West Virginia Department of Agriculture

Position Description

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Job Title: Administrative Specialist (Payroll)

Division: Administrative Services

Headquarters: Guthrie Agricultural Center, Charleston WV

Reports To: CFO / Director Administrative Services Division

Supervisory
Responsibility: None  

FLSA Status: Non-exempt

Nature of Work:

Under general supervision, the Administrative Specialist (Payroll) performs advanced level administrative work, responsible for complex clerical tasks of a complicated nature involving advanced oral and written communication, interpretation and application of policies and practices, and occasional computation of numeric data. The focus of this position will be performing administrative functions for processing payroll and benefits for Department employees but may be responsible for other administrative tasks.  The work is characterized by its complexity in dealing with a broad area of knowledge, discretion, and confidentiality, with strict accountability for results.

Examples of Work: 

• Collect and compute wage and benefit data to process payroll on a biweekly cycle and budget projections for various types of employees.
• Balance earnings and deduction totals and maintains related records; analyzes financial records related to payroll and benefits transactions.
• Audits and corrects timekeeping records as necessary.
• Serves as backup for processing employee leave of absence requests in accordance with company policies and applicable regulations."
• Inform employees, via telephone, correspondence, or personal contact, of information concerning requirements, benefits, and rules and regulations.
• Gather and compile information for state records, in hard copy or electronic format as required.
• Maintain knowledge of current and applicable Federal and State payroll law, State government business practices, benefit regulations and/or guidelines, and other established procedures related to payroll or employee management; ensures compliance. 
• Provides reports for regular or intermittent review by agency management personnel and/or external parties.
• Distribute information and coordinates employee responses related to new employee benefit enrollment or annual employee benefit renewal processes. 
• Work with benefit providers to share information, answer questions, resolve agency or employee benefit issues, and process periodic billing of employee and/or employer shares of benefit expenses.
• Maintain agency training records as needed.
• May assist in establishing and maintaining employee personnel records.
• May assist in briefing/training Division Directors, other agency management personnel, and/or the general employee population on new policies, procedures, or processes related to the area of assignment.
• May assist with implementation of new policies and procedures as well as implementation of new software systems.
• May be cross trained to assist with other fiscal management functions to provide support on a temporary basis.
• Other duties as assigned.

Working Conditions:

Office environment, sitting, stooping, bending, walking, stretching/reaching, keyboarding, manual dexterity, visual acuity, ability to lift over 20 pounds.  Some travel required.

Knowledge, Skills, and Abilities:

• Knowledge of regulations, processes, and procedures in area of assignment, including all applicable State and Federal laws.
• Knowledge of State government financial and payroll systems.
• Knowledge of electronic or software-based employee timekeeping systems.
• Knowledge of general office practice and procedures.
• Ability to collect and compile accurate information.
• Ability to handle and maintain confidential or sensitive information
• Ability to carry out assignments of a complex and confidential nature independently with attention to detail and accuracy.
• Ability to communicate effectively orally and in writing.
• Skilled in performing mathematical calculations accurately.
• Interpersonal skills to interact with co-workers, agency management, employees, other agencies, and the general public to establish and maintain effective working relationships.

Qualifications:

Education:  Graduation from an accredited college or university with an Associate’s degree in accounting,business administration, finance, human resources or related field.

Experience:  Two years of full-time paid employment in payroll/benefits, accounting, budgeting, personnel administration, project monitoring and reporting preferred.

Substitutions: Graduation from an accredited college or university with Bachelor’s degree in accounting, business administration, finance, human resources or related field, may be substituted for previously cited educational and experience requirements.

Additional Requirements:

• Valid driver’s license is required.
• Satisfactory completion of pre-employment drug testing.
• Satisfactory completion of pre-employment law enforcement background investigation, including DMV records.
• Must maintain a positive image of the Commissioner, West Virginia Department of Agriculture, and the State of West Virginia.

                                     This description is subject to review and revision at the discretion of the Commissioner and designees.
                                                                West Virginia Department of Agriculture is an equal opportunity employer.