Administrative Assistant – Payroll Support – Health and Human Services Job Vacancy in Marion County, OR Salem, OR – Latest Jobs in Salem, OR

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Company Name : Marion County, OR
Location : Salem, OR
Position : Administrative Assistant – Payroll Support – Health and Human Services

Job Description : Marion County Health & Human Services is seeking a full-time Administrative Assistant to join our team! The successful candidate will work closely with employees and supervisors to ensure that our department’s employees are paid accurately and on time, while also serving as a member of our management support team that assists with recruitment, hiring, onboarding, and other various personnel items.The ideal candidate will have proven experience in a liaison and/or coordinating role. They will also possess exceptional organizational skills, the ability to stay on track while experiencing frequent interruptions, attention to detail, interpersonal communication skills, and the ability to deliver excellent customer service. This position does not have a role in calculating withholdings or any other payroll deductions, the primary payroll duty is time sheet data entry, auditing, and processing corrections.If you have experience in a liaison and/or coordinating role and are interested in learning the basics of payroll, this may be the perfect opportunity for you!*GENERAL STATEMENT OF DUTIES*Perform technical and/or administrative assignments of a department or agency-wide scope. This classification encompasses positions in large, multi-program, and division departments, in which the position devotes the majority of time as a liaison with Finance and Human Resources, managing time reporting and accounting for a variety of shift work.SUPERVISION RECEIVEDWork under the general supervision of a manager or supervisor who assigns work, establishes goals, and reviews the results obtained for overall effectiveness through the analysis of performance, reports and conferences.SUPERVISION EXERCISEDMay provide lead direction to employees performing clerical support duties.Typical Duties – Duties include, but are not limited to the followingPrimary duties for the management of time sheet processing for a large department with multiple labor contracts, diverse services, and multiple work schedules.Communicates with Human Resources & Payroll Teams regarding payroll issues and stays current with system issues.Responsible for ensuring the integrity of time accounting is kept in compliance with County policy, Health & Human Services policy, multiple labor contracts, labor laws, and the County Personnel Rules.Enters time sheet data into payroll system (RAMS).Performs audits of time sheets.Works with employees to correct time sheets for time accounting errors.Processes retroactive adjustments for payroll entry discrepancies.Scans time sheets and supporting time accounting documentation.Completes bi-weekly payroll audits.Provides bi-weekly reports to management, i.e., Leave Without Pay (LWOP), Leave Balances, Over Time (OT), temporary employee hours.Provides payroll related reports and documents required for external and internal audits.Picks up bi-weekly paychecks, statement of earnings (SOE’s) and accounts payable checks from Central Finance.Operates a motor vehicle in the performance of duties; maintains a current Oregon Driver’s License and an acceptable driving record.Distributes bi-weekly pay checks and/or Statement of Earnings.Processes final pay time sheets and arranges for delivery of final paycheck.Provides time sheet and processing training to staff, Department Payroll Designees and Supervisors.Assists employees with time accounting for extended leaves of absence, training, and travel.Understands basic Family Medical Leave laws and ensures leave time used is in compliance with Marion County Protected Leave policy and bargaining agreements.Compose correspondence requiring a high degree of initiative and judgement in communicating with the public, contractors, and other county departments.Ensures that rotation plans (schedules) are in accordance with policies, contracts and labor laws and reflect current FTE.Works with the other Administrative Assistants in the department as part of the team that assists department managers with recruitment, hiring, onboarding, and other various personnel support tasks.Other job duties as assigned by your supervisor.Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.Requirements for the PositionEXPERIENCE AND TRAINING*Graduation from high school, or equivalent; ANDFour years of progressively responsible experience in an office environment in a liaison or coordinating role; ORAny satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.SPECIAL REQUIREMENTSMust possess a current driver’s license in the applicant’s state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).This position is represented by a union.This is a full-time position, which is eligible for overtime.Typical Work Schedule: Monday through Friday, 8:00 am – 5:00 pm, with flexibility depending upon department and program needs.PREFERENCESSupplemental course work in business administration, accounting, computer programs or a closely related field.KNOWLEDGE, SKILLS, AND ABILITIESConsiderable knowledge of administrative procedures and the ability to apply those principles; office equipment, computer equipment and programs, and demonstrated skill in their use; office record keeping procedures and accounting principles; laws and regulations as they pertain to the position.Ability to effectively coordinate the work of support positions; communicate effectively in both verbal and written form; maintain effective working relationships with coworkers, administrative employees from a variety of agencies, and the public.PHYSICAL REQUIREMENTSSits; stands; operates a motor vehicle; moves about the work area; reaches overhead; lifts up to 5 lbs.; pushes, pulls, and moving carts weighing up to 5 lbs.; carries items up to 5 lbs. for up to 100 feet; operates a keyboard; speaks clearly and audibly; reads a 12 pt. font; hears a normal speech level; distinguishes colors and shades; may have exposure to office chemicals such as toner for copiers and fax machines; may have exposure to heat, cold, dust, wet and uneven area, and noise.Job Type: Full-timePay: $21.71 – $29.09 per hour

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