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Payroll Specialist - Team A

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

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To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

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Sponsorship for Employment

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Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Jan 24, 2023
Location: 

Springfield, IL, US, 62702-5170

Job Requisition ID:  22668

Agency :  Department of Innovation and Technology 

Posting Date: 01/24/23

Closing Date/Time: 02/06/2023 
Salary:   $5,536 to $8,279 per month  
Job Type:   Salaried Full Time  
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU:   RC062  

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Posting Identification Number  22668

Position Overview

The Department of Innovation & Technology (DoIT) is seeking a highly skilled and organized individual to serve as a Payroll Specialist for Team A for the Department of Innovation & Technology (DoIT). Provides journey level professional capacity performing complex, specialized professional duties in payroll functions. Serves as Payroll Coordinator, providing technical support regarding statewide policies and procedures for payroll operations. Serves as lead worker. Compiles and directs the preparation of reporting relating to payroll processes. Confers with managers and supervisors throughout DoIT, IL Office of the Comptroller, State Employees Retirement Systems, HR staff, legislative staff and individual employees in response to inquiries relative to payroll processes. Conducts periodic audits of payroll records to ensure compliance. Trains new Team A payroll staff for DoIT on the Central Payroll System and in the implementation of the new laws, procedures, rules or regulations. Performs research studies and special projects for various personnel issues for the Payroll Manager. If you possess these skills and experience, we invite you to apply for this position with DoIT!

Job Responsibilities

25%  Under general direction of the Payroll Manager, serves as a Payroll Specialist for Team A for the Department of Innovation & Technology (DoIT):

  • Provides journey level professional capacity performing complex, specialized professional duties in payroll functions.
  • Provides payroll advice and recommendations to management, supervisors and employees regarding matters of the applications and interpretation of rules, regulations, contracts and policies for payroll.
  • As lead worker, provides guidance to analyze payroll entries to ensure compliance with the Personnel Rules, AFSCME, and Teamsters (Protech 916).

 

20%  Serves as Team A Payroll Coordinator, providing technical support regarding statewide policies and procedures for payroll operations:

  • Reviews and evaluates office procedures to ensure all records are processed and maintained in accordance with statutory and State regulations and policies.
  • Ensures cut-off time and dates for payroll changes are met.
  • Interprets State and Department procedures to subordinates, agency staff and other state agencies.
  • Provides guidelines and procedure interpretation to facilitate preparation and submission of payroll related data and reports.
  • Computes payroll transactions including but not limited to calculations of temporary assignment pay, military pay, back wage claims, gross pay adjustments, salary adjustments, premium pay, separation payments, involuntary deductions, voluntary deductions, salary reversals, deduction adjustments, increase and decrease salary action, overtime, garnishments, child support, tax exemptions, dock time, and direct deposits.
  • Processes personnel transactions received from DoIT human resources staff including but not limited to promotions, transfers, demotions, suspensions, discharges, and separations.
  • Utilizes Personnel Examination and Eligibility Records System (PEERS) and Central Time and Attendance System (CTAS) to verify information needed for payroll.
  • Coordinates payroll vouchering for submission and preparation of pay warrants by the IL Office of the Comptroller.
  • Assists with back wage and supplemental payrolls.
  • Assists with the distribution of payroll warrants.

 

15%  Serves as lead worker:

  • Assigns, reviews and evaluates the work assignments of staff.
  • Discusses problem areas or complex issues with staff and recommends courses of action.
  • Provides second party sign-off.
  • Confers with employees concerning work performance.
  • Provides input to supervisor related to performance evaluations in the area of quantity, quality and timeliness.

 

10%  Compiles and directs the preparation of reporting relating to payroll processes:

  • Composes correspondence, often of a sensitive nature, concerning payroll process issues.
  • Prepares or provides input into general memoranda and/or directives sent to managers and/or employees on payroll process matters.
  • Researches and compiles statistical data and information for special projects.
  • Attends and participates in various internal/external meetings regarding payroll and/or HR matters to explain and interpret programs and/or obtain information; travels when held offsite.
  • Confers with timekeeping and benefits staff regarding payroll issues.
  • As Payroll Coordinator, enters necessary or mandated adjustments to Central Payroll System, records and files.

