Payroll Coordinator

Introduction

Looking to take your career to the next level at the Department of Emergency Services and Public Protection (DESPP)? If so, check out the unique opportunity below!

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) is recruiting to fill multiple Payroll Coordinator positions in the Payroll Unit. DESPP is a 24/7 Agency with approximately 1600 employees.  As a Payroll Coordinator for DESPP, you will perform a full range of activities in the preparation and maintenance of the bi-weekly payroll and benefits, which includes both managerial employees and employees in many different bargaining units. This opportunity is ideal for candidates with an extensive payroll background and experience working in a fast-paced environment.

This opportunity is full-time, 40 hours per week, Monday-Friday.  8:00 AM to 4:30 PM. The Payroll Coordinator positions are on-site, based out of the DESPP Headquarters located at 1111 Country Club Road Middletown, CT 06457.  Candidates selected for these positions are eligible to apply for telework after successful completion of their working test period, and thereafter, in accordance with the Telework Policy.

Position highlights

A successful candidate will perform functions to include, but not limited to, the following:

• Audit payroll and benefit reports containing primarily 24/7 law enforcement personnel.
• Audit attendance records related to various types of leave (FMLA, Worker's Compensation, Military, etc.)
• Identify Time and Attendance issues in the Kronos and CORE CT systems and work with supervisors for resolution.
• Calculate payments related to payouts, stipulated agreements, retro, etc.
• Apply specific bargaining unit contract requirements as related to payroll including stipends, shift differential, stipulated agreements, etc.

The above duties may be asked in the interview.

Please note, DESPP is a large 24/7 agency and eligible to use the job class of Payroll Clerk (Three-Shift Operations).  The candidate hired into this Payroll Coordinator position would be eligible for promotion by reclassification to a Payroll Clerk (Three-Shift Operations) at the agency's discretion once they meet the minimum experience and training requirements.  Go here for additional information on the job classification for the Payroll Clerk (Three -Shift Operations).

About DESPP

The Connecticut Department of Emergency Services and Public Protection is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.

What we can offer you

• Explore our new State Employee Benefits Overview page to get an understanding of the various benefits we provide to our employees.
• The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule! This recognition highlights our commitment to providing a supportive and rewarding work environment.
• Professional growth and development opportunities to enhance your skills and advance your career. We believe in investing in our employees' success.
• A healthy work/life balance is a priority for us. We are committed to fostering an environment that supports the personal and professional growth of all employees.

Selection Plan

To apply

• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
• All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.

Important information after you apply

Candidates selected for an interview must provide the following at the time of interview:

State Employees

• Two (2) most recent performance evaluations;
• Completed CT-HR-13.

Non-State Employees

• Two (2) professional references contact information (Name, Email and Phone Number);
• Completed CT-HR-13.

Additionally:

• Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Click here to complete the Criminal Convictions addendum. The CT-HR-13 can also be found on the DAS website by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field. Also considered in this selection process: Any pending or disciplinary history within the past 2 years and review of attendance records. Failure to provide the required documents listed above or submit your application accurately and on time, will eliminate you from the recruitment process.  
• This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
• Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
• Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the hiring agency.
• Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

For technical questions about the filing of your application, please contact Benjamin Beaudry at Benjamin.Beaudry@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for preparing and maintaining biweekly regular, overtime and supplemental payrolls for an assigned group of employees and independently performing various payroll support activities.

EXAMPLES OF DUTIES

• Prepares biweekly regular, overtime, and supplemental payrolls;
• Reviews employee time cards and/or timesheets for accuracy and completeness and posts hours worked to master payroll cards;
• Reviews personnel and/or payroll change notices and posts changes and/or adjustments to master files, e.g. new hires, transfers, reclassifications, terminations, retirements, overpayments and/or underpayments, wage increases, deduction changes (health insurance, union dues and/or fees, credit union payments, charitable contributions, bond or sheltered tax annuity payments, group life insurance payments, etc.);
• Calculates gross wages;
• Notes deductions on worksheets and deduction summary sheets;
• Prepares and balances prelists for Central Payroll (Office of State Comptroller), noting both salary and deduction data OR codes standard payroll action forms in conjunction with computerized payroll system;
• Prepares and totals various deduction worksheets, e.g., Credit Union, Medical and/or Insurance Providers, etc.;
• Prepares and submits summary sheets and transmittal certificates OR detailed analysis of expenditure reports and expenditure certificates to Central Payroll;
• Verifies check register and printouts from Central Payroll against worksheets and records;
• Performs various clerical accounting functions such as calculating balances and posting charges to expenditure accounts;
• Prepares supplemental payrolls such as longevity payments, vacation pay, promotional adjustments, etc.;
• Calculates and processes retroactive payments, collective bargaining increases and annual increments;
• Performs various clerical accounting functions such as calculating balances and posting charges to expenditure accounts;
• Verifies provider checks issued by Office of State Comptroller against own records;
• Verifies providers' bills in same manner;
• Keeps abreast of collective bargaining contract requirements and restrictions as related to payroll (dates for salary increases, overtime, shift differential and holiday pay restrictions, etc.);
• Responds to employee inquiries regarding paychecks and payroll practices and procedures;
• Maintains various records and files for payroll data and forms;
• May calculate workers compensation and/or retirement payments;
• May calculate and monitor payroll deductions for court ordered wage executions (garnishments);
• May consult division or facility supervisors regarding employee time recorded;
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of
  • payroll terminology, practices and procedures;
  • basic accounting and bookkeeping principles and procedures;
  • general office procedures;
• Skills
  • interpersonal skills;
  • oral and written communication skills;
  • in performing arithmetic computations;
• Ability to
  • read, understand and apply applicable contract guidelines and regulations;
  • maintain records and files; ability to follow complex oral and written instructions;
  • operate office equipment which includes computers, tablets, and other electronic equipment.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years of experience in bookkeeping, accounts payable or clerical work involving finances.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have involved payroll preparation.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

• College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.
• One (1) year as a Financial Clerk performing payroll duties may be substituted for the General and Special Experience.

PREFERRED QUALIFICATIONS

• Experience processing payroll utilizing web based multimodule professional payroll software; 
• Experience processing payroll utilizing Kronos or professional time and attendance software;
• Experience monitoring and auditing leave attendance records;
• Experience analyzing and auditing payroll data;
• Experience calculating manual checks, retroactive payments, and accrual payouts;
• Experience setting up health insurance deductions and auditing balances;
• Experience processing payroll in a unionized setting with collective bargaining unit contracts;
• Experience managing competing priorities while meeting deadlines;
• Experience using Microsoft Excel and Teams in a professional setting; 
• Experience with written and oral communications in a professional setting. 

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.