Payroll Timekeeper/ Administrative Assistant Iii

Cook County

Sheriff

Job Code:       0048

Job Title:         Payroll Timekeeper /Administrative Assistant III

Salary Grade: 16

Department:   Department of Fiscal Administration

Characteristics of the Position

General Overview

Provides logistic clerical support to The Department of Fiscal Administration, Payroll Division and staff by exercising basic skills and specific but not highly specialized knowledge according to prescribed payroll and timekeeping methods; requires limited discretion or deviation from set methods and procedures; operates, where required, various office equipment including but not limited to computers and applicable software, calculator, photocopier, etc., for purposes of capturing, transcribing, and processing payroll and timekeeping information; interacts with staff, patrons, clients, visitors, other offices and agencies to exchange information, maintain files, records and supplies, and to expedite and facilitate business transactions of a clerical nature consistent with clearly established guidelines and maintaining the confidentiality of employee personal information.

Key Responsibilities and Duties

Ability to read, understand and implement all applicable General Orders, Collective Bargaining Agreements and Personnel Directives as they relate to accurate timekeeping methods and procedures.

 Perform basic mathematic calculations and exercises attention to detail in processing time and attendance records, inventories, payrolls, personnel forms, purchase orders, work orders, posting figures and reviewing documents for accuracy.

Post time from Timekeeping Request Forms to ensure proper adjustments of time and attendance ensuring benefit time accrual and utilization are accurately calculated.

Participate in daily and quarterly audits of Workforce Cook County Time Payroll system to ensure division/unit employees are afforded proper time accrual and usage.

Operates computer word processing program to compose, from source documents, a variety of standard format letters, labels, spreadsheets, business records; transcribes materials and checks grammar, spelling and punctuation.

Compose correspondence of a routine nature, subject to review and editing.

Exercise skill in the routine coding, screening, sequencing, filing, copying, proofing, logging and cross-referencing of data via hand, computer or other format. Review assembled material for completeness, clarity and accuracy; reconciles discrepancies by looking up data in files, cross-referencing other data and records.

Maintain office files and records; assists others in locating, identifying, retrieving, moving, copying files and records. Receive sorts and distributes mail and other materials; post letters and packages.

Receive calls and visitors; provides basic information, forms, brochures, etc. relative to rules and set guidelines of the agency; answers questions of a routine nature; refers difficult matters to senior staff; exercises tact and courtesy. 

Perform routine tasks of an administrative nature, such as maintaining calendars or schedules, screening calls, securing information, keys, supplies, collating and assembling documents for signing or distribution.

Operate a variety of standard office equipment; may perform minor cleaning and maintenance on photocopies, printers, calculators, etc.

 Knowledge, Skills, and Abilities

A high level of accuracy and proficiency in the use of PC software and other computerized programs to manage and generate information, reports, letters, etc. is required. 

Ability to apply basic mathematic skills in performing routine calculations, such as figuring totals and percentages.

Good attention to detail, ability to proof, transcribes and cross reference data from various resources.

Good knowledge of basic language skills, punctuation and grammar, and their application to business forms, letters and records.

Ability to identify and maintain files and records, according to various methods.

Good communication skills; ability to convey information and explain or describe basic office policy and procedure to others in person or by telephone; ability to receive, understand and respond to routine inquires and information offered by patrons, clients, staff and visitors.

Ability to exercise good judgment in determining when problems require the assistance of senior personnel.

Ability to understand and carry out instructions, written and verbal.

Ability to perform well under pressure and deadlines; ability to relieve other clerical staff in a limited capacity, as required.

Minimum Qualifications

Possession of a High School Diploma or General Education Development (G.E.D.) test certificate. 

Two (2) years professional experience using an electronic time and attendance system.

Possession of five (5) or more years of professional work experience in processing payroll records, related timekeeping and attendance records and auditing processing systems of a large and diverse organization.

Preferred Qualifications

Two (2) years professional work experience in a large public or governmental organization dealing with human resources policies, employment, and related benefits and selection issues.

Possession of ten (10) or more years of professional work experience in processing payroll records, related timekeeping and attendance records and auditing processing systems of a large and diverse organization.

Two (2) years professional experience utilizing Workforce Employee Center software and/or Cook County Time (CCT) Payroll System.

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work.

Please note that there are no remote job opportunities, all positions are located onsite.

The Cook County Sheriff's Office prohibits all unlawful discrimination in its hiring and promotional process.

All Cook County Sheriff's Office employees must apply on the internal employment page to be considered; the application may be accessed via the SheriffNet site.

*Note: All Internal Applicants are subject to Cook County Promotional salary rules if selected.

**Article EE, Civilian Recruitment and Selection Process, of the Sheriff's Employment Action Manual, applies to this employment process and can be found at the following link: https://www.cookcountysheriff.org/wp-content/uploads/2019/10/SEAM-Article-EE-Civilian-Recruitment-and-Selection-Process-10-17-19.pdf

I Certify that no Political Reasons or Factors were considered in any decision I made or action I took related to this Employment Action.  Further, I do not know of or have any reason to believe that anyone else considered or took action based on Political Reasons or Factors with respect to this Employment Action.

EEO Statement

At the Cook County Sheriff's Office, we value and embrace you. It's our belief that diversity and inclusion is an essential component to our success as an international business. Accordingly, we are committed to provide a work environment free of discrimination and harassment. The Cook County Sheriff's Office policy applies throughout the employment relationship-including recruitment, hiring, training, advancement, separation, and day-to-day practices. The Cook County Sheriff's Office employment decisions will not be based on race, color and ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, medical history, genetic information, or any basis prohibited by applicable law. Employment decisions will be based on an applicant's merit and qualifications, the position requirements, and our business needs.

Benefits

Health Insurance Program - Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents

Holidays - Thirteen (13) Holidays are granted in each Fiscal Year

Sick Leave - Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days

Vacation Leave - Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee's anniversary date of employment

Life Insurance - Basic term life insurance, equal to one (1) times the employees annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage

Pension Plan - Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment

Deferred Compensation Program - Employees may elect to enroll in a deferred compensation plan, a tax deferred plan which may be used as a supplemental retirement option.

Drug and Alcohol-Free Workplace

It is the policy of the Cook County Sheriff's Office to provide a drug- and alcohol-free workplace for all members.

It is imperative that all Sheriff's Office members are capable of devoting constant and uninterrupted attention to the performance of all assigned duties without risk to safety and security for themselves, other members, or the public. To ensure the goals of this policy are met, all Sheriff's Office members shall be subject to drug and alcohol testing, whether mandatory, random, or based on reasonable suspicion.

INCLUSION

We welcome you-the whole you. Your background, your culture, your ethnicity, your unique experiences, your way of looking at the world. We truly believe that your individuality helps us create a diverse, inclusive, and inspired workplace in which every ethnicity, nationality, religion, elder status, family structure and gender identity is embraced and valued. We also welcome your passion for making the lives of children, your co-workers, and our organization better. Because as different as we are, that's the common theme that will always keep us moving forward together. *Must be legally authorized to work in the United States without sponsorship.* This position requires successful completion of post-offer tests, which may include a background check, drug screen and/or medical examination. Falsification of any information in the application process will result in disqualification, dismissal after hire, and/or placement on the Cook County Sheriff's Office Ineligible for Rehire List for a period of two (2) or five (5) years. For current Cook County Sheriff's employees, such falsification may result in discipline, up to and including termination, and placement on the County's Ineligible for Rehire List for a period of two (2) or five (5) years. See Cook County Code of Ordinances, Article II, Sections 44-54 Unlawful Practices Relating to Employees and Employment - Penalty, 44-56 Political Discrimination; Cook County Employment Plan, Section V.N. Pre-Interview License and Certification Verification; Supplemental Policy No. 2014-2.13 Ineligible for Rehire List; and Cook County Personnel Rules 3.3(b) (7) (8) (18).

THE COOK COUNTY SHERIFF'S OFFICE IS ANEQUAL OPPORTUNITY EMPLOYER NOTE

As an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules. "The Cook County Sheriff's Office hiring process is governed by the Sheriff's Employment Action Manual (SEAM) which prohibits employment actions from being influenced by any Political Reasons or Factors for Non-Exempt Positions. The advertisement of this position by any individual does not constitute an offer or promise of employment, promotion, or any other employment action and shall not influence the Cook County Sheriff's Office hiring decision. Cook County Sheriff's officials and employees who become aware of or receive a complaint that involves an allegation of Political Reasons or Factors being considered in the hiring process of Non-Exempt positions are obligated to refer the complaint to the Cook County Compliance Officer. If the Cook County Compliance Officer sustains allegations of Political Reasons or Factors being considered, the Cook County Sheriff's Office will disqualify the Applicant or Candidate from consideration for employment and disciplinary action will be imposed on any involved Cook County employees, if applicable."