PAYROLL SUPERVISOR

Arizona Department of Administration • Phoenix, AZ

1d • Hybrid

About The Position

This Payroll Supervisor manages the workflow and activities within the Payroll &
Travel Services Unit, responsible for all payroll processes and travel and
employee reimbursements for the entire agency. This position distributes and
directs the payroll team's workflow equitably while ensuring efficient
processing for payroll and travel deadlines. The Payroll Supervisor ensures all
employee time records and travel documents are entered into the payroll system
before the close off time and actively troubleshoots to help accomplish this.
The position also reconciles out-of-balance transactions for payroll and travel
affecting the agency's general ledger. The Payroll Supervisor works with ADOT
teams to address issues. A key responsibility is continuously auditing the
unit's work to ensure compliance with all state and federal laws, as well as
internal policies.

This position may be available for remote work within Arizona (Two (2) days per
week in the office/hoteling).

The State of Arizona strives for a work culture that affords employees
flexibility, autonomy, and trust. Across our many agencies, boards, and
commissions, many State employees participate in the State’s Remote Work Program
and are able to work remotely in their homes, in offices, and in hoteling
spaces. All work, including remote work, should be performed within Arizona
unless an exception is properly authorized in advance.

Requirements

• Knowledge of: • The State's human resource system, AZ360, and how to navigate the system to research and answer employee questions, enter, process, research travel documents, and modify and run reports. • Using automated accounting systems. • Microsoft Excel with extensive knowledge and experience using Microsoft Excel to interpret data (i.e. pivot tables, lookups, data validation, formulas, functions) for preparing spreadsheets for use in payroll, travel, and for assisting customers. • Methodology for correctly calculating information regarding employee paychecks, and dollar amounts on travel documentation. • The Arizona State Payroll and Travel Policy, Personnel Rules. • Google Suite.
• Skill in/with: • Delegating tasks, instructing on procedures and rules, prioritizing workflow for the team, and promoting positive morale. • Interpreting financial data, researching and correcting errors. • Identifying issues, evaluating options, and implementing effective solutions to overcome challenges. • Oral and written communication skills. • Effective communication with staff, other business units and external and internal customers; prepare correspondence or guidance for staff and areas outside of the unit/department. • Work prioritization, organization and time management; prioritizing tasks effectively to optimize productivity and meet deadlines.
• Ability to: • Coach and develop employees, including continuous improvement practices and principles. • Communicate and relate effectively with counterparts in other areas of the agency. Expressing thoughts clearly and persuasively, both verbally and in writing. • Understand and anticipate constituent and stakeholder concerns. • Deal with confidential and sensitive material, and maintain a high level of integrity. • Ensure tasks are completed on-time. • Manage work of professional staff. • Handle unexpected workload effectively. • Ensure items recorded in the financial system are following all applicable statutes, policies, rules governing their entry. • Ensure that employees of ADOT are reimbursed correctly on travel documents.

Nice To Haves

• A Bachelor's degree with a major in accounting from an accredited college or university; OR a Bachelor's degree in a related field with a minimum of 24 semester hours of accounting courses; AND a minimum 3 years previous relevant work experience.
• Two (2) years experience using automated accounting systems, spreadsheet applications such as Excel and other analytical tools used for reporting, compiling, heavy analysis, comparative analyses, etc.

Responsibilities

• Supervise the processing of payroll using the AZ360 system. Validate and confirm all time records for the agency have been entered before the cut off, work closely with the General Accounting Office on any changes to payroll processing/processes, and ensure that all internal stakeholders are aware of any and all changes.
• Develop routine auditing program and schedule over payroll and travel reimbursement processes for proper workflow efficiency. Analyze data by developing reports to select employees for time sheet auditing to ensure employees have not been over or under paid. Provide actionable feedback to staff for any errors discovered. Evaluate and prepare manual journal entries for payroll rejects for proper allocation to appropriate funding. Interpret and review all travel anomalies during audits and reconcile as needed.
• Supervise the processing of travel and employee reimbursements for employees of the agency. Communicate out any changes to the state travel policy to all employees. Monitor that travel documents are being processed according to goal reviewing the monthly travel measurements.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Manager