[DNRC Logo.jpg] Work Unit Overview: * The Director’s Office, within the Department of Natural Resources and Conservation (Department) is responsible for the Department’s budget preparation, accounting (state and federal), trust record management, revenue collections, information processing, purchasing and contracting, payroll and personnel services, legal and public information. The division provides financial and department policy direction to the legislature during the legislative session and interim. The Department receives funding from 40 accounts. The Department has a biennial budget of approximately $70 million funded through various revenue sources including the general fund, a variety of state special revenue funds, federal funds, debt service funds, proprietary funds and trust funds. The function of the Financial Services Office (Office) is to provide financial management services to the Department and assist other users of financial data both within and outside of state government. The Office is responsible for the development, implementation, and maintenance of the agency’s budgeting, accounting, payroll, reporting, and procurement and contracting systems that meet adequate internal controls and are in compliance with generally accepted accounting principles and related state and federal laws, policies, and procedures. *Job Overview: * This position is responsible for maintenance of payroll DNRC. Areas of responsibility include preparation and processing of the agency’s payroll and related record keeping. Duties range from hiring, adjusting and terminating personnel, reviewing for accuracy and recording timesheet information, computing pay rates and retroactive pay, conducting detailed calculations, coding and inputting travel, and explaining and applying policies and procedures. This position handles routine payroll questions and generates various kinds of correspondence. *Essential Functions (Major Duties or Responsibilities): