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Peoria County Sheriffs Office · 17 hours ago

Payroll Supervisor / Undersheriff’s Secretary

Peoria, IL

Full-time

Onsite

Mid, Senior Level

$25/hr - $25/hr

3+ years exp

Peoria County Sheriff's Office is seeking a Payroll Supervisor / Undersheriff’s Secretary to provide administrative support to the Undersheriffs and assist with financial operations. The role involves overseeing payroll processes, managing personnel records, and ensuring compliance with labor contracts and financial accuracy.

Law Enforcement

No H1B

Hiring Manager

Sheriff Chris Watkins

Responsibilities

Provides administrative support for the Sheriff Command staff

Maintains the Sheriff Command Order Book, which contains all orders issued by the Sheriff, Undersheriffs, or designee. Enters new orders and retrieves the full text of orders as requested

Maintains various spreadsheets (Full-time employees, seniority list, MLK and personal conversion days, union dues, longevity, etc.). Creates holiday schedules, submits annual vacation hours, and time accruals (personal and sick) for review

Oversees dissemination of service awards

Oversees all external application processes for Sheriff’s Office positions, which include job postings, physical agility tests, written tests, polygraph tests, background checks, oral interviews with undersheriffs, Merit Commission interviews, psychological evaluations. and pre-employment physicals

Oversees all internal application processes for Sheriff’s Office positions, which include job postings, Sergeant and Lieutenant testing, supplying Undersheriffs and appropriate supervisors with applicant lists, and scheduling interviews for current employees

Completes Personnel Action Forms (PAF) for all external hires and internal transfers

Manages hiring bonuses, including issuance and recovery (if applicable)

Coordinates processes related to employees attending the Police Training Institute (PTI), and Basic Correctional Officer (BCO) Academy

Participates in the hiring process of employees that report to the payroll supervisor, which includes interviewing applicants, checking references, reviewing background checks, making hiring recommendations, evaluating performance, training and orienting new employees

Assigns workload, establishes policies and procedures, recommends discipline and promotions accordingly for subordinates

Maintains all Sheriff’s Office personnel records, including contact information, military status, CDL licenses, FMLA, and light-duty, and prepares employee files for outside agencies to view

Manages reporting related to Veterans' GI Bill (On-Job Training)

Completes all documentation and correspondence for Worker’s Compensation cases. Maintains all Worker’s Compensation files for all employees of the Peoria County Sheriff’s Office. Schedules all related physician appointments for employees and informs the Undersheriffs and appropriate supervisor of the employee’s status. Monitors the light-duty program and leaves of absence to ensure compliance with policies, labor contracts, and procedures

Completes OSHA report for each incident and annual OSHA reports

Reviews, interprets, and ensures organizational compliance of all labor contracts applicable to the payroll supervisor’s scope of work, including use of accrued benefit time within the calendar year. Tracks benefit accrual balances

Coordinates drug testing for current employees in accordance with labor agreements

Manages STEP increases and personnel compensations (including holiday pay, hiring bonuses, Fitness bonuses, range bonuses, employee reimbursements, and wage adjustments, etc.)

Verifies payroll is correctly entered into the timekeeping system. Ensures hours, pay rates, holiday pay, and overtime pay are correct. Notifies appropriate supervisors of any modifications needed to correct timekeeping entry errors. Verifies that overtime authorization is complete in accordance with the Peoria County Sheriff’s Office policy

Verifies that military time is correctly coded in the timekeeping system and that appropriate military orders are on file

Verifies transactions posted into Peoria County’s financial software system are accurate. Verifies monies collected for all funds and records amounts into accounts receivable system according to standards set by the Peoria County Sheriff’s Office

Creates customer invoices for services rendered and ensures payments are processed accordingly. Collects miscellaneous payments (impound fees, bonding fees, offender fees, etc.), generates deposits, and forwards payments to the County Treasurer’s office

Manages petty cash funds; which includes semi-annual audits

Monitors and prepares documentation for Tobacco compliance grant, IDOT STEP Grant, and FAST details

Manages benevolent, federal, and state forfeiture funds

Verifies and coordinates payment for detainee medical bills received outside of the third-party medical provider's scope of coverage

Manages the reimbursement of lost or damaged property that occasionally occurs due to jailings and police contact. Issues and maintains any necessary forms required for the completion of claim processing

Attends various meetings as a representative of the Peoria County Sheriff’s Office, as needed

Other duties as assigned

Qualification

Bookkeeping experiencePayroll managementPersonnel administrationAnalytical skillsData entry proficiencyOrganizational skillsCommunication skillsComputer systems knowledgeOffice equipment familiarityProblem-solving skillsConfidentiality commitment

Required

Associate's Degree in Business or related field

Ability to work independently and manage multiple tasks with set deadlines

Strong problem-solving, analytical, and organizational skills

Oral and written communication skills sufficient to interact with individuals at all organizational levels, including senior management, staff, elected officials, and external agencies

Working knowledge of computer systems and commonly used software applications, including word processing, spreadsheets, and database programs

Familiarity with standard office equipment, including copy machines, adding machines, personal computers, calculators, printers, and related devices

Ability to accurately convey and interpret statistical information

Proficiency in accurate data entry to ensure the effectiveness of system programs

Commitment to maintaining confidentiality in all aspects of work

Engages in the following movements: stooping, reaching, and grasping, some of which may be repetitive

Ability to sit, stand, and move for various amounts of time while performing duties

Visual ability sufficient to read and complete written correspondence and information

Hearing and speaking ability sufficient to carry on a professional conversation with others in person and over the telephone

Ability to exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects

Required application materials: Copy of Birth Certificate and Copy of High School diploma or equivalent

Proof of further education (original copies of transcript(s) with raised seal) - if applicable

Proof of honorable discharge from military service (preferably a copy of DD 214) - if applicable