authorization forms and stop payment orders. Approves the subsequent data entry. Maintains manual check register of voided/reissued checks. Monitors outstanding checks and contacts employees of stale dated checks for reissuing, in accordance with unclaimed property guidelines.
Approves final payroll computations to execute payroll. Reviews Payroll Register for payroll transfers including hand typed checks less voids. Prepares and submits EIB for vendor/liability payments through Accounts Payable. Obtains approval from payroll/grants supervisor to general ledger assistant for data entry.
Verifies the completeness of the final paychecks.
Ensures that Fund 02 balance sheet accounts with the exception of insurance payable accounts, are current, accurate and in balance at the end of every month. Informs the payroll/grants supervisor of any discrepancies identified.
Approves the quarterly IRS 941 returns, monthly retirement reports and tape processing, quarterly unemployment tax return, annual W-2's, and annual W-2 summary page and ensures the timely completion of by prescribed due dates and complete reconciliation among them. Presents reconciliation of IRS quarterly report and annual reports.
Ensures W-2 compliance and regulations are met. Generate W-2 and W-3 forms. Provide W-2 through Workday. Sets up the annual pay period and payday controls and posting dates., Sets up payroll controls on new rates for retirement, unemployment, FICA, Medicare, and workers comp, as needed, reviews new tax withholding tables, and any other changes are updated in Workday, as determined necessary.
Executes the computer commands to prepare annual actual workers compensation wage report. Prepares the estimated workers compensation wages for Texas Association of Counties (TAC). Shows reconciling items to balance with annual W-2's.
Prepares the annual U.S. Census Survey of County Government on personnel costs.
Responsible for updating annual salary schedules in the County budget, and for assuring the correct total of budgeted positions.
Executes computer commands to produce individual reports of payroll deductions and earnings.
Prepares and distributes commuting use memo to departments for employees utilizing Nueces County vehicles for tax withholding purposes, in accordance with IRS commuting use rule.
Gathers data and prepares compensated absences balances. Prepares journal entries as determined necessary.
Performs periodic tests on each type of payroll computation to ensure software integrity.
Analyzes payroll procedures and makes recommendations to ensure the efficient and effective processing of payroll involving computer programming and processes.
Responsible for the continuing education and training of payroll assistant, department timekeepers and department heads regarding time and attendance, time tracking and absences, and payroll Conducts training sessions as determined necessary.
Responsible for keeping the payroll/grants supervisor, first assistant county auditor and county auditor informed of new regulations and requirements, exceptions, and other matters of note.
Implements and manages changes to the payroll system as approved by management. Assists with the development of procedures on system changes.
Addresses inquiries from employees, department heads and management on payroll matters. Informs the county auditor of matters of note.
Researches, analyzes and prepares special reports as requested by county auditor.
Participates in divisional staff meetings.
Performs such other duties as may be assigned.
QUALIFICATIONS:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County's insurance.
EDUCATION and/or EXPERIENCE:
Graduation from high school plus five years of experience in payroll processing, accounting, bookkeeping, or secretarial. (Payroll, accounting, bookkeeping experience preferred)
Any equivalent combination of experience and training which provides the required knowledge, skills and abilities, may be considered for current Nueces County employees only.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS:
Within the first 18 months of employment must obtain a Fundamental Payroll Certification (FPC) certificate. For program information please see www.americanpayroll.org. The program costs will be paid for by the county.
OTHER SKILLS AND ABILITIES:
Must have ability to learn and adapt to changes. Ability to work quickly and accurately with numbers, to maintain neat, well-organized records and to operate 10-key calculator by touch. Ability to communicate effectively, both orally and in writing. Ability to exercise independent judgement regarding release of confidential information. Ability to operate line printer. Ability to operate mainframe programs and a computer using standard word processing and spreadsheet programs. Ability to establish and maintain effective working relationships with other county employees and officials and the general public.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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Job Post End Date -
01-31-2025