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The County of DuPage
Wheaton, Illinois

Job Details for 1607 - Payroll & Benefits Specialist

Job Description

FLSA STATUS:    Non-Exempt    
GRADE:    111    

POSITION SUMMARY
Under general supervision; performs work of moderate difficulty related to the coordination, operation and maintenance of the County’s payroll and benefits functions; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
Employees in this class generally coordinates and administers the County’s payroll process and the County benefits; this including the monitoring of the ERP system; preparing and ordering a variety of reports; verifying and maintaining the payroll personnel; maintain outside vendor systems; providing employee communications regarding changes and events which impact payroll operations and benefit programs; work and is performed under general supervision of the Payroll & Benefits Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

•    Coordinates and completes the bi-weekly payroll process for the County
•    Maintains record-keeping and payroll policies
•    Prepares and executes system required reports
•    Creates personnel/payroll data and tax records within the ERP system
•    Records and balances payroll withholding taxes
•    Verifies and maintains information concerning accruals
•    Ensures and maintains employee and elected official compensation from appropriate documentation (e.g. payroll documents, contracts and resolutions)
•    Reports teacher and judge’s retirement payroll data to appropriate state agencies
•    Trains and instructs employees in proper payroll procedures
•    Maintains and updates annual tax forms related to payroll
•    Administers  employee benefit plans and programs
•    Acts as a liaison with benefit providers and employees
•    Coordinates the annual open enrollment process
•    Maintain up to date records of employee benefit information
•    Participates in benefit orientation for new employees
•    Implements union contract provisions to ensure pay and benefits into the ERP system
•    Reviews and verifies output of work
•    Updates or drafts County payroll and benefit policies for compliance with federal/state regulations, and reporting requirements
•    Resolves payroll and benefit discrepancies
•    Resolves benefit issues with billing and eligibility
•    Responds to inquiries and requests from County employee’s regarding payroll and benefit information and processes
•    Compiles, analyzes, and reconciles (e.g. financial and statistical data) and generates reports
•    Prepares verbal and written communications for a variety of benefit and payroll programs
•    Updates management staff on payroll and benefit related personnel and operational issues (e.g. payroll deadlines, open enrollment, changes to payroll/benefit procedures)
•    Provides back up for all other payroll & benefit staff members
•    Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
•    Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
•     Depending on assignment may maintain required emergency management training, licensure and/or certifications.
•    Performs related duties as required or assigned within job classification.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
•    Payroll, Benefit and Human Resources methods, practices and techniques
•    Human Resources, payroll and benefit terminology and computer applications
•    Record-keeping functions
•    State and Federal employment laws, regulations, pertaining to payroll and benefits
•    Current office practices, procedures and equipment
•    County policies and procedures
•    Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
•    Performing complex and detailed technical work
•    Tracing and locating errors and identifying discrepancies
•    Exercising sound judgment
•    Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
•    Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
•    Write and prepare reports from a payroll system
•    Implement processes which meet all compliance standards for both state and federal laws
•    Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
•    Interpret a variety of instructions furnished in written, oral, diagram, or schedule form
•    Provide customer service
•    Maintain a variety of records and logs
•    Manage projects and multiple priorities simultaneously
•    Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
•    Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
•    Ensure compliance with applicable federal, state, and local laws, rules, and regulations
•    Convey excellent oral and written communication
•    Work effectively under stress
•    Maintain confidentiality

SUPERVISORY RESPONSIBILITIES
None.

EDUCATION and/or EXPERIENCE
Completion of an Associate's degree in Accounting, Business Administration, or a related field and three (3) years of experience in administering payroll or benefits programs; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
None.