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Home My WebLink About2.065 PAYROLL SPECIALIST I 20240209PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 2.065 Class Specifications for the Class: PAYROLL SPECIALIST I SR-18, BU-13 Duties Summary: Coordinates, leads, and performs professional payroll processing activities, including generation, reconciliation and recording of the County’s semi-monthly payroll; serves as a resource for the County’s payroll system; and performs other related duties as required. Distinguishing Characteristics: This class is distinguished by its responsibility to perform under technical supervision of a professional fiscal administrator within the Central Payroll section to ensure timely and accurate payment of the County’s payroll obligations. Work assignments range from simple to moderately complex and are generally characterized by clear and specific objectives to be reached by the application of basic methods and techniques of payroll administration and applicable standards, guides, and regulations relative to such areas as payroll law, Fair Labor Standards Act (FLSA), garnishments, levies, and collective bargaining provisions. Primary work processes and tasks follow well-established procedures, and determinations are made by the direct application of specific standards, guides, etc. Work performed and recommendations made are subject to review by the Central Payroll Accountant. Training and additional assignments may be selected to develop the incumbent for eventual advancement to a higher level. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position). • Participates in preparing and processing a variety of legal forms, documents and related materials following established procedures; • Assists the Central Payroll Accountant in processing the County’s payroll from receipt of timesheets through the processing and printing of payroll checks and reports; • Reviews payroll claims for payments to ensure accuracy, completeness and legality of all earnings and deductions; • Reviews and verifies the accuracy of the adjustments and documentations; PART I PAYROLL SPECIALIST I 2 2.065 • Inquires and processes payroll actions from data through database and information systems; • Researches and gathers information, participating in the preparation of detailed procedures, methods, and milestones for payroll projects, such as FLSA, time and attendance, etc.; • Ensures accurate tracking of exceptional pay situations and follows-up as needed to resolve discrepancies; • Files reports and payments to appropriate agencies or financial institutions for retirement, medical, Federal, and State taxes withheld, flexible spending, bank deposits, etc.; • Reviews and reconciles employee pay data due to payroll corrections or retroactive adjustments; • Assists with development, recommendation, and implementation of payroll processing procedures for the County ensuring required actions are made within deadlines; • Performs complex office automation duties required different approaches and methods from one assignment and/or program to another; • Maintains variety of programs on personal computers; • May provide training as necessary to employees on payroll applications; • Keeps abreast of changes in State and Federal laws and collective bargaining provisions that affect payroll processing; • Recommends changes in procedures as needed; • Determines best solution and makes recommendation to supervisor on corrective measures; • Executes office automation functions such as storing and retrieving electronic documents or files, using electronic mail and information systems; • Prepares statistical and operational reports; • Attends and participates in meetings involving payroll processing and related matters; and • Performs other related duties as assigned. PART I PAYROLL SPECIALIST I 3 2.065 Knowledge of: General accounting and payroll practices, preferably in a government setting; practical working knowledge of management information systems; procedures for preparing and processing payroll; applicable Federal and State laws, ordinances, fiscal policies, regulations, and collective bargaining provisions; recordkeeping and report writing; office practices and procedures. Ability to: Understand and interpret regulations, resolutions, contracts and ordinances; understand and reconcile payroll records; maintain confidentiality of sensitive personal information of employees; make and verify arithmetic computations with speed and accuracy; use spreadsheets and other automated tools to conduct payroll data analyses; identify document errors and effect necessary corrections; work under the pressure of recurrent deadlines with frequent interruptions; work in collaboration with other departments/agencies and individuals; follow oral and written instructions; balance, prioritize and organize multiple tasks. This is an amendment to the specification for the class PAYROLL SPECIALIST I, which was approved as PAYROLL SPECIALIST on August 1, 2008, retitled and amended on September 17, 2015, Effective July 1, 2015, amended on December 15, 2021, and is to be substituted for that specification. Approved: February 9, 2024 (date) ANNETTE L. ANDERSON Director of Human Resources Jill Niitani (Feb 9, 2024 10:41 HST) PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 2.065 Minimum Qualification Specifications for the Class: PAYROLL SPECIALIST I SR-18; BU-13 Training and Experience: A combination of education and experience substantially equivalent to graduation from an accredited college or university with a baccalaureate degree in accounting, business administration, or related field; and • one (1) year of specialized work experience. Qualifying Specialized Experience: Professional work experience in payroll processing and payroll pre-auditing and analysis. Non-Qualifying Experience: The following types of experience will not be accepted as the professional experience required for these positions: Experience in positions where the duties did not require full professional knowledge and application of generally accepted accounting principles or auditing standards; and experience as an office manager or owner of business who supervises accountants, auditors or bookkeepers but does not participate in the accounting or auditing work with responsibility for its technical adequacy. Substitutions Allowed: The following may be substituted for education: General professional work experience or education credits can be substituted for up to two (2) years of the Bachelor’s degree such as: A. Full time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an associate’s, bachelor’s, or master’s degree. B. Successful completion of semester credits in a curriculum leading to a degree or diploma at an accredited community college, trades school, college, or university (15 semester credits = 6 months). PART II PAYROLL SPECIALIST I 2 2.065 Specialized professional work experience in accounting, business administration, or a related field or education credits in accounting or a related field can be substituted for up to four (4) years of the bachelor’s degree such as: A. Full time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an associate’s, bachelor’s, or master’s degree. B. Successful completion of semester credits specific to accounting, business administration, or a related field leading to a degree or diploma from an accredited community college, trades school, college, or university (15 semester credits = 6 months). A Master’s degree or PhD in accounting, business administration, or a related field may be substituted for the education requirement. The following may be substituted for experience: A. Successful completion of semester credits specific in accounting, business administration, or a related field leading towards a Bachelor’s/Master’s/PhD degree from an accredited college or university, may be substituted for up to one (1) year of the specialized work experience requirement (15 semester credits = 6 months). B. A Master’s degree in accounting, business administration, or a related field from an accredited college or university may be substituted for one (1) year of the specialized work experience requirement. C. A Doctorate’s degree in accounting, business administration, or a related field from an accredited college or university may be substituted for one (1) year of the specialized work experience requirement. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the human resources staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant’s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that they have the ability to perform the duties of the position for which they are being considered. PART II PAYROLL SPECIALIST I 3 2.065 License Requirement: Possession of the appropriate licenses or certificates as required of the position. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Departments/Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This is an amendment to the specification for the class PAYROLL SPECIALIST I, which was approved as PAYROLL SPECIALIST on August 1, 2008, retitled and amended on September 17, 2015, Effective July 1, 2015, amended on December 15, 2021, and is to be substituted for that specification. Approved: February 9, 2024 (date) ANNETTE L. ANDERSON Director of Human Resources Jill Niitani (Feb 9, 2024 10:41 HST)