Admin Support Spec. Fiscal Resources

About the role

This position oversees department-wide payroll activities for all staff, ensuring timely, accurate, and confidential processing, and resolving sensitive payroll issues and disputes with discretion. The role serves as a confidential resource to management and staff regarding payroll procedures, timekeeping practices, and policy interpretation, while also providing high-level administrative assistance on complex and sensitive projects assigned by management.

Responsibilities

• Oversees department-wide payroll activities for all staff, ensuring timely, accurate, and confidential processing, and resolving sensitive payroll issues and disputes with discretion
• Reviews biweekly payroll, verifying overtime, compensatory time, sick leave, vacation, holiday, and unpaid time in compliance with Fair Labor Standards Act (FLSA) guidelines
• Serves as a confidential resource to management and staff regarding payroll procedures, timekeeping practices, and policy interpretation
• Responds to internal and external payroll inquiries involving sensitive employee and financial information in a professional and discreet manner
• Enters, audits, and maintains overtime and payroll data within the payroll system, ensuring data integrity and confidentiality
• Monitors leaves of absence to ensure accurate and compliant payroll reporting
• Completes payroll processing and confidentially communicates changes or corrections to employees and management
• Coordinates employee additions, deletions, and changes within payroll pay groups
• Reconciles internal payroll records with Human Resources leave data and resolves discrepancies, elevating issues to management as necessary
• Reviews FLSA compliance reports, requests clarification from employees regarding payroll or overtime data, and initiates payouts when required
• Prepares and submits confidential sick leave reports and other payroll documentation for departmental reporting
• Creates, maintains, and safeguards accurate Excel spreadsheets related to payroll, leave balances, and compensatory time
• Maintains confidential personnel records related to position changes, new hires, and employee separations
• Prepares year-end payroll activities, including comp time balances, vacation carryover, PTO payouts, and other sensitive payroll reconciliations
• Processes accounts payable and performs other bookkeeping and accounting functions involving confidential financial data
• Monitors service contracts and supports management with administrative tracking and documentation
• Prepares confidential and non-confidential reports for municipal, state, and federal partners
• Records official minutes and notes as Secretary of the Fox Cities Transit Commission, exercising discretion with sensitive discussions and decisions
• Types, edits, and formats a wide variety of correspondence, reports, and administrative documents for management
• Provides high-level administrative assistance on complex and sensitive projects assigned by management
• Maintains a moderately complex filing and records management system, ensuring confidentiality and compliance with record retention requirements
• Maintains regular attendance and works overtime or extended hours as required to support payroll and management needs
• Occasionally provides Customer Service Window coverage and answers phones, routing calls with professionalism and discretion
• Provides confidential administrative support to Department Administration staff as needed
• Serves as backup to the Enterprise Account Manager during absences, handling sensitive administrative and Fiscal Responsibilities
• Performs Other Related Duties As Assigned

Qualifications

Considerable experience in responsible clerical or administrative work; an associate degree in Accounting, Administrative Assistant studies, or a related field; or an equivalent combination of education, training, and experience that demonstrates the following knowledge, abilities, and skills:

• Advanced proficiency in Microsoft Office Suite, particularly Excel and Word
• Considerable knowledge of business English, spelling, and arithmetic
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism
• Ability to support management through independent problem-solving, sound judgment, and administrative expertise
• Ability to work effectively both independently and as part of a team in a fast-paced environment
• Ability to plan, prioritize, and schedule work to meet deadlines and operational demands
• Ability to interpret contracts, policies, and regulations
• Ability to understand and carry out moderately complex oral and written instructions
• Ability to establish and maintain effective working relationships with employees, management, and external partners
• Ability to maintain detailed records, compile complex data, and prepare accurate and timely reports
• Ability to coordinate multiple projects simultaneously
• Ability to sustain prolonged visual concentration