What are the responsibilities and job description for the Admin Support Specialist - Fiscal position at City of Appleton Wisconsin?
JOB REQUIREMENTS: ESSENTIAL JOB FUCTIONS Oversees department-wide
payroll activities for all staff, ensuring timely, accurate, and
confidential processing, and resolving sensitive payroll issues and
disputes with discretion. Reviews biweekly payroll, verifying overtime,
compensatory time, sick leave, vacation, holiday, and unpaid time in
compliance with Fair Labor Standards Act (FLSA) guidelines. Serves as a
confidential resource to management and staff regarding payroll
procedures, timekeeping practices, and policy interpretation. Responds
to internal and external payroll inquiries involving sensitive employee
and financial information in a professional and discreet manner. Enters,
audits, and maintains overtime and payroll data within the payroll
system, ensuring data integrity and confidentiality. Monitors leaves of
absence to ensure accurate and compliant payroll reporting. Completes
payroll processing and confidentially communicates changes or
corrections to employees and management. Coordinates employee additions,
deletions, and changes within payroll pay groups. Reconciles internal
payroll records with Human Resources leave data and resolves
discrepancies, elevating issues to management as necessary. Reviews FLSA
compliance reports, requests clarification from employees regarding
payroll or overtime data, and initiates payouts when required. Prepares
and submits confidential sick leave reports and other payroll
documentation for departmental reporting. Creates, maintains, and
safeguards accurate Excel spreadsheets related to payroll, leave
balances, and compensatory time. Maintains confidential personnel
records related to position changes, new hires, and employee
separations. Prepares year-end payroll activities, including comp time
balances, vacation carryover, PTO payouts, and other sensitive payroll
reconciliations. Processes accounts payable and performs other
bookkeeping and accounting functions involving confidential financial
data. Monitors service contracts and supports management with
administrative tracking and documentation. Prepares confidential and
non-confidential reports for municipal, state, and federal partners.
Records official minutes and notes as Secretary of the Fox Cities
Transit Commission, exercising discretion with sensitive discussions and
decisions. Types, edits, and formats a wide variety of correspondence,
reports, and administrative documents for management. Provides
high-level administrative assistance on complex and sensitive projects
assigned by management. Maintains a moderately complex filing and
records management system, ensuring confidentiality and compliance with
record retention requirements. Maintains regular attendance and works
overtime or extended hours as required to support payroll and management
Need Other Job Functions Occasionally Provides Customer Service Window
coverage and answers phones, routing calls with professionalism and
discretion. Provides confidential administrative support to Department
Administration staff as needed. Serves as backup to the Enterprise
Account Manager during absences, handling sensitive administrative and
Fiscal Responsibilities. Performs Other Related Duties As Assigned.
\*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: Considerable experience
in responsible clerical or administrative work; an associate degree in
Accounting, Administrative Assistant studies, or a related field; or an
equivalent combination of education, training, and experience that
demonstrates the following knowledge, abilities, and skills: Advanced
proficiency in Microsoft Office Suite, particularly Excel and Word.
Considerable knowledge of business English, spelling, and arithmetic.
Demonstrated ability to handle confidential and sensitive information
with discretion and professionalism. Ability to support management
through independent problem-solving, sound judgment, and administrative
expertise. Ability to work ffectively both independently and as part of
a team in a fast-paced environment. Ability to plan, prioritize, and
schedule work to meet deadlines and operational demands. Ability to
interpret contracts, policies, and regulations. Ability to understand
and carry out moderately complex oral and written instructions. Ability
to establish and maintain effective working relationships with
employees, management, and external partners. Ability to maintain
detailed records, compile complex data, and prepare accurate and timely
reports. Ability to coordinate multiple projects simultaneously. Ability
to sustain prolonged visual concentration. \*\*\*\*\* APPLICATION
INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/appletonwi
payroll activities for all staff, ensuring timely, accurate, and
confidential processing, and resolving sensitive payroll issues and
disputes with discretion. Reviews biweekly payroll, verifying overtime,
compensatory time, sick leave, vacation, holiday, and unpaid time in
compliance with Fair Labor Standards Act (FLSA) guidelines. Serves as a
confidential resource to management and staff regarding payroll
procedures, timekeeping practices, and policy interpretation. Responds
to internal and external payroll inquiries involving sensitive employee
and financial information in a professional and discreet manner. Enters,
audits, and maintains overtime and payroll data within the payroll
system, ensuring data integrity and confidentiality. Monitors leaves of
absence to ensure accurate and compliant payroll reporting. Completes
payroll processing and confidentially communicates changes or
corrections to employees and management. Coordinates employee additions,
deletions, and changes within payroll pay groups. Reconciles internal
payroll records with Human Resources leave data and resolves
discrepancies, elevating issues to management as necessary. Reviews FLSA
compliance reports, requests clarification from employees regarding
payroll or overtime data, and initiates payouts when required. Prepares
and submits confidential sick leave reports and other payroll
documentation for departmental reporting. Creates, maintains, and
safeguards accurate Excel spreadsheets related to payroll, leave
balances, and compensatory time. Maintains confidential personnel
records related to position changes, new hires, and employee
separations. Prepares year-end payroll activities, including comp time
balances, vacation carryover, PTO payouts, and other sensitive payroll
reconciliations. Processes accounts payable and performs other
bookkeeping and accounting functions involving confidential financial
data. Monitors service contracts and supports management with
administrative tracking and documentation. Prepares confidential and
non-confidential reports for municipal, state, and federal partners.
Records official minutes and notes as Secretary of the Fox Cities
Transit Commission, exercising discretion with sensitive discussions and
decisions. Types, edits, and formats a wide variety of correspondence,
reports, and administrative documents for management. Provides
high-level administrative assistance on complex and sensitive projects
assigned by management. Maintains a moderately complex filing and
records management system, ensuring confidentiality and compliance with
record retention requirements. Maintains regular attendance and works
overtime or extended hours as required to support payroll and management
Need Other Job Functions Occasionally Provides Customer Service Window
coverage and answers phones, routing calls with professionalism and
discretion. Provides confidential administrative support to Department
Administration staff as needed. Serves as backup to the Enterprise
Account Manager during absences, handling sensitive administrative and
Fiscal Responsibilities. Performs Other Related Duties As Assigned.
\*\*\*\*\* OTHER EXPERIENCE AND QUALIFICATIONS: Considerable experience
in responsible clerical or administrative work; an associate degree in
Accounting, Administrative Assistant studies, or a related field; or an
equivalent combination of education, training, and experience that
demonstrates the following knowledge, abilities, and skills: Advanced
proficiency in Microsoft Office Suite, particularly Excel and Word.
Considerable knowledge of business English, spelling, and arithmetic.
Demonstrated ability to handle confidential and sensitive information
with discretion and professionalism. Ability to support management
through independent problem-solving, sound judgment, and administrative
expertise. Ability to work ffectively both independently and as part of
a team in a fast-paced environment. Ability to plan, prioritize, and
schedule work to meet deadlines and operational demands. Ability to
interpret contracts, policies, and regulations. Ability to understand
and carry out moderately complex oral and written instructions. Ability
to establish and maintain effective working relationships with
employees, management, and external partners. Ability to maintain
detailed records, compile complex data, and prepare accurate and timely
reports. Ability to coordinate multiple projects simultaneously. Ability
to sustain prolonged visual concentration. \*\*\*\*\* APPLICATION
INSTRUCTIONS: Apply Online:
https://www.governmentjobs.com/careers/appletonwi