Payroll Specialist

Job Description

Job Description

A Career with Purpose

The Office of Juvenile Affairs (OJA) is in search of a Payroll Specialist. This position will process payroll and audit time records to ensure accuracy and compliance with internal controls and regulatory requirements. Those with technical experience in payroll policies and procedures or professional payroll administration are encouraged to apply.

Basic Purpose

The Payroll Specialist is responsible for the accurate and timely processing of payroll for assigned employees within the agency. This position ensures compliance with applicable federal and state laws, regulations, and agency policies while maintaining the integrity of payroll and timekeeping data. The Payroll Specialist works collaboratively with Human Resources, supervisors, and employees to resolve payroll-related issues, administer compensation and leave processes, and support overall payroll operations.

Key Responsibilities 

• Processes biweekly payroll for assigned employees, ensuring accuracy, completeness, and adherence to established deadlines.

• Reviews, audits, and validates employee time records for proper coding, approval, and compliance with agency policy and applicable laws.

• Calculates and processes various types of pay, including regular wages, overtime, shift differential, stipends, retroactive pay, and supplemental payments.

• Audits and processes leave-related transactions, including family and medical leave, shared leave, workers’ compensation, leave without pay, and other applicable leave types.

• Performs payroll adjustments and corrections, including overpayments, underpayments, and prior period discrepancies.

• Reviews, approves, and processes payroll-related documents and transactions, including changes to tax status, voluntary deductions, and other employee-elected payroll items.

• Processes and maintains payroll deductions, including taxes, retirement contributions, insurance premiums, deferred compensation, garnishments, charitable contributions, and other voluntary and involuntary deductions.

• Maintains and updates employee job and payroll data within the HR information system to ensure accuracy and data integrity.

• Enters and validates payroll-related data in the system, including tax updates, deduction changes, and employment status changes.

• Prepares, reviews, and audits payroll reports and records to ensure accuracy and compliance with internal controls and regulatory requirements.

• Assists with final pay processing, including leave payouts and separation-related payments.

• Prepares routine correspondence, forms, and documentation related to payroll and enters required information into the HR information system.

• Maintains confidential employee payroll records and filing systems in compliance with agency policy, records retention requirements, and applicable federal and state laws and regulations.

• Responds to employee and supervisor inquiries regarding payroll, deductions, timekeeping, and leave in a timely and professional manner.

• Provides guidance and training to employees and supervisors on payroll procedures, timekeeping requirements, and leave practices.

• Participates in payroll audits and supports compliance efforts by maintaining accurate documentation and audit trails.

• Assists in developing, documenting, and improving payroll procedures and standard operating practices.

• Supports system updates, testing, and implementation efforts related to payroll and timekeeping systems.

Other Duties

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, confidentiality standards, and the code of ethical behavior. 

• Ability to multi-task and adapt to demanding and changing timelines.

• Ability to maintain a high degree of discretion, integrity and sensitivity to confidentiality and privacy. 

• Ability to work effectively in a team environment while building strong relationships with all levels of staff and effectively collaborating, communicating, respecting, and assisting peers.

Compensation 

Level I:  $54,000

Level II: $59,000

Minimum Qualifications 

Level I - Education and Experience requirements at this level consist of a bachelor’s degree plus one year of professional payroll administration experience; or an equivalent combination of education and experience, substituting one year of professional payroll experience for each year of the required bachelor’s degree. No substitution will be made for the required 1 year of professional payroll administration experience.

Level II - Education and Experience requirements at this level consist of a bachelor’s degree plus two years of professional payroll administration experience; or an equivalent combination of education and experience, substituting one year of professional payroll experience for each year of the required bachelor’s degree. No substitution will be made for the required 2 years of professional payroll administration experience.

Knowledge, Skills, Abilities, and Competencies:

Level I - Knowledge, Skills, and Abilities at this level include knowledge of Microsoft Office Suite. Skills required at this level include time management; record maintenance; and basic payroll management policies and procedures. Abilities required at this level include the ability to work both independently and in a team environment; work accurately; handle confidential matters with tact and discretion; exercise good judgment in analyzing situations and making decisions; interpret and handle routine matters in accordance with agency policy; follow oral and written instructions; establish and maintain an effective working relationship with others; and provide exceptional customer service.

Level II – Knowledge, Skills, and Abilities at this level include knowledge of Microsoft Office Suite. Skills required at this level include time management; record maintenance; and basic payroll management policies and procedures. Abilities required at this level include the ability to work both independently and in a team environment; work accurately; handle confidential matters with tact and discretion; exercise good judgment in analyzing situations and making decisions; interpret and handle routine matters in accordance with agency policy; follow oral and written instructions; establish and maintain an effective working relationship with others; and provide exceptional customer service.

Special Requirements 

• Must be willing to fulfill any job-related travel normally associated with this position and possess a valid Oklahoma driver’s license.

• Must be able to pass OSBI and FBI background check.

• A trial period of 12 months will be required. 

Some positions in this job family are safety sensitive as defined by 63 O.S. § 427.8.

Why You’ll Love It Here!

HOPE. COMPASSION. COMMITMENT. As a Hope-centered agency the Oklahoma Office of Juvenile Affairs (OJA) strives to provide Oklahoma youth and families with the resources and support they need to reach their full potential. Our mission is to collaborate with youth, families, and community partners to create pathways for success through prevention and treatment for all Oklahoma Youth. Check out why we are passionate about juvenile affairs and believe it is the career for you!

Extensive Benefits: We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

• Generous state paid benefit allowance to help cover insurance premiums.

• Comprehensive Health Coverage: A wide choice of health insurance plans with no pre-existing condition exclusions.  

• Flexible Spending Accounts: Options for healthcare and dependent care expenses.  

• Retirement Savings Plan: With a generous company match to help secure your future.  

• 15 days of vacation and 15 days of sick leave the first year for full time employees.

• 11 paid holidays a year.

• Employee Assistance Program: Support when you need it. 

• Longevity Bonuses: For years of dedicated service.  

• Training Opportunities: Continuous learning and development for CEU requirements.  

About Us: Our vision is that all Oklahoma youth and families have the resources and supports they need to reach their full potential. We collaborate with youth, families, and community partners to create pathways for success through prevention and treatment for all Oklahoma youth.

Ready to make a difference? Apply today and help change the lives of Oklahoma’s most at-risk youth!

The State of Oklahoma is an equal opportunity employer

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