POSITION OBJECTIVE AND PURPOSE
This position works under the supervision of the HR Director. The purpose of this position is to assist the HR Director in the daily challenges and workload of the Position. This position is also responsible for the preparation and disbursement of payroll for approximately 125 employees for Redwood County and the corresponding reporting requirements for State and Federal agencies; including quarterly and year-end payroll activities. This position assists with the reconciliation of accounts relating to insurance benefits. This position will also assist the HR Director in all aspects of safety administrative support, including but not limited to safety training, confidential regulatory and personnel record keeping, organizing and maintaining paper and electronic files, postings, safety meeting scheduling, taking and posting safety meeting minutes to HRConnection, and any other safety duties as assigned.
ESSENTIAL FUNCTIONS
HUMAN RESOURCES
- Performs a wide variety of clerical duties including answering phones, directing calls, taking messages, preparing correspondence and other documents, operating office equipment, assisting customers, taking care of incoming/outgoing mail, ordering supplies, and scheduling meeting rooms.
- Maintains accurate employee records both electronically (databases, HRIS, CPU, etc.) and “hard copy” (personnel files, medical files, etc.).
- Assists in the administration of employee benefits: organizes and prepares benefits-related paperwork for new hires and current employees as necessary, assists employees with benefit questions, and distributes and maintains legally required paperwork.
- Assists in the administration of the Wellness Committee activities, and will help lead, and collaborate to help identify employee wellness needs and preferences.
- Assists in the recruitment process for open positions. Includes updating job postings, advertising, distributing/collecting application packets, scheduling interviews, and other related items.
- Assists in conducting orientation for new employees and ensures all necessary paperwork is completed.
- Assists in the tracking and maintenance of performance evaluations.
- Works with the Human Resources Director to update and draft position descriptions.
- Helps maintain policies and procedures under the direction of the Human Resources Director.
- Maintains knowledge of Human Resources related laws and practices as well as office management-related items by attending seminars as requested, reading publications, and doing research when necessary.
- Maintains effective working relationships with employees, other departments, and the public.
- Assists Human Resources and County Administration with special projects and other items as assigned.
- Acts as an Acceptance Agent for the Passport Acceptance Program.
- Will act as a backup to the Administrative Assistant when absent.
- Assist the Human Resource Director with Open Enrollment and maintain HRConnection.
- Assists with the design, editing, and distribution of the County Newsletter.
- May be asked to become a Notary Public to provide Notary Services.
- Performs any other HR work-related duties as assigned by the Supervisor
- Access to Not Public Data – The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbents should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, the incumbent must properly store the not public data according to the provisions of the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13).
PAYROLL
- Responsible for the completion of payroll for all county employees, and maintenance of all master files, schedules, and related information which includes auditing of electronic timekeeping systems for processing.
- Implements changes and calculates adjustments to payroll-related items including salary, cafeteria contribution, benefits, and miscellaneous deductions. Maintains accuracy of all payroll-related functions. Responsible for continual monitoring of system upgrades and changes as it applies to payroll and benefit administration.
- Responsible for keeping a manual tracking system for accruals. Hours taken each pay period will be entered to keep an accurate running total for all accrual banks. Review each employee’s timecard and ensure the time awarded and taken matches the running total from the date of transition. Manually add comp hours earned each payroll prior to the paycheck date.
- Calculate and process payroll, maintain payroll register, manually enter and reconcile payroll journal entries into IFS with the general ledger, employee earnings and attendance records, and all other applicable payroll reporting. Reconcile employee and employer portions of taxes and benefits to a proper reporting agency.
- Calculates and reconciles county and government agency's quarterly and annual reports and forms for a number of programs.
- Prepare various payroll management reports, journal entries, and budget preparation as needed.
- Prepares and updates payroll procedures manual for use with other department employees. Review newsletters and bulletins to keep up to date on reporting requirements, system updates, law changes, benefit changes, etc.
- Responsible for the payment and reconciliation of premiums for employee and retiree benefits, including health, life, dental, and disability. Responsible for the system to ensure correct payments are received from retirees and COBRA participants in benefit programs.
- Responsible for the completion of Verification of Employment forms; workmen’s compensation; garnishments; child support; and other payroll-related reports.
- Performs any other payroll work-related duties as assigned by the Supervisor
SAFETY
- Data entry related to all aspects of Safety.
- Coordination of safety meetings/training sessions.
- Keep updated lists, notify appropriate employees of safety meetings via mailings and/or email, track safety meeting attendance, and take post-meeting minutes.
- Update or create safety booklets, emergency response plans, manuals, and other forms as required. Distribute updates to appropriate parties as determined by the safety department.
- Under the direction of the Human Resource Director, send out regular alerts and update visual safety boards as needed.
- Confidentially assist with worker’s compensation claims and follow-up paperwork and reporting.
- Performs any other safety work-related duties as assigned by the Supervisor.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all duties performed by personnel so classified.
MINIMUM QUALIFICATIONS
EDUCATION
A high school diploma, or equivalent plus one to two years of post-high school training in a variety of related fields such as payroll, accounting, Human Resources, or Business Administration is required.
EXPERIENCE AND SKILLS REQUIRED
Two to three years of recent related office experience involving general clerical, payroll/bookkeeping duties, and Human Resources are required. Experience working in Safety is beneficial. Experience should also include the following skills and abilities:
- General knowledge of modern office practices and procedures.
- Knowledge of generally accepted accounting principles and internal controls.
- The ability to plan, organize, and perform diversified clerical, financial, payroll, and accounting activities.
- The ability to work with a high degree of confidential work and sensitive issues.
- The ability to maintain clerical and financial records and filing systems as defined by the Minnesota Statute regarding records retention and destruction.
- The ability to perform moderately complex numerical calculations accurately and efficiently.
- The ability to interpret moderately complex technological processes and governmental regulations. The ability to operate general office equipment including proven proficiency in common office suite applications on a computer such as Microsoft Word, Excel, PowerPoint, etc.
- The ability to perform in a work environment with diverse tasks and many deadlines.
- Ability to communicate effectively, both verbally and in writing, and have good public relations skills.
- Ability to establish and maintain effective working relationships with others.
- The ability to work in a professional and confidential office environment.
The qualifications listed above are guidelines. Other combinations of education and experience could provide the necessary knowledge, skills, and abilities to perform this job.
Job Type: Full-time
Pay: $23.57 - $33.02 per hour