Payroll Processor

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.The Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.Payroll Processor, Fiscal Analyst 2 (In-Training)Permanent, Full TimeThis position reports to the Payroll Supervisor and is responsible for processing and reconciling various payroll duties. This position must analyze and interpret payroll and financial data maintained with both OSOS systems and statewide financial systems.This position exercises independent judgement in determining the appropriate application of rules and regulations (RCW, WAC, SAAM, FLSA, CBA) in the following areas: interfacing with multiple systems; payroll transactions, especially employee time and leave attendance, general accounting and customer service.This position is an in-training position and can be filled at either the Fiscal Analyst 1 or Fiscal Analyst 2 level depending on the applicant's qualifications. Monthly salary ranges for all each level are as follows:• Fiscal Analyst 1: $3,477 - $4,632• Fiscal Analyst 2: $3,811 - $5,117This recruitment may be used to fill multiple positions, and the hiring manager reserves the right to fill this position at any time.Works independently to process payroll transactionsTasks include:• Conducts payroll on-boarding and exit processes; ensures all necessary paperwork is received by the deadlines and that employee receives all required paperwork within the allowable timeframe.• Analyzes, interprets, and processes all payroll related transactions into the state payroll system, using independent judgment to evaluate accuracy, completeness and compliance of each form.• Exercises appropriate action based upon the analysis and interpretation of payroll data.• Analyzes leave slips for accuracy and compliance with state, federal, and office policies; enters into system as necessary.• Analyzes and audits timesheets for accuracy and compliance; works with office staff to correct errors and discrepancies.• Creates, analyzes, and interprets payroll reports such as the monthly cost reports and leave reports.• Maintains and monitors shared leave documents and ensures the compliance of state, federal, and office regulations are met; uses judgement to resolve problems.• Coordinates with payroll supervisor on complex payroll, leave, and benefit issues.• Consults with employees to provide benefit information and forms or directs them to the correct source as needed; responds to payroll, leave, and benefit inquiries.• Educates and guides employees in creating leave plans, applying multi-layer rules – agency, state and federal.• Distributes payroll cost report to division management .• Partners with Human Resources to ensure that employee actions are completed by deadlines and are paid correctly in accordance to all state, federal, and office policies.• Analyzes general ledger transactions and prepares journal vouchers ensuring that expenditures and transfer of funds comply with, state, federal, and office regulations.• Recommends and helps develop department procedures.• Maintains and ensures confidentiality of all payroll, benefit, and leave related information.• Files and maintains payroll records per retention schedules.• Assists in payroll training.Process Accounts Receivable receiptsTasks include:• Posts IAP, credit card and check payments in AR system.• Creates and processes receipt batches into AFRS.• Scans and submits check deposits to the bank.• Verifies and compares transactions and work with division staff to reconcile differences.• Transmits deposit information to the State Treasurer Prepares deposit adjustment batches and verify correct coding in financial systems.MiscellaneousTasks include:• Other duties as assigned.Required Qualifications:• At least 12 semester or 18 quarter hours of college-level accounting; credits can include classes such as math, statistics, and/or any other analytical math or science class. (to be vetted by HR)• One year of experience in financial administration such as processing payroll, preparing deposits, administering accounts payable or receivable, processing purchase orders, making payment on invoices may substitute for education on a year for year basis, except for the accounting credits. Education can substitute for one year of experience.• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.• Ability to use standard spreadsheet software such as Microsoft Excel to create, modify, print and format spreadsheets, work with formulas and functions, use templates, styles, AutoFormats and multiple worksheets.Preferred/Desired Qualifications:• Experience performing simple record-keeping tasks such as posting or totaling numbers or other data in columns or on a computer; or working with numbers requiring detail and accuracy.• Experience performing accounting functions.• Customer service experience providing assistance and resolution to customer regarding inquiries, complaints or problems on the phone or in writing.• Accounting experience working in a Washington State agency fiscal office.Position may be filled at the Fiscal Analyst 1Entry at the Fiscal Analyst 1 level: Incumbent would perform the same duties as identified in the position description form, however under direct/close supervision (most work is reviewed in progress and upon completion) rather than general direction (completed work is reviewed for effectiveness and expected results). The incumbent would meet the qualifications identified below for the Fiscal Analyst 1 level and during the course of the in-training plan, learn the duties and tasks and upon successful completion of the in-training plan perform all duties independently.Required Qualifications:• At least 12 semester or 18 quarter hours of college-level accounting; credits can include classes such as math, statistics, and/or any other analytical math or science class (to be vetted by HR)• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position• Ability to use standard spreadsheet software such as Microsoft Excel to create, modify, print and format spreadsheets, work with formulas and functions, use templates, styles, AutoFormats and multiple worksheetsWorking ConditionsIn this position, the incumbent works primarily in an office setting which may require sitting and/or standing for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM. May need to occasionally work weekends and/or evenings. Infrequent travel is required to local offices. The position works primarily with internal customers, but also interacts with other state agencies. The incumbent of the position requires ability to lift up to 20 lbs. with or without a reasonable accommodation, must be able to communicate effectively and positively with peers and management using language that is appropriate to both the complexity of the topic and the knowledge level of the recipient, and occasionally communicate orally one-on-one or in small groups.How to Apply• Required: To be considered for this position you must attach the following:• Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position• Current resume• Transcripts denoting accounting credits• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, race, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call (360) 819-0934.