at Illinois Department of Innovation & Technology in Springfield, Illinois, United States
Job Description
25% Under general direction of the Payroll Manager, serves as a Payroll Specialist for Team A for the Department of Innovation & Technology (DoIT):
⦁ Provides journey level professional capacity performing complex, specialized professional duties in payroll functions.
⦁ Provides payroll advice and recommendations to management, supervisors, and employees regarding matters of the applications and interpretation of rules, regulations, contracts, and policies for payroll.
⦁ Provides guidance to lower-level staff analyzing payroll entries to ensure compliance with the State of Illinois Personnel Rules, AFSCME collective bargaining agreement, and Teamsters (Protech 916) contracts.
⦁ Provides second party sign-off.
20% Serves as Team A Payroll Coordinator, providing technical support regarding statewide policies and procedures for payroll operations:
⦁ Reviews and evaluates office procedures to ensure all records are processed and maintained in accordance with statutory and State regulations and policies.
⦁ Ensures cut-off time and dates for payroll changes are met.
⦁ Interprets State and Department procedures to subordinates, agency staff, and other state agencies.
⦁ Provides guidelines and procedure interpretation to facilitate preparation and submission of payroll related data and reports.
⦁ Computes payroll transactions including but not limited to calculations of temporary assignment pay, military pay, back wage claims, gross pay adjustments, salary adjustments, premium pay, separation payments, involuntary deductions, voluntary deductions, salary reversals, deduction adjustments, increase and decrease salary action, overtime, garnishments, child support, tax exemptions, dock time, and direct deposits.
⦁ Processes personnel transactions received from DoIT human resources staff including but not limited to promotions, transfers, demotions, suspensions, discharges, and separations.
⦁ Utilizes Personnel Examination and Eligibility Records System (PEERS) and Central Time and Attendance System (CTAS) to verify information needed for payroll.
⦁ Coordinates payroll vouchering for submission and preparation of pay warrants by the IL Office of the Comptroller.
⦁ Assists with back wage and supplemental payrolls.
⦁ Assists with the distribution of payroll warrants.
15% Serves as a designated lead worker:
⦁ Assigns and reviews work.
⦁ Provides guidance and training to assigned staff.
⦁ Advises immediate supervisor regarding performance of staff
10% Compiles and directs the preparation of reporting relating to payroll processes:
⦁ Composes correspondence, often of a sensitive nature, concerning payroll process issues.
⦁ Prepares or provides input into general memoranda and/or directives sent to managers and/or employees on payroll process matters.
⦁ Researches and compiles statistical data and information for special projects.
⦁ Attends and participates in various internal/external meetings regarding payroll and/or Human Resources (HR) related matters to explain and interpret programs and/or obtain information.
⦁ Confers with timekeeping and benefits staff regarding payroll issues.
⦁ Enters necessary or mandated adjustments to Central Payroll System, records, and files.
10% Confers with managers and supervisors throughout DoIT, IL Office of the Comptroller, State Employees Retirement Systems, HR staff, legislative staff, and individual employees in response to inquiries relative to payroll processes:
⦁ Provides advice and guidance to management and employees concerning payroll related issues.
⦁ Maintains confidentiality and uses discretion in the release of information and records.
5% Conducts periodic audits of payroll records to ensure compliance:
⦁ Works with internal and external auditors in resolving or explaining issues/findings.
⦁ Review payroll transactions to ensure accuracy and validity
⦁ Maintains files and records to ensure they are current and up-to-date.
5% Trains new Team A payroll staff on the Central Payroll System and in the implementation of the new laws, procedures, rules, or regulations (i.e., furlough):
⦁ Identifies problems with established procedures, modifies accordingly and provides one-on-one training as necessary.
⦁ Reconciles problems relative to the Central Payroll System.
⦁ Reviews staff activities to ensure proper training of employees in work procedures and payroll practices.
⦁ Continually monitors training needs to assess areas of additional training to ensures staffs' continual compliance with statutes, rules, regulations, policies and procedures.
5% Performs research studies and special projects for various personnel issues for the Payroll Manager, frequently of a highly sensitive and confidential nature:
⦁ Coordinates projects and confers with other staff in the resolution of issues related to payroll.
⦁ Prepares reports, correspondence, memorandums, charts, graphs, etc. for supervisory approval to address management and/or other stakeholder requests.
⦁ Utilizes various software packages to prepare reports, etc. such as Microsoft Word, Microsoft Excel, Microsoft Access, and Mobius.
5% Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.
