Immediate Supervisor Title: Vice President Approval:

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1 Date: Position Title: Payroll/HRIS Specialist Employee Name: Signature: Department: Human Resources Immediate Supervisor Name: Immediate Supervisor Title: Immediate Supervisor Approval Signature: Vice President Approval: I. POSITION SUMMARY Please describe and summarize your position in a few sentences, including why your position exists. The Payroll/HRIS Specialist administers the organization's human resources information systems (HRIS), including updating and maintaining data tables, entering employee data, auditing data for accuracy and preparing routine and ad hoc reports, in conjunction with managing the preparations, distribution and reporting processes related to payroll for all College employees. This position supports payroll accounting and provides information and assistance in all aspects related to the payroll function. II. KNOWLEDGE AND SKILLS REQUIRED Please describe the combination of education, knowledge, skills and experience necessary to do your position. For example, what is the minimum level of formal education or equivalent training and experience required to do your position? What prior experience is needed and how much is required to qualify as a candidate for your position? What is the desirable level? (desired skills section is optional) MINIMUM LEVEL DESIRED LEVEL (optional) Knowledge/Skills: Understanding of Payroll processes, system, practices and regulations Knowledge/Skills (optional): 1

2 Experience/Education/Certifications: Bachelor s Degree in Human Resources, Business, or related field 3-5 Years combined Payroll and HR experience Experience/Education/Certifications (optional): Datatel/Ellucian/Banner experience PHR certification III. POSITION RESPONSIBILITIES List a series of brief statements (about 4-6) which describe the major responsibilities and accountabilities of this position. These statements should briefly describe key responsibilities in order of priority. Indicate the percent of time dedicated to each responsibility (Do not include responsibilities on which less than 15% of the incumbent s time is spent. Total should equal 100%. Two helpful guides have been provided in the Position Description Questionnaire Completion Guide. 1. Appendix I: Glossary of terms for describing position responsibilities (e.g. Administer, Advise, Analyze, etc.) 2. Appendix II: The Position Responsibilities Worksheet (intended to help you organize your tasks and duties into a succinct list of 4-6 major responsibilities.) RESPONSIBILITIES / ACCOUNTABILITIES (what the position is responsible for accomplishing) 1. Facilitates the payroll function to include: Ensures compliance of Federal State and Local payroll regulations and established internal payroll policies and procedures Preparation and distribution processes Provides support for payroll accounting Primary point of contact for payroll inquiries Assist Position Budget processes Compile requested Audit documentation % of Time 2. Develops and provides reports to include: Employee demographic data Employee salary, benefit, and tax data Employee position related data Oversees and maintains software to ensure proper interface with Ellucian Colleague to include: GHG Time and Attendance System Aquire Organizational Charting System 2 % of Time

3 3. Serves as the primary specialist of confidential employment related information to include: Process verification of employment for current and past employees Conduct wage and salary surveys by collecting and evaluating salary data 4. Facilitates work processes as liaison among HR/Payroll, Information Technology and Financial Planning to include: Input all work study packets/information Consult with students as needed regarding required employment documentation Support the planning of summer orientation for freshman students % of Time IV. SUPERVISORY RESPONSIBILITIES: Indicate the type and scope of supervisory responsibilities of this position. Check only one box. NOTE: this refers to supervision of other College employees, and excludes student workers. Not responsible for supervising others. Guides work of others who perform essentially the same or similar work. May organize, set priorities, schedule and review work, but has no responsibility to hire, terminate, review performance or make pay decisions. Supervises work of others, including planning, assigning and scheduling work, reviewing work and ensuring quality standards, training staff and overseeing their productivity. May offer recommendations for hiring, termination and pay adjustments, but does not have responsibility for making these decisions. Manages and directs others, including planning, assigning, scheduling and reviewing work, ensuring quality standards. Is responsible for hiring, terminating, training and developing, reviewing performance and administering corrective action for staff. Plans organizational structure and position content. Provide additional information if desired. 3

