Payroll/HR Specialist

About the Department

Processing of payroll on a bi-weekly basis for employees of the Clerk of Circuit Court & Comptroller (Clerk) and the Supervisor of Elections (SOE) and serve as a backup for payroll processing for the Tax Collector’s Office.   Assist with general HR processes for Clerk and SOE employees. This is a high-level position requiring an understanding of the relationship between payroll processing and auditing with the end result being an accurate and timely payroll. 

Position Duties

1. Audit and process bi-weekly payroll and related documentation for employees of the Clerk and SOE, including documentation for new and terminating employees. Ensure compliance with all contracts and policies in effect which are related to employee compensation.
2. Maintain adequate documentation to support the payroll processed for Clerk and SOE.
3. Assist in the maintenance of the timekeeping software. Ensure accuracy of payroll in timekeeping software by making corrections as needed.
4. Review for accuracy and completeness payroll, taxes, employee related insurance, retirement and other distributions related to payroll. Prepare related check requisition and transmit electronic payments if applicable.
5. Coordinate benefits orientation and enrollments with County HR.
6. Assist employees with FRS enrollment and questions.  Process retirement and/or DROP paperwork for Clerk employees.   
7. Assist HR/Payroll Assistant with FMLA documentation for Clerk employees, including the provision of necessary forms to employees within required timelines and working with appropriate management team member to ensure correct tracking of FMLA leave.
8. Coordinate with County HR for Clerk and SOE employees on Short-Term or Long-Term Disability leave and work with appropriate management team member to ensure accurate timekeeping. 
9. Complete required Workers’ Compensation documentation for submittal to County HR upon accident or injury reported by Clerk and SOE employees.   Ensure accurate timekeeping of Workers’ Compensation leave provided to Clerk employees.
10. Maintain employee personnel files, ensuring documents are imaged, attached electronically in the payroll system and filed in the employee’s file.  
11. Revise Clerk job descriptions as needed.
12. Responsible for preparing and submitting monthly Florida Retirement System report for Clerk and SOE employees. 
13. Responsible for preparing quarterly payroll tax returns for review and submitting approved returns for Clerk and SOE. 
14. Prepare annual W-2s for Clerk and SOE employees for review. 
15. Assist the Chief Administrative Officer with human resources processes and the implementation of special projects.
16. Prepare payroll-related account reconciliations as needed.
17. Regular attendance and punctuality.

OTHER JOB DUTIES:     

Perform other duties as assigned.

Minimum Qualifications

Education:

Graduation from an accredited college with a two-year degree in General Business or related field.  Fundamental Payroll Certification (FPC) or Certified Payroll Professional certification will be accepted in lieu of a two-year degree.

Experience:

Five years’ payroll experience preferred which includes payroll deductions, processing of payroll-related tax returns and other payroll reporting, with experience with a governmental agency desired.

An equivalent combination of education, training, and experience may be substituted at the Clerk’s discretion.

Licenses/Certificates:

Fundamental Payroll Certification or Certified Payroll Professional certification preferred.

Must possess a valid Florida driver’s license and be insurable by County standards.

EQUIPMENT USED:

Computer, calculator, copier, facsimile, scanner, telephone.

Other Qualifications

• Skill in using a calculator.
• Skill in using a personal computer.
• Intermediate Microsoft Excel skills including use of formulas.
• Excellent communication and problem-solving skills.
• Ability to handle sensitive information with confidentiality.
• Ability to perform duties with minimum supervision.
• Strong attention to detail and accuracy.
• Ability to maintain compliance with company policies as outlined in the Employee Policy Manual.
• Strong understanding of payroll regulations (federal, state, local) and employment laws.
• Knowledge of payroll systems and HRIS platforms.
• Skill in interacting with the public, co-workers and intra-county office personnel in a professional manner.

ESSENTIAL PHYSICAL SKILLS:

Acceptable eyesight (with or without correction); acceptable hearing (with or without correction); ability to access, input and retrieve information from a personal computer; ability to sit for long periods of time; ability to access file cabinets for filing and retrieval of data; ability to communicate orally and in writing; ability to sit at a desk and view a display screen for extended periods of time.  Climbing, walking, standing, kneeling, bending, stooping, and lifting up to 50 lbs. 

WORKING CONDITIONS:

Office environment.  Work closely with others.  Must have reliable transportation which employees may be required to use if a County vehicle is not available.  Flexible hours required during payroll cycles or audits. Travel may be required to attend occasional conferences.

Reasonable accommodation will be made for otherwise qualified individuals with a disability.

Provides local government services and administration for Hernando County.