Office Support - Payroll

POSITION SUMMARY:

The Office Support - Payroll completes work for the Custody department, assisting supervisory staff with document preparation, including, but not limited to, maintaining employee logs, verifying payroll and overtime documents, processing employee paperwork, and photocopying and faxing documents. 

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Calculate and record entries in the Time and Attendance Program daily and confirm employee benefit time balances for approximately 220 staff members.  Verify, prepare, copy, and distribute custody staff attendance sheets as directed. Alphabetize employee compensatory and overtime documents.            
• Create, revise, and maintain various administrative support databases.            
• Assist the Warden, Deputy Wardens, and Lieutenants with special projects and investigations regarding sensitive and confidential issues.         
• Coordinate requests for inmate urinalysis screens from various professional agencies on a daily basis. Maintain a record of requests, process results, and send results to the appropriate requesting agency. Serve as point of contact for issues related to urinalysis collection and billing.
• Serve as the SmartLinx point of contact. Answers payroll and scheduling questions from custody staff, supervisors, and the payroll department.      
• Photocopy general correspondence, retrieve and distribute custody supervisory mail           
• Assist the Lieutenants and Custody Supervisors with all correspondence and document preparation, including, but not limited to, compiling letters and memorandums and preparing forms dealing with custody operations. 
• Assist in calling for Custody overtime regularly.
• Assist with archiving custody department documents as needed.
• Perform the duties of the Jail Scheduler in that person’s absence or as needed

MINIMUM EDUCATION AND EXPERIENCE:

• Possess a high school diploma or a G.E.D. Certificate from an accredited agency
• Possess a minimum of two (2) years’ experience in advanced typing and office practices, including working with varied computer applications.  Business school may be substituted for six (6) months’ work.
• Any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Participate and adhere to employee drug testing procedures.
• Ability to successfully complete all pre-employment screenings
• Ability to handle/operate security and safety equipment relevant to the position, including two-way radios, keys, etc.
• Be capable of operating a computer and other office equipment used in the performance of duty
• Be capable of communicating effectively (orally and in writing) through the use of the English language
• Ability to perform routine clerical work
• Excellent knowledge of general office practice, business English, and quantitative methods
• Demonstrated proficiency in the use of Microsoft Word and Excel.
• Ability to understand and carry out oral and written directions
• Ability to maintain cooperative working relationships with those contacted in the performance of duties, to include all other employees
• Knowledge of the law as it pertains to county government
• Ability to organize well while handling multiple tasks
• Ability to deal effectively with the public and government officials
• Ability to learn the operating practices of county government
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

Ability to lift and carry files and office documents (up to and including 25 lbs.). Ability to traverse stairs regularly. Ability to reach overhead at full arm’s length regularly. Ability to pull grill gates and doors (up to 30 lbs.) at least three times daily. Ability to sit/stand for up to 2 hours at a time without a break. Ability to ambulate frequently to all the departments and units of the jail. Ability to type, enter, and access data at an automated workstation for up to 2 hours at a time without a break. Ability to handle/operate all security, safety, maintenance, and other equipment relevant to the position, including but not limited to keys, radios, telephones, computers, copiers, vehicles, etc.

WORKING ENVIRONMENT:

Requires working within the confines of a secure jail. Requires working in loud, small, and communal workspaces. Requires working in an environment where personal safety may be of concern. Requires working in an environment where there is the possibility of foul odors. Requires working in an environment where cameras are present and utilized.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.