Payroll Assistant

POSITION PURPOSE:

Process pay checks on a bi-weekly basis by interfacing and validating data from Trapeze into ADP for van, flex and streetcar conductors. Knowledge and understanding of ATU and Teamsters bargaining contracts as well as the non-bargaining employee handbook to ensure accuracy of pay hours. Working in the ADP system in order to assist employees and supervisors with any concerns regarding pay time. Responsible to complete verification of employment forms, child support, student loans, social security, IRS levy's and etc.

ESSENTIAL JOB FUNCTIONS:

• Prepare and audit interface Trapeze file for streetcar, flex vans and HART Plus payroll.

• Audit the operators Trapeze interface file using extra board assignment, status board of absenteeism and mark-up to ensure accuracy of pay time. This includes verifying the compliance with the union contract.

• Audit NB and Teamsters for any missed punches/corrections needed.

• Validate five weekly time detail reports for all three group. (Teamsters, Customer Service, Maintenance, NB and operators.

• Calculates back pay for retro raises.

• Send supervisors a list of any employees that have not been approved by Hart's Monday 10am approval deadline. Monitor the list throughout the day to make sure all employees have been approved.

• Manually calculate and enter Extra Board Operators extra board minimum pay hours.

• Delete/adjust and reset employee leave balances based on accrual disqualification criteria stated in the contracts and employee handbook.

• Enter as directed by HR, any employee deduction/benefit adjustments in ADP.

• Provide a report of employee work hours to HR as requested for UNUM and FMLA.

• Interact with ADP to address/resolve any ongoing or current payroll issues.

• Maintain deduction files including filing new deduction authorizations and periodically pulling ex-employee files to be placed in storage.

• Assist Supervisors and Managers with any ADP issues or guidance needed.

• Assist in reviewing final payroll register.

• Complete and meet deadlines for Public Records request.

• Sort physical paychecks by department and send to multiple locations for distribution.

• Respond to employee's inquiries regarding their paychecks, leave balances, deductions, and other payroll related matters.

• Enter miscellaneous payroll corrections and changes in ADP.

• Prepares and process manual checks as requested by Payroll Manager.

• Completes verifications of employment.

• Completes child support forms, student loans and IRS levy's.

• Crosstrain to assume responsibilities of the Payroll Clerk during absences.

MARGINAL FUNCTIONS:

• Performs other work-related duties as assigned.

REQUIREMENTS:

Education and Experience:

• High School graduate or G.E.D. certificate.

• Two years of related office experience.

• One year of ADP experience preferred

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes.

Licenses/Certifications:

• Valid Florida Driver's License or be able to obtain one within in 10 days of hire or moving to the State of Florida.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

• Ability to determine own approach for completing work, given general guidelines.

• Ability to perform specific clerical tasks. Some of the typical responsibilities may include copying, maintaining files, or entering data. May sometimes include responsibilities that require some specialized knowledge of clerical tasks including gathering, formatting, or visually analyzing data and information.

• Ability to work in a responsive environment where co-workers or citizens present problems for resolution; responsible for determining the problem and creating an individual solution for the issue.

• Ability to work alone; may be required to interact with as many as ten co-workers, at times.

• Ability to interact positively with a variety of personalities internally and externally.

• Excellent command of the English language.

• Ability to work under stress and interruptions.

• Ability to accurately memorize and retain details.

• Ability to maintain strict confidentiality.

• Ability to read and interpret documents.

• Ability to perform calculations with accuracy.

• Ability to work in a timely fashion on multiple concurrent tasks with frequent interruptions.

• Ability to meet attendance and punctuality requirements.

• Ability to be a flexible, effective team player.

• Ability to follow established safety and security procedures.

Knowledge of:

• Basic payroll functions.

• Standard office practices, procedures and equipment.

Physical Demands/Work Environment:

• Work is performed in a standard office environment.

• Ability to hear, see, speak, and perceive color, depth and texture.

• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.

• May be exposed to potentially intimidating and/or unreceptive members of the public; may occasionally be exposed to dangerous machinery, extreme weather conditions, extreme noise and physical harm.

It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors and fellow co-workers. HART employees are also responsible for:

• Adhering to stated policies and procedures relating to health and safety, security, and quality management.

• Recognizing and reporting all accidents and hazardous conditions.

• Assisting in the development of workplace safety procdures for their respective departments.

• Promoting workplace safety procedures within their department.

• Adhering to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may perform other duties as assigned.

The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

EEO Compliance: HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status or other status protected by Federal or State law.

ADA Compliance: Reasonable accommodations are available to persons with disabilities during the application process and/or interview process in accordance with the Americans with Disabilities Act.