HR/Payroll Assistant

This Required Form must be UPLOADED into your application in the Attachments Section as the HCSO Required Forms when applying for a Sheriff’s Office position

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary  

Under general supervision of the Hays County Sheriff’s Office Human Resources Manager, the Human Resources / Payroll Assistant performs specialized, confidential administrative work in support of the County Sheriff’s personnel programs. The work involves treating a variety of unusual conditions, problems, situations or questions. The Human Resources / Payroll Assistant  performs and coordinates timekeeping, payroll information, payroll change notices,  compensation, benefits, drug testing, psychological testing, worker’s compensation, recruitment, selection and evaluation processes. This position processes information regarding new, current and former employees to report to TCOLE. This position manually and electronically prepares payroll information for two distinct payroll systems for Sheriff’s Office employees. This position affects the economic and social well-being of county employees. This position must have a strong work ethic, meet deadlines, have good attendance, be punctual, be reliable, possess honesty, integrity, be free from moral turpitude, and have a proper attitude.

• Accepts and reviews Sheriff’s Office applications and assists with the candidate hiring process
• Prepares paperwork regarding  applicants that is needed throughout the hiring process
• Assists the HR Coordinator with facilitating and proctoring internal and external applicant job and promotional testing and interviews
• Assists with calculating testing and interview scores to determine top candidates
• Assists with communicating application status to candidates
• Assists County HR by preparing Payroll Change Notices for all changes made within the Sheriff’s Office
• Prepares monthly Sheriff’s Office Employee Status Report that includes information on employees that are on Family Medical Leave, Workman’s Comp, Light Duty, and Discipline
• Forwards Workers Compensation Accident Incident Reports and supporting information and documentation to County Human Resources Risk Manager
• Assists employees and supervisors by emailing light duty assignments and Family Medical Leave requests appropriately
• Assists supervisors, managers and employees with Human Resource / Payroll issues
• Assists the HR Coordinator with preparation of job vacancy announcements and coordinates job postings with County Human Resources department
• Assists HR Coordinator with facilitating the procedures regarding employee resignations, demotions, retirement requests, terminations, promotions, new hires and candidates that are not selected to continue in the hiring or promotional opportunity process
• Assists with maintaining personnel files, medical files, database management and record keeping
• Reviews literature and attends continuing education to remain current with changes in the interpretation of employment laws, rules, regulations, policies, and procedures
• Assists the HR Coordinator with creating and facilitating presentations to employees and Commissioner’s Court on Human Resource / Payroll programs, services, and related topics

• Verifies time system records, leave accruals, balances, and leave requests are accurate
• Maintains all related time keeping and payroll information for the Sheriff’s Office employees
• Coordinates and resolves Sheriff’s Office payroll and benefit problems
• Monitors department overtime, holiday budget, sick time, and comp time
• Prepares records of overtime/holiday wages to be paid
• Prepares correspondence and reports, including reports on number of hires, terms, and position changes, leave balances and usage, overtime accrual and usage, and a variety of other statistical information
• Communicates all changes and payroll activities to County Treasurer and County Human Resources as necessary
• Ensures compliance with personnel / payroll policies, laws and regulations
• Verifies all career track dates and process monthly pay increases for all employees under the Collective Bargaining Agreement
• Monitors employee positions and assignments to prepare the monthly slot assignment report
• Verifies information on employees regarding certifications, shift differential, and special assignment soft pays to prepare payroll change notices as needed
• Creates timesheet record forms for the Sheriff’s Office employees

TCOLE

• Oversees all TCOLE records to ensure compliance of the TCOLE requirements to include registering all employees with TCOLE
• Oversees, prepares, and processes deputations on all Peace Officers with the Sheriff’s Office to include renewal every 4 years, recording the deputations with the County Clerk’s Office and issuing the deputations to the Peace Officers
• Maintains all records for TCOLE yearly audit and assists with audit
• Creates and processes L-2 Medical and L-3 Psychological forms and places in all prospective employees’ files
• Maintains DD214’s, fingerprint cards, and NCIC-TCIC reports in compliance with TCOLE
• Submits F-5 or T-1 Separations for employees with TCOLE licenses
• Responsible for maintaining and updating all TCOLE Records on all Sheriff’s Office employees as mandated by TCOLE includingTCOLE Personnel Files
• Runs F5R History Reports from the TCLEDDS website as required by TCOLE on all new applicants
• Submits L1 Application to TCOLE on new employees

• Any combination of experience or training may be substituted on a year for year basis
• Requires High School Diploma or GED
• Requires two years responsible work experience in human resources, insurance, payroll, worker’s compensation, benefits or closely related field

• Prefer notary or ability to obtain notary
• Class C TX Driver’s License

Salary : $40,063 - $41,265