Payroll Specialist

Posting number: 10022

Department: IMPD-Admin

Job classification: Payroll-Overtime Specialist

Posting type: Open

Categories: Clerical & Data Entry, Accounting and Finance

Summary

Position responsible for maintaining and processing payroll and overtime records for employees of the Indianapolis Police Department. Work is of more than ordinary difficulty and complexity and is performed under general supervision, matters dealt with may change, but are governed by law, or established practices and procedures; incumbent is expected to make decisions where some variations occur; errors will cause liability by the Department and/or expense.

Agency Summary

We are dedicated to upholding the highest professional standards while serving the community in which we work and live. We are committed to the enforcement of laws to protect life and property, while also respecting individual rights, human dignity, and community values. We are committed to creating and maintaining active police/community partnerships and assisting citizens in identifying and solving problems to improve the quality of life in their neighborhoods. The agency can do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the constituents of Indianapolis and Marion County.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Examples of duties

• Maintains employee records of overtime worked and taken; updates employee status records for accurate calculations of overtime to be paid; maintains records for specific periods of time as required by law, City policies and Departmental policies; purges files periodically; prepares purged overtime records for microfilm by identifying individual's records and maintaining check sheets to compare upon receipt
• Calculates premium overtime payments for employees; monitors 28 day sworn pay periods to maintain accurate records of overtime usage and premium overtime payments; checks timecards against leave slips received to identify actual compensation required
• Designs and processes computer programs for overtime records for Department; develops special programs to generate reports designed to produce requested data; monitors same to ensure accurate compensation of overtime; ensures computer programs are in line with Fair Labor Standards Act; monitors misuse of overtime
• Prepares statistical, complex, and routine overtime reports on weekly, monthly, quarterly, and annual basis, as required by law, City and Departmental policies; submits same to supervisor for review and/or approval; maintains library of overtime reports for comparison and continued monitoring of overtime usage
• Distributes and monitors court time and travel time payment vouchers in compliance with Departmental policy; collates overtime, court time, and travel time payment vouchers and calculates same on submitted for payment; posts overtime payments on warrant register; prepares monthly statistical report on paid overtime/court time; monitors payments of overtime, court time, and travel time; advises supervisor of overtime, court time, and travel time usage for budget control purposes
• Responds to employee inquiries reference overtime records; assists employees by verifying records of overtime worked and premium overtime to be paid; ensures prior approval of overtime to be paid at premium time; notifies officers of discrepancies in records, or lack of authorized signatures; refers excessive overtime problems to supervisor for follow-up
• Receives shift differential vouchers; calculates shift differential totals to be paid; posts shift differential payments on warrant register; prepares monthly shift differential report and submits to supervisor
• Responds to employee inquiries reference overtime, court time, travel time, or payroll; provides information or routes telephone calls to appropriate personnel
• Assists in preparation of bi-weekly payroll records; proofreads records to ensure accuracy; assists in processing timecards for sworn employees at end of 28 day pay period and civilian employees on bi-weekly basis; assists in distribution of payroll checks
• Prepares and types inter-departmental memos and routine correspondence as directed; checks punctuation, grammar, and spelling to ensure accuracy; types personnel change forms reference payroll information as directed
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time

Qualifications

High School education or equivalent and two (2) years related experience/education (accounting, payroll, bookkeeping, record keeping, etc.). Requires attention to detail, ability to maintain accurate overtime records, and knowledge of records maintenance and basic mathematical concepts. Strict confidentiality and effective communication, computer operation and customer service skills are required. Knowledge of Civilian Employees Administrative Policies and Procedures Manual; functions of City agencies; Departmental structure and functions; Fair Labor Standards Act; records system maintenance; basic bookkeeping; standard office practices; standard operating procedures relating to Departmental correspondence; proper telephone etiquette. Must be able to apply principles to solve practical problems; apply basic mathematical concepts; handle routine public and Departmental contacts; explain procedures and regulations; communicate effectively, both orally and in writing compose and type financial reports and correspondence; spell; file alphabetically and numerically, and operate calculator and personal computer.

If your qualifications meet the requirements of the posted position, your application will be referred to the hiring agency. Once the agency receives your application, all further communication during the interview and selection process will be handled directly BY THE AGENCY. It is IMPERATIVE that you record the contact information of the individual who is scheduling your interview. City-County HR will not have access to this information, is not involved in the interview or selection process, and can only confirm whether an application has been referred. After selection of the successful candidate, an official offer of employment will be made by HR.

Supplemental information

Work is conducted in a standard office, field setting, and business (pawn shop) environments with some exposure to extreme weather conditions. Position is on a fixed shift with fixed days off, but duties may require overtime and schedule adjustments.

Physical Conditions

1. Sitting at a desk the majority of the day
2. Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10) pounds
3. Tasks may involve extended periods of time at keyboard or workstation
4. Tasks require the ability to perceive and hear sounds and see visual cues or signals
5. Tasks require the ability to communicate orally