Payroll Specialist

General Description of Duties

The Payroll Specialist is responsible for accurately and efficiently processing bi-weekly payroll for Manatee County Sheriff’s Office employees in compliance with federal, state, and local regulations. This role ensures the integrity of payroll data, resolves discrepancies, and maintains accurate records within strict deadlines. Responsibilities include calculating and posting wages, deductions, and benefits; administering garnishments and levies; processing payroll taxes and ACH files; managing deferred compensation plans and loans; and ensuring accurate reporting to the Florida Retirement System (FRS) and other agencies. The Payroll Specialist also supports audits, generates payroll reports, and partners with employees, supervisors, and external agencies to provide accurate information and exceptional service.

Knowledge Skills and Abilities

• Ability to accurately and efficiently enter and/or retrieve information from various computer systems and/or programs in a timely manner
• Ability to maintain effective working relationships with employees, other agencies and the public
• Takes initiative and thrives both independently and collaboratively as part of a team.
• High level of accuracy, attention to detail, and ability to maintain confidentiality.
• Strong analytical and problem-solving skills; able to identify and resolve discrepancies quickly,
• Ability to communicate effectively verbally and in writing.
• Ability to use initiative and independent judgment within established guidelines
• Ability to prioritize multiple tasks under strict deadlines while maintaining high accuracy.
• Ability to make arithmetic computations rapidly and accurately.
• Strong knowledge of federal, state and local laws and regulations governing payroll processing.
• Skill in the use of office equipment including computers, scanners, and various software applications.
• Well-skilled in computer knowledge and ability to effectively use a computer-based time management system
• Proficient in Microsoft Office (Word, Excel) and skilled in data entry, reporting, and reconciliation.
• Strong customer service orientation with the ability to work effectively with employees at all levels.
• Must be able to work independently, have quick problem skills and be able to multi task.

PHYSICAL ABILITIES

• Required to speak and hear clearly
• Often required to sit and use hands and fingers, to handle or feel. Occasionally required to stand, walk, reach with arms and hands, climb stairs or balance, and to stoop, kneel, crouch or crawl.
• Requires close vision.

Tasks and Policies

• Accurately calculates employee hours and deductions in order to ensure all payroll checks are accurate, in accordance with applicable laws, regulations, and agency policy.
• Accurately updates the payroll processing system in a timely manner to reflect all authorized payroll changes.
• Reviews and reconciles payroll reports; investigates and resolves discrepancies.
• Administers child support, garnishments, levies, and student loan deductions in compliance with legal requirements.
• Prepares and transmits ACH files and ensures timely payment of payroll taxes.
• Manages setup, deductions, and repayments for deferred compensation plans and loans.
• Accurately enters retirement codes and changes; submits salary certifications and terminations.
• Correctly locates, tabulates, and accurately compiles statistical data in a timely manner, and generates the edited statistical report as requested.
• Maintains organized and secure payroll records consistent with agency and regulatory standards.
• Successfully completes all assignments to specifications, within specified timeframe and budget as directed and in accordance with agency policies and regulations.
• Responds to employee inquiries regarding pay, deductions, and benefits in a timely and professional manner.
• Attend meetings, conferences and seminars as needed or directed.
• Participates in continuous improvement efforts, identifying opportunities to enhance accuracy and efficiency of payroll processes.
• Performs other related duties as assigned.

POLICY

• Arrives on time for work, limits breaks and lunches to the allotted time, and leaves on time. Uses leave in accordance with General Orders. Communicates and cooperates with management in providing proper notice of leave; patterns and amounts of leave usage (not including legitimate, properly scheduled and approved leave and protected leave).
• Volume of work accomplished is consistent with position requirements and produced within quality tolerance standards.
• Is willing to contribute ideas and actions without being prompted or instructed to do so; is willing to adapt to changes.
• Works with other team members to achieve group goals by contributing ideas in group settings, accepting ideas contributed by others, operating within team rules, participating in team meetings, working with team members to improve job knowledge and skills, putting team goals over personal goals, and supporting team leaders once decisions are made.
• Follows standard office procedures, safety policies and procedures and agency General Orders.
• Maintains good interpersonal relations (the manner in which the employee responds emotionally and verbally) with the public, other employees, and supervisors. This policy also relates to the image the employee projects and includes cleanliness and personal grooming.
• Maintains confidentiality of information learned or acquired as part of the position.

Minimum Qualifications

• High school diploma or equivalent (GED) required.
• Minimum of 3 years of payroll experience for a workforce of 50+ employees.
• Equivalent combinations of education, training, and/or relevant work experience may be considered in lieu of payroll experience.
• Associates degree or higher is preferred.
• FCP or CPP designation desired.
• Experience in automated time and attendance systems is preferred.
• Experience working with One Solution and/or | OnBase preferred.
• Valid Florida driver license required.

Senior Payroll Specialist:

• Meets all the requirements of a Payroll Specialist.
• Must have a minimum of 4 years working as an MCSO Payroll Specialist.
• CPP certification required.
• Microsoft Office Specialist: Excel Expert certification required
• Must have received a rating of Meets Standards or higher on their two most recent annual performance evaluations.
• Demonstrated ability to consistently run MCSO payroll cycles independently, troubleshooting and resolving issues without assistance.