Job Specification
ASSISTANT PAYROLL SUPERVISOR
DEFINITION
Under direction, assists the Payroll Supervisor in supervising
and coordinates activities of workers engaged in preparing
payrolls; does other related duties as required.
NOTE: The examples of work for this title are for illustrative
purposes only. A particular position using this title may not
perform all duties listed in this job specification. Conversely,
all duties performed on the job may not be listed.
EXAMPLES OF WORK:
May assist in supervising and coordinating activities of workers
engaged in processing time cards, compiling payroll statistics,
maintaining payroll control records, recording hours of work, and
calculating payrolls.
Reviews personnel records to determine names, rates of pay, and
occupations of new hires, and changes in wage rates and
occupations of employees on payroll, and records on payroll
register.
Directs computation of differential pay according to policy.
May assist in supervising the examination and analyses of all
regular and supplemental payrolls submitted by various
departments for payment to ensure accuracy of figures,
correctness of entries, that deadlines are met, and for
compliance with established payroll procedures.
May assist in directing compilation and preparation of other
payroll data such as pension, insurance, bond purchases, and
credit union payments.
May assist in coordinating and processing applications or
enrollment in pension system, health benefits program, dental
insurance and drug prescription plan, and so forth.
May assist in reviewing and approving payroll deductions.
May assist in recording and processing all payments made to
various health plans.
Interprets policies and government regulations in connection with
payroll procedures.
May assist in directing preparation of government reports.
Checks preparation of annual tax withholding statements for
accuracy.
Analyzes payrolls for accuracy before extensions are made.
May assist in organizing assigned supervisory payroll preparation
work methods.
Checks and certifies payroll information for completeness and
accuracy.
Prepares work for pay periods and supervises analysis of pay and
attendance records for each period.
May assist in supervising the changes on individual pay resulting
from overtime, absence, leave of absence, union dues, tax
changes, social security and pension deductions, hospitalization
and group life insurance deductions, and garnishees and
attachments to ensure proper notations.
May assist in balancing total payrolls for all departments with
accounts payable for posting to the general ledger.
May assist in maintaining and supervising maintenance of a
payroll account system.
May assist in preparing payroll schedule for distribution of pay
checks.
May assist in coordinating all payroll activities with other
organizational units and with the payroll computer center or
facility.
Prepares payroll input for data processing, verifies payroll
output, and determines the cause of and remedies errors in coding
or inputting.
May assist in preparing information for preparation of the
personnel budget by itemizing all positions that appear on
payroll together with the account number and notation of all
vacant account numbers.
May assist in preparing statistical reports concerning such items
and information for overtime expenditures and funds left for
future overtime work and other notations of expenditures for
control of personnel budget.
May assist in maintaining salary increment control and advises
employees concerning increments.
May assist in maintaining employee time sheets and payroll
registers.
Maintains liaison and correspondence with various agencies.
Answers questions concerning employees and employee records.
May assist in determining work procedures, preparing work
schedules, and expediting work flow of the unit.
Issues written and oral instruction to subordinates.
May assign duties and examine completed work for exactness,
neatness, and conformance to policies and procedures.
Studies and standardizes procedures to improve efficiency of
subordinates.
Maintains harmony among workers and resolves grievances.
Instructs and trains workers.
Recommends to higher levels of management the hiring and
discharging of workers.
Prepares correspondence.
Maintains records of a confidential nature.
May prepare statistical, quarterly payroll, and other reports
which require interpretive treatment and contain findings,
conclusions, and recommendations.
May assist in supervising compilation of reports of various types
and in reviewing and approving them before submission to higher
levels of management.
Interprets and explains organization rules, regulations,
policies, and procedures through correspondence, personal
interviews, and telephone conversations.
May assist in organizing and assigning work and in developing
effective work methods.
Reviews, checks, and certifies reports, applications, and other
documents for correctness where difficult determinations are
concerned.
Interviews and transacts business with persons who may call at
the office.
May assist in the planning and revision of clerical procedures
and office routines.
Receives, reviews, and adjusts complaints.
Prepares requisitions.
May compile data for budgets and reports.
May make special studies of certain operations and report
findings.
Makes decisions requiring knowledge of the organization.
May assist in maintaining, classifying, indexing, and cross
referencing records and files.
Will be required to learn to utilize various types of electronic
and/or manual recording and information systems used by the
agency, office, or related units.
REQUIREMENTS:
EXPERIENCE:
Three (3) years of experience in the preparation of
payrolls.
LICENSE:
Appointees will be required to possess a driver=s license
valid in New Jersey only if the operation of a vehicle, rather
than employee mobility, is necessary to perform essential duties
of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of the law, rules, regulations, and procedures involved
in the preparation of payrolls.
Knowledge of tables, charts, listings, calculations, schedules,
and pay scales applicable to the preparation of payrolls.
Knowledge of withholding tax procedures and other procedures and
regulations pertaining to other types of payroll deductions.
Knowledge of supervisory techniques.
Knowledge of standard automated data processing methods for
preparing payrolls.
Ability to interpret and apply law, rules, and regulations
pertaining to payroll preparation.
Ability to solve substantive technical payroll problems.
Ability to deal with other organizations on payroll procedural
matters.
Ability to work with figures and make accurate calculations
Ability to apply payroll, personnel, budget, and accounting
codes., rules, regulations, and instructions used in payroll
processing.
Ability to adapt quickly to changes in payroll procedures and
regulations and to interruptions and emergency conditions.
Ability to maintain accurate payroll statistical records and
files.
Ability to comprehend established office routines and rules and
regulations of complexity.
Ability to prepare correspondence and a variety of payroll
reports.
Ability to organize assigned work and develop effective work
methods.
Ability to give assignments and instructions to individuals and
groups.
Ability to supervise the maintenance of records and files.
Ability to use discretion and selectivity in using a large number
of available guidelines, in recognizing possible alternative
actions when these are not prescribed or readily apparent, and in
recognizing problems requiring other than clerical decisions or
actions.
Ability to utilize various types of electronic and/or manual
recording and information systems used by the agency, office, or
related units.
Ability to read, write, speak, understand, and communicate in
English sufficiently to perform duties of this position.
American Sign Language or Braille may also be considered as
acceptable forms of communication.
Persons with mental or physical disabilities are eligible as long
as they can perform essential functions of the job after
reasonable accommodation is made to their known limitations. If
the accommodation cannot be made because it would cause the
employer undue hardship, such persons may not be eligible.
This job specification is applicable to the following title code: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 00639 | | L | C | | N/A | 08 | | - |
This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
2/18/1998 |
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