Payroll Assistant

NOTICE OF LIMITED APPLICATIONS 

This posting is limited to the first 75 applications received. When that number is reached the posting will be automatically removed.

Career Opportunity

The city of Las Vegas invites applications for Payroll Assistant. This position prepares, files and maintains department payroll process. Verifies information on electronic time and attendance and payroll systems to ensure proper coding of time according to appropriate union contracts and administrative policies. Reconciles leave time with approvals. Answers employee questions as well as those of department's supervisors and managers.

Distinguishing Characteristics

This is the entry level class in the payroll series. It is distinguished from the Payroll Specialist by the performance of payroll processing at the department level. It is not assigned the full range of payroll duties, but is limited generally to time and attendance, personnel actions and acting pay. Employees must be knowledgeable of assigned department's policies and procedures and any collective bargaining agreements unique to the department and work with a fair amount of independence within its own work unit or on its own.

Supervision Received and Exercised

Receives general supervision from supervisory and management staff.

Examination Process

A civil service examination will be conducted in accordance with the Civil Service Rules of the city of Las Vegas. The supplemental questions are the examination. Falsification of information may result in disqualification from a recruitment or removal from a city position. Additional information will not be accepted after the closing date. The supplemental questions are weighted 100% for placement on an eligible list, and must be worked on individually by the applicant only. The supplemental questions of all qualified applicants will be reviewed for placement on an eligible list.

 
Eligible List
Selection Process 
Final candidate selection will include list placement and may include hiring interview (if applicable). Any individual offered employment will be required to pass a pre-employment drug test, complete background check, and may be required to demonstrate the ability to perform the physical requirements of the job. Some positions may require preliminary background checks. The purpose of this recruitment is to establish an eligible list for current and/ or future openings which may include part-time or full-time positions. 

Essential Functions

1. Audits time and attendance information against approved leave forms; verifies time and attendance information before releasing to Payroll.
2. Ensures timecard and payroll information is accurate and complete, has the proper authorization, and complies with applicable collective bargaining agreements and/or policies and procedures.
3. Monitors changes in employment and staffing such as new hires, promotions, vacancies and seniority; updates personnel information as necessary.
4. Advises supervisors and managers of best dates for employee transfers, special work assignments, and promotions, especially where scheduling is complex, such as the Fire and Rescue and Public Safety departments.
5. Prepares departmental staffing, personnel or finance information and requests as directed.
6. Discusses problems with Payroll staff and participates in determining solutions;
7. Corresponds with Payroll Specialists to resolve payroll corrections; follows up on unresolved issues as needed.
8. Corresponds with Risk Management staff and department management in relation to worker's compensation paperwork and transitional work assignments, specifically for large departments such as Fire and Rescue.
9. Responds to questions and requests regarding staffing, payroll and personnel information, policies and procedures; resolves inquiries, complaints, and errors from start through resolution in an efficient and timely manner.
10. Serves as a liaison for the department with other city departments, the public and outside agencies.  Represents the division in various committees and work groups. 
11. Maintains, prepares and distributes statistics and reports with payroll, staffing, personnel, leave usage and related information.
12. Maintains a variety of automated and manual logs, records and files; processes, prepares and completes various forms; performs a variety of record keeping, filing, indexing and other general clerical work to include record retention; orders supplies and forms as needed.
13. Performs basic clerical, personnel and accounting duties to meet department needs.

Marginal Functions

1. Processes various transactions including verifying the amount of payment and identify of payment recipient, and researching any funds owed to the city.
2. Provides basic and back-up administrative support as needed.
3. Performs related duties and responsibilities as required.

Experience

Three years of increasingly responsible clerical experience, including one year of general bookkeeping, accounting or payroll experience.  Experience with Oracle HR/Payroll and Kronos Telestaff (or other rostering system) is preferred.  Experience in a large company, government entity, or public safety agency is desirable.

Training

Equivalent to graduation from high school.  College-level course work in bookkeeping, accounting or payroll processing is desirable.

Special Requirement
Employees are required to work identified weekends and/or holidays in order to meet City Finance payroll processing deadlines.

Knowledge of
 
Operations, services, and activities of automated staffing schedules and payroll systems.
Applicable bargaining unit contracts and city policies and procedures and the typical provisions applying to pay and personnel actions.
Principles, methods, and procedures of data collection, entry, and retention.
Modern office methods, procedures and computer equipment.
Personal computer operations and common office software including word processing, spreadsheet, email and other related applications at an advanced level.
Mathematical principles.
Principles and techniques of customer service.
Basic principles and practices of fiscal record keeping.
Clerical bookkeeping and accounting methods and techniques.
English usage, spelling, grammar and punctuation.
 
Skills in
 
Understanding collective bargaining agreements used by the department, if applicable, and the city.
Learning specialized time and attendance system(s) used by the department, if applicable, and the city.
Learning terminology and procedures to communicate with Human Resources for personnel actions.
Learning, explaining, and ensure compliance with department and city policies and procedures.
Understanding and following oral and written instructions.
Establishing and maintaining effective working relationships with those contacted in the course of work.
Communicating clearly and concisely, both orally and in writing.
Researching problems with assigned functions and duties, communicating details to applicable staff and resolving problems independently.
Operating a variety of computerized equipment including various software programs.
Performing competently in the use of spreadsheet, email and other pertinent software applications.
Coordinating the daily operations of assigned functions.
Meeting strict deadlines.
Performing clerical work, as assigned.

Competencies

Core Workforce Competencies

Professionalism... Demonstrates core values by being honest, respectful and positive.

Effective Communication... Expresses verbal and written thought in a clear and understandable manner.

Customer Focus... Demonstrates genuine concern and satisfies external and/or internal customers based on the CLV core purpose and values.

Adaptability... Able to effectively modify behavior to suit changing workforce demands.

Problem Solving... Solves problems by considering all causes, solutions and outcomes.

Productive Partnerships... Develops, maintains and strengthens partnerships with others.

Technical and Safety Expertise... Possesses a depth of knowledge, skill and ability in a technical (job) area.