What are the responsibilities and job description for the Administrative Assistant - Payroll position at AssuranceSD?
Lori Knapp Choice part of the AssuranceSD family is a Mission-Driven Organization providing administrative services that enable individuals to take ownership of their personal care services, ensuring they receive quality and comprehensive care with minimal disruption. Our mission is to help strengthen communities by enabling individuals to elect and manage their care programs, including how, when, where, and who delivers these services. This allows care recipients to retain their dignity during often challenging times and ensures they receive the most appropriate services for their specific situation. Through facilitating self-directed home and communitybased services, AssuranceSD improves the standard of home care available to aging seniors and individuals with special needs.
General Responsibilities:
The Administrative Assistant II role is responsible for managing, processing, and maintaining all essential employment and payroll information for Self-Directed Services (SDS) employees. Operating in a fast-paced environment, this role serves as a key administrative anchor, handling critical regulatory requests, compliance documentation, and employee lifecycle updates. This role requires a high standard of professional integrity, a collaborative team player, and the ability to efficiently multitask to meet competing deadlines.
Essential Responsibilities:
- Respond directly to incoming phone calls and emails from SDS members and employees; resolve inquiries efficiently using standard policy guidelines.
- Evaluate complex or specialized questions and route them accurately to the correct department or specialist to ensure timely and precise resolutions.
- Wage Attachments & R&D Fees: Promptly process and manage all legal payroll deductions, including wage garnishments, tax levies, and child support requests, ensuring strict adherence to court orders and deadlines. Responsible for the ongoing administration, calculation, and tracking of statutory Receiving and Disbursing (R&D) fees related to these attachments.
- Maintain records and respond to all incoming Social Security paperwork, disability requests, and wage inquiries as required.
- Respond professionally and accurately to external requests for employee verifications (e.g., lending institutions, housing authorities, and state agencies).
- Serve as a point of contact for worker’s compensation questions and concerns; assist with initial incident intake and file management
- Provide direct administrative assistance to the Payroll Department Supervisor, executing tasks, pulling reports, and completing special projects as directed.
- Process SDS member and employee terminations within the system, ensuring final paperwork is completed, systems are updated, and external notifications are sent promptly.
- Provide administrative support and direction for Quality Assurance (QA) initiatives to maintain program integrity and compliance with state regulations.
- Provide friendly, professional backup coverage for the main office receptionist during lunches, breaks, or planned/unplanned absences, greeting visitors and routing phone calls.
- Perform other operational responsibilities and duties as assigned to support the overarching vision, mission, and values of Lori Knapp Choice and AssuranceSD.
- Assist with processing and monitoring Wisconsin Background Information Disclosure (BID) responses and caregiver background checks as needed to support the primary processor during high-volume periods or absences.
- Provide adaptive support and assist with any other operational, administrative, or departmental needs that may arise across the organization where coverage or assistance is required.
AssuranceSD Benefit Package Includes:
- Competitive Pay
- Health insurance with Company Contributions
- HSA
- Holiday Pay
- Paid time off
- Dental insurance
- Vision insurance
- 401(k) with Company match
- Life insurance
- Long- and Short-Term Disability insurance
- Parental leave
- FMLA
Qualifications:
- 2 years of experience in payroll administration, human resources, or a high-volume administrative role (experience with SDS, CLTS, or Medicaid-funded programs is highly preferred).
- High School Diploma or equivalent required; Associate degree in Business Administration, HR, or Finance is a plus.
- Experience with Five9 or similar cloud phone systems is preferred
- Knowledge of payroll compliance, garnishments, employment verification, and confidentiality practices.
- Experience with Microsoft Office (Word, Excel, Outlook) and payroll/database software.
- Knowledge of payroll compliance, garnishments, employment verification, and confidentiality practices
- Ability to work accurately under deadlines while maintaining discretion with confidential information.
- Strong organizational, multitasking, communication, and customer service skills
Equal Employer Opportunity Statement
We are an equal opportunity workplace, committed to equal employment opportunity regardless of race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, genetic information, veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by applicable federal, state, or local law.
Disclaimer:
This job description outlines the general work required to execute core job responsibilities effectively. It is not intended to be a comprehensive inventory of all duties, responsibilities, expectations, and qualifications required of employees assigned to this job. Duties may change, and should be expected to change, at the Company’s discretion, as the business and this role evolves. Nothing herein is intended or establishes a contract of employment or Employment Agreement whatsoever and all employment remains “at will.” The signature below indicates you have read and understood this document, and again, is not intended in any way as an employment agreement or contract.