(Job Responsibilities continued)

10%  Confers with managers and supervisors throughout DoIT, IL Office of the Comptroller, State Employees Retirement Systems, HR staff, legislative staff and individual employees in response to inquiries relative to payroll processes:

  • Provides advice and guidance to management and employees concerning payroll related issues.
  • Maintains confidentiality and uses discretion in the release of information and records.

 

 5%  Conducts periodic audits of payroll records to ensure compliance:

  • Works with internal and external auditors in resolving or explaining issues/findings.
  • Ensures the accuracy and validity of data reflecting payroll transactions and ensures current files and records are maintained.

 

 5%  Trains new Team A payroll staff for DoIT on the Central Payroll System and in the implementation of the new laws, procedures, rules or regulation (i.e., furlough):

  • Identifies problems with established procedures, modifies accordingly and provides one-on-one training as necessary.
  • Reconciles problems relative to the Central Payroll System.
  • Ensures proper training of employees in work procedures and payroll practices.
  • Continually monitors training needs to assess areas of additional training to ensures staffs' continual compliance with statutes, rules, regulations, policies and procedures.

 

 5%  Performs research studies and special projects for various personnel issues for the Payroll Manager, frequently of a highly sensitive and confidential nature:

  • Coordinates projects and confers with other staff in the resolution of issues related to payroll.
  • Prepares reports, correspondence, memorandums, charts, graphs, etc. for supervisory approval to address management and/or other stakeholder requests.
  • Utilizes various software packages to prepare reports, etc. such as Microsoft Word, Microsoft Excel, Microsoft Access and Mobius.

 

 5%  Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

  1. Requires knowledge, skill and mental development equivalent to the completion of four (4) years of college. 
  2. Requires two (2) years of professional human resources experience.
     

Special Skills

Requires two (2) years of professional experience in the following:

  1. Payroll processing.
  2. Personnel Code, Rules, Position Classification Plan, Pay Plan, Collective Bargaining Contracts, and guidelines derived therefrom.
  3. Instructing others in such equipment usage in the Central Payroll System, Personnel Examination and Eligibility Records System (PEERS) and Central Time and Attendance System (CTAS), and ePASS,
  4. Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft Access and Mobius.

Preferred Qualifications (In Order of Significance)

  1. Two (2) years of experience with payroll processing.
  2. Two (2) years of experience using the Personnel Code, Rules, Position Classification Plan, Pay Plan, Collective Bargaining Contracts, and guidelines derived therefrom.
  3. Two (2) years of experience instructing others in such equipment usage in the Central Payroll System, Personnel Examination and Eligibility Records System (PEERS) and Central Time and Attendance System (CTAS), and ePASS,
  4. Two (2) years of experience using Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft Access and Mobius.
  5. Extensive knowledge of the framing of correspondence and reports with grammatical correctness.
  6. Ability to factor a project into activities that when organized produce the desired result(s).
  7. Ability to organize and analyze information/data with development of descriptive or quantitative measures, and places information/data into like categories or groupings.
  8. Demonstrated ability to read, assimilate and recall with a high degree of proficiency facts and figures.
  9. Ability obtain and solicit relevant information/data from people.
  10. Ability to conceptualize and hence to demonstrate relationships between things, person, and ideas.
  11. Demonstrated ability to write correspondence and reports that contain conceptualizations, facts, and descriptive and quantitative inclusions.

Conditions of Employment

  1. Requires ability to travel.
  2. Requires the ability to pass a position specific, agency required background check.
  3. Requires ability to work outside of normal business hours to meet deadlines.
  4. Requires use of agency-supplied equipment (mobile phone, laptop, etc.).

Work Hours:  8:30am to 5:00pm M-F  
Work Location: 120 W Jefferson St Springfield, IL 62702-5170  
Agency Contact:
 

Andrew Surratt

Email: andrew.r.surratt@illinois.gov

Job Family:  Administration/Management  

 

This position does contain “Specialized Skills” (as that term is used in CBAs).

 

The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com