Payroll Administrator

BASIC FUNCTION OF POSITION:

Under the general supervision of the Payroll Manager, will work within the organization's payroll functions, ensuring pay is processed on time, accurately, and in compliance with government regulations, works within several accounting and financial systems and diverse programs, and frequently demonstrates broad knowledge due to cross-boundary specialties.

SUPERVISION RECEIVED:

Works under the general direction of the Payroll Manager and/or Chief Financial Officer. Expected to function independently by using personal initiative to plan, carry out, and balance individual assignments.

PRINCIPAL RESPONSIBILITIES:

• Promotes and supports the mission and values of the UFA.
• Reviews timecards for accuracy and proper approvals. Prints Telestaff reports for back-up timecards. Uses knowledge of FLSA requirements, codes time sheets to provide for correct payment of overtime, straight overtime, FLSA required overtime, and acting-in pay. Calculates individual average overtime rates, special assignment overtime rates, and tracks leave taken and comp time accruals or usage.
• Tracks timecard approval issues, such as missing employee and/or supervisor approvals, as well as missing timecards. Also checks for obvious entry errors, such as too many hours in a shift and missing or incomplete shifts. Follows up with staffing and or with the employee to resolve data discrepancies as workload allows. Summarizes issues and forwards report to the CFO to initiate disciplinary action.
• Codes time sheets for UKG software system; verifies time sheets; compares time sheets with Telestaff scheduling software; resolves discrepancies with other Division Leaders.
• Updates employee records to include W-4 and address changes. Processes retirement election changes. Imports files for various earnings and deductions.
• Reviews and processes employee direct deposit requests; researches direct deposit problems and works with financial institutions to correct problems.
• Coordinates with Division Leaders to ensure leave is not overused. Receives documentation approving leave adjustments for staff.
• Coordinates with the Chief Legal Officer in processing legal documents, including garnishments, wage levies, and other court-ordered requirements. Sets up wage assignments in UKG.
• Processes voluntary employee payroll deductions for outside agencies; creates transmittals for payments to outside agencies; creates invoices and checks, and ensures that payment is made to outside agencies.
• Works closely with current workers' compensation provider and employees to ensure proper payment and benefits are received; calculates supplemental salary to workers' compensation by using sick leave hours; charges sick leave; ensures claimant has information regarding their payment and what sick leave has been used as a supplement. Coordinates with the employee involved, answering their questions and concerns regarding workers' compensation issues.
• Reviews and confirms written requests to adjust employee records regarding sick leave and vacation accruals.
• Coordinates with Human Resources to ensure that employee payroll action forms are created (in a timely fashion) to accurately reflect salary adjustments and calculates retroactive pay for payroll actions that have been delayed.
• Maintains spreadsheets to track and update merit increases due each pay period.
• Calculates final payout checks for retiring/terminating employees. Ensures that payroll deductions for final checks are correct.
• Ensures compliance with numerous policies regarding accrual, retention, and conversion of sick and vacation leave hours. Monitors "day-worker" vacation hours for the two-year adjustment period per policy. Calculates and processes vacation conversion for transfers between semimonthly and platoon employees. At year-end, it manually calculates sick leave conversion hours for eligible employees and use-or-lose hours for affected employees and deducts the correct amounts from the accruals. Calculates sick leave cap conversion.
• Updates wage & benefit information in the UKG system. Reconciles actual leave taken (shown on the Telestaff system) with leave recorded on timecards.
• Runs and distributes payroll reports to various divisions.
• Provides UKG training to all UFA employees through email and one-on-one assistance.
• Provides support to Human Resources and the Staffing office.
• Processes employee verification forms.
• Configures the UKG system to adjust payroll processes according to changes in UFA policies.
• Completes UKG access maintenance and updates.
• Maintains timecards and payroll updates.
• Review and update the work of the part-time payroll technician.
• Performs other duties of a similar nature or level.

TYPICAL DECISIONS:

Incumbent typically sets his/her own priorities within assigned programs or projects, relying on demonstrated experience and in-depth knowledge of FLSA & UFA payroll and benefits rules, protocols, and guidelines. Expected to function independently while initiating and maintaining the UFA's payroll system.

MINIMUM REQUIREMENTS:

Knowledge, Skills, and Abilities

Knowledge of:

• Generally accepted payroll practices & protocols associated with government agencies,
• Fair Labor Standards Act, FMLA, USERRA Act.
• Accounting and spreadsheet programs and practices.
• Specific knowledge associated with financial operations within Caselle & UKG software.

Skill in:

• Basic business computer use & software, specifically Excel and Word.
• Operating basic office equipment, including copiers, printers, fax machines, and scanners.

Ability to:

• Use judgment in interpreting and adapting guidelines such as agency policies, regulations, precedents, and work directions for application to specific cases or problems.
• Recommend changes and/or solutions to problems that arise.
• Enter, compile, retrieve, and organize a variety of technical and financial data.
• Create reports related to payroll practices and procedures.
• Establish and maintain effective working relationships with member cities, UFA staff, allied agencies, public officials, and the public.
• Deal effectively and professionally with UFA personnel, suppliers, sales representatives, and couriers.
• Meet expected deadlines and attain measurable results as defined by the UFA's Chief Financial Officer.

Licenses & Certificates:

Valid Utah Driver License

MINIMUM EXPERIENCE AND QUALIFICATIONS:

Associates degree from a nationally accredited college or technical school, with an emphasis in human resources, accounting, finance, or business management.

Four years of directly related full-time experience in payroll and/or personnel administration.

Or

An equivalent combination of education and experience.

Successfully pass a pre-employment drug screening test and background investigation.

DESIRABLE QUALIFICATIONS:

Candidates with public sector or governmental payroll experience and UKG software experience.

Knowledge of FLSA pay practices as it relates to firefighters and the 207(k) exemption.

WORKING ENVIRONMENT:

Work is performed in a general office environment during routine office hours, Monday through Friday. Occasional after-hours and weekend work may be necessary. This is a full-time position sche

PHYSICAL AND MENTAL JOB REQUIREMENTS:

To perform the job successfully, an individual must be able to perform each of the essential job functions satisfactorily. This position involves periods of prolonged sitting and the use of computer equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. This position requires the physical and mental capabilities to read information printed on paper and displayed on computer monitors, as well as to hear, speak, and communicate verbally using the English language. It also requires cognitive thinking and mathematical calculation capabilities, as well as manual dexterity to manipulate standard office equipment, files, and records. This position requires occasional driving and the ability to lift up to ten (10) pounds.

Recruitment, selection, and hiring are open to all persons regardless of race, color, national origin, religion, age, disability, genetic information, gender, gender identity, pregnancy, sexual orientation, marital status, and military or veteran status. Reasonable accommodations, including auxiliary communicative aids and services for individuals with disabilities, may be provided upon receiving a request with five working days' notice.

Position is considered a Category A under the Mobile Phones Policy (Employee can also elect to be assigned a mobile phone based on policy)

Classified as FLSA Non-exempt and eligible for overtime