Job Description:

We look for individuals in our organization who are passionate about our mission and values, and providing excellent customer service.

We value our employees, working closely with them to help them be successful. We value the people we provide services to, ensuring they receive the highest quality of customer service.

Recruitment #: 059-11-25

Closes: December 5, 2025 (Internally) December 10, 2025 (Externally)

Location: Salem

Salary: Starting at $4,609 with excellent benefits. (See below)

Agency Sponsored: Medical/Dental 100% paid for employee and 90-98% for dependents, generous Paid-time off, Public Employee Retirement (PERS), Employee Assistance Plan, Long Term Disability, great culture.

Employee paid: Deferred Compensation, Life Insurance, Short Term Disability, Colonial Life Supplemental Plans, Legal Shield.

Purpose of Job

Meets agency Mission by providing technical payroll processing and support.

Essential Functions

1. Provide accurate paychecks to employees

2. Process payroll taxes and other financial reports

3. Support Lead Fiscal Analyst, Executive Director (Operations), and other managers

4. Facilitate confidence in Accounting Specialist, and therefore the Agency and programs

5. Protect consumers and reduce Agency risk

6. Provide excellent customer service in a professional manner

1. Provide accurate paychecks to employees

• Review employee timesheets for accuracy and compliance

• Enter TED information accurately and timely

• Process and monitor employee benefit deductions, including PERS/EDX entry/processing/reporting

• Process W-4, annual W-2, direct deposit and other pay related forms/processes

• Process and monitor wage garnishment and child support orders

• Process pay changes as notified

• Work closely with HR in identifying, processing and providing review of changes

• Respond to employee wage and pay questions, concerns and research

• Transfer payroll, process and distribute paychecks

• Monitor payroll advances.

  
  

2. Process payroll taxes and other financial reports

• Maintain master payroll records, data entry and reports for taxes

• Electronic transfer of taxes

• Prepare and file financial reports, including 5500, AATRIX, 941, New Hire Report, Worker’s Comp Audit, Multiple Worksites, Bureau of Labor and Statistics, Voya reporting, etc.

• Process address changes to appropriate external entities

• Reconcile billing with CIS and Life Map

• Work with Accounting Specialist – General and HR to reconcile benefit and deduction payments

• Prepare general reports for managers and others in the Agency

  
  

3. Support lead Fiscal Analyst, Executive Director (Operations), and other managers

• Assist with general payroll research, such as unemployment reconciliation, reviewing past practices, employee pay history, etc.

• Prepare annual audit and audit comparison schedules as requested

• Review files and reports to confirm adequate supporting documentation

  
  

4. Facilitate confidence in Accounting Specialist, and therefore the Agency and programs

• Embrace and exhibit the Agency Mission and Core Values

• Provide excellent customer service

• Meet the needs of internal and external customers by following through, meeting deadlines, and interacting with others in a respectful and culturally appropriate manner

• Maintain the skills and knowledge necessary to effectively perform duties

• Provide suggestions for improvement

• Be aware of Agency programs and services

5. Protect consumers and reduce Agency risk

• Follow policies, regulations and requirements of the program and Agency

• Provide documentation as set forth by Federal, State, funding regulations and Agency policy

• Confirm evidence of accurate and appropriate supporting fiscal documentation

• Serve as Mandatory Reporter of suspected abuse of vulnerable populations according to and as required by policy regulations

• Maintain and share information according to privacy regulations

6. Provide excellent customer service in a professional manner

• Apply the required knowledge and skills

• Exhibit sound decision making and problem solving

• Meet quality standards in accuracy and timeliness

• Follow policies and procedures

• Work independently, but seek and offer assistance as needed

• Exhibit the technology skills related to the required work (word processing, spreadsheets, database, internet research, mail, email and IM communications, electronic scheduling, phones, and copiers

• Exhibit a positive attitude towards consumers, co-workers, supervisors, and other constituents

Supervisory Responsibilities

None

Experience and Skills:

Qualifications

Any equivalent combination of education and experience which demonstrates the knowledge, skills, and abilities required to perform the job will be considered; however, the following is preferred:

• Completion of two years of college or business school training in bookkeeping or accounting, including payroll
• Four years of responsible experience in processing payroll, including some time in a similar size organization
• Ability to secure and maintain a driver’s license valid in the state of Oregon, or an acceptable alternative means of transportation
• Successful completion of a background check

Job-Specific Skills

• Considerable knowledge of general and public sector payroll practices and principles

• Strong mathematical and analytical skills

• Ability to identify, track and correct errors

• Strong experience with payroll processing software

• Ability to understand and apply general policies

• Intermediate excel or similar spreadsheet skills

• Knowledge of payroll tax requirements and reporting

• Ability to learn specialized reporting programs such as PERS/EDX, etc.

• Knowledge of documentation requirements

• Ability to audit, in relation to payroll

• Knowledge of rules around mandatory reporting

General Skills

• Good interpersonal skills

• Ability to interact with others in respectful and culturally appropriate ways

• Ability to work effectively with a wide variety of individuals and small groups

• Oral presentation skills

• Exhibit good judgment

• Speak, read, write and understand English

• Ability to follow verbal and written instruction.

Other Requirements

The successful applicant must have the following skills, including the ability to:

• Support the agency’s mission, ethics, and values

• Secure and maintain a valid driver’s license in the state of Oregon, or an acceptable alternative means of transportation

• Commit to regular attendance as it is required to meet the demands of this job

• Pass a criminal background check successfully

• Maintain and share information according to privacy regulations

• Serves as a mandatory reporter of suspected abuse of vulnerable populations as required by policy and regulation

• Complete necessary work as assigned

Work Environment/Physical Demands

This job is performed primarily in the office with little public contact.

Office work will be conducted using general office equipment and includes substantial sitting. Work is performed primarily in a cubicle/office environment with typical office noise and interruptions. The position will require occasional travel within the five county service area for meetings or interaction with vendors, etc. Travel requires the employee to drive an agency or employee car, use a laptop computer, and use audio-visual equipment.

The essential outcomes require the employee to:

• Regularly sit, talk, hear, and use a computer
• Use frequent, repetitive hand motions
• Handle or feel, stand, walk, reach, bend, and lift up to 35 pounds

Contact with the public in home or office environments may risk exposure to irrational/hostile behavior, contagious diseases, or contact with domestic animals.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Classification: Accounting Specialist - Payroll

Position Number: 59

Salary Range: UN20

FLSA Status: Non-Exempt

Unit: Administration

Location: Salem

Reports to: Budget & Fiscal Services Manager

Union Status: Unrepresented

Last revision: November, 2025

This job description is a general guide for the job to be performed and does not cover everything. Employees may be required to perform other duties, including covering for, and in, other offices. Employees are expected to follow and perform other job-related duties requested by their manager.