Payroll Assistant

About the role

The Administrative / Payroll Assistant provides comprehensive clerical and administrative support to the Chief Operating Officer/Chief Clerk, Payroll/Benefits Administrator, and County Commissioners. This position supports the daily operations of the Commissioners' Office by coordinating communications, maintaining records, assisting with public relations and recruitment activities, and providing payroll and human resources support. The position regularly handles sensitive and confidential information and must demonstrate professionalism, discretion, accuracy, and strong organizational and communication skills. Work is performed under the general supervision of the Chief Operating Officer/Chief Clerk and in collaboration with the Payroll/Benefits Administrator and County Commissioners.

Responsibilities

• Serves as the primary receptionist and point of contact for the Commissioners' Office; greets and assists callers and visitors, screens inquiries, provides general County information, directs individuals to the appropriate department or staff member, and accurately takes and relays messages.
• Maintains strict confidentiality regarding all sensitive, privileged, personnel-related, and operational information heard, observed, received, or discussed through the Commissioners' Office.
• Maintains current records of County boards, authorities, commissions, and committee appointments and prepares appointment and reappointment correspondence.
• Retrieves, sorts, processes, and distributes incoming, outgoing, interoffice, and U.S. mail.
• Prepares and distributes job postings and advertisements for County vacancies through local newspapers, recruitment websites, and other appropriate platforms.
• Coordinates and schedules the use of the Commissioners' Meeting Room and other assigned conference rooms.
• Composes, prepares, and distributes routine correspondence, notices, reports, and other administrative materials.
• Updates and maintains content on the County website and authorized social media platforms.
• Assists with public relations and community outreach by maintaining cooperative relationships with community representatives and preparing meeting announcements, news releases, public notices, and other correspondence on behalf of the Chief Operating Officer/Chief Clerk and County Commissioners.
• Provides administrative and operational support during election periods, as assigned.

Payroll and Human Resources Support

• Assists with timesheet processing by collecting, organizing, reviewing, and recording timesheets; entering information into NWERP; verifying payroll data; and date-stamping and filing completed records.
• Prepares new-hire packets and assists employees with completing required onboarding documentation.
• Enters new-hire and transferred-employee information into NWERP and other applicable systems and ensures that related documentation is properly filed.
• Processes the monthly reconciliation of employee supplemental payroll deductions through Account Payable.
• Prepares and scans employee records for secure electronic storage.
• Organizes and maintains personnel, Form I-9, and confidential medical files in accordance with applicable laws, regulations, and County recordkeeping requirements.
• Maintains the County's online employee training system and assigns required training as directed.
• Updates employee information in NWERP and other applicable systems, including changes to names, addresses, benefits, health plans, and other employment information.
• Processes employee separation information in NWERP and other applicable systems.
• Maintains sufficient training and knowledge to serve as a backup for payroll processing when needed.

Additional Administrative Responsibilities

• Provides assistance to the administrative staff member responsible for tracking and allocating departmental charges for supplies obtained through Central Purchasing and assist with updated inventory information for office supply ordering.
• Prints County business cards and envelopes as requested.
• Coordinates the recycling of printer cartridges, cellular devices, and other approved materials.
• Maintains regular, reliable, and punctual attendance.
• Performs other related duties as assigned or required to support the efficient operation of the Commissioners' Office and County administration.

Requirements

• High school diploma or GED required.
• Associate degree or postsecondary coursework in public administration, planning, business, communications, or a related field preferred.
• Minimum of three years of administrative or clerical experience required, preferably within a government, planning, or public-service environment.
• Experience using Microsoft 365 applications, website content-management systems, and social media platforms preferred.
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Additional Job Requirements

• Possession of a valid driver's license.
• Successful completion of all required pre-employment screenings, including a background check, drug screening, and computer skills assessment.

Knowledge, Skills, and Abilities

• Ability to communicate clearly and professionally, both verbally and in writing, with County employees, public officials, community partners, and members of the public.
• Ability to prepare and publish accurate written content for correspondence, reports, websites, social media, and other public communications.
• Ability to review, organize, classify, prioritize, and maintain records and information in accordance with applicable laws, policies, procedures, and guidelines.
• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel, payroll, and County-related information.
• Proficiency in Microsoft 365 applications, including Word and Excel, and the ability to learn and use payroll, records-management, website, social media, and other County software systems.
• Ability to interpret and work with various administrative and financial documents, including invoices, payroll records, personnel documents, deposits, policies, procedures, reference materials, and correspondence.
• Ability to perform basic mathematical calculations, including addition, subtraction, multiplication, division, percentages, and decimals.
• Ability to operate standard office equipment, including computers, telephones, printers, scanners, copiers, and related technology.
• Ability to manage multiple responsibilities, meet deadlines, and maintain regular, reliable, and punctual attendance.

Salary: $33,208.00 (Grade D)