4 V. INDEPENDENCE OF ACTION: Indicate the position s general degree of independence of action. Check only one box. Work is closely monitored by supervisor/manager; detailed instructions and procedures are generally provided. Work progress is monitored by supervisor/manager; incumbent follows precedents and procedures, and may set priorities and organizes work within general guidelines established by supervisor/manager. Results are defined and existing practices are used as guidelines to determine specific work methods and carries out work activities independently; supervisor/manager is available to resolve problems. Results are defined; incumbent sets own goals and determines how to accomplish results with few or no guidelines to follow, although precedents may exist; supervisor/manager provides broad guidance and overall direction Provide additional information if desired. 4

5 VI. FISCAL RESPONSIBILITIES: Check the item(s) below which best describe the incumbent s, financial responsibilities. For items selected, explain level of responsibilities (e.g., in terms of developing, monitoring, maintaining, etc.). No fiscal responsibilities. Monitoring expenses. Purchasing Card. Maintain petty cash. Budgeting authority. If selected, please explain. Revenue generation. If selected, please explain. Other responsibilities. If selected, please explain. Verify Routing Numbers for banks and employees accounts for ACH processing 5

6 VII. ORGANIZATION STRUCTURE (For individual contributors) Enter your position title in the shaded box below. Then, in the box immediately above, write the title of the position to whom you directly report. Above that, box, write the title of the person to whom that position reports. (For supervisors.) Complete the boxes as described above. In the boxes alongside yours, enter the titles of other individuals reporting to your manager. In the boxes below your box, enter the position title(s) of your direct reports. Below their title, indicate the number of their direct reports (that is, your number of indirect reports). If you have more than five positions reporting to you, use the blank space in the page to indicate their titles. VP Finance Director Your of Manager HR Position Reporting to Your Manager Supervisor Position Reporting to Your Manager Supervisor Payroll/HRIS Your Title Specialist Position Reporting to Your Manager Supervisor Position Reporting to Your Manager Supervisor 6

7 VIII. ADDITIONAL INFORMATION This section is intended for you to provide any additional information which you think would be helpful for someone to understand the nature, scope and purpose of your position. You may include any unique characteristics of your job which may not be covered in the questionnaire. 7

8 IX. AMERICANS WITH DISABILITIES ACT INFORMATION. (This information is being gathered to assist in complying with ADA requirements) Some positions at BSC have certain physical and environmental requirements. This section is intended to capture those requirements that are necessary for the position. Please check the level of frequency that best describes the physical demands that are required for you to perform your position duties. Do not consider those parts of your position that, if you had a disability, a reasonable accommodation could be made. For example: If you were in a wheelchair, but had to occasionally move a box of paper, it would be a reasonable accommodation to have someone else move it for you. In that case, you would not consider moving the box as a required part of your position. For each physical activity below, check the box that applies to your position. Frequency of Activity Physical Activity Sitting Repetitive hand motion (such as typing) Hearing, listening Talking Standing Walking Bending Stooping Climbing stairs Climbing ladders Kneeling, squatting Crouching Crawling Balancing Reaching overhead Pulling, pushing Shoveling Lifting up to 10 pounds Lifting up to 20 pounds Lifting up to 30 pounds Lifting up to 50 pounds Lifting over 50 pounds Not Required Seldom Often 8 Nearly Continuously

9 AMERICANS WITH DISABILITIES ACT INFORMATION (continued) Work Environment This question describes your current working conditions. Check all the boxes that apply. Office Environment: Employees are protected from weather conditions or contaminants, but not necessarily occasional temperature changes. Outdoor Environment: Employees work outdoors and may not be protected from weather conditions. Extreme Cold: Temperatures typically below 32 degrees for more than an hour. Extreme Heat: Temperatures above 100 degrees for more than an hour. Noise: There is sufficient noise to cause you to shout in order to be heard above the noise level. Vibration: Exposure to oscillating movements of extremities or whole body. Hazards: Includes a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, or exposure to chemicals. Oils: There is air or skin exposure to oils or other cutting fluids. Infectious Diseases: Employees are frequently exposed to contagious or infectious diseases. Exposure to Animals: Working in laboratories with animals. Atmospheric Conditions: Conditions that affect the respiratory system, such as fumes, odors, dusts, mists, gases, or poor ventilation. Close Quarters: Employees are frequently required to work in crawl spaces, shafts, man holes, sewage and water line pipes, and other areas that could cause claustrophobia. 9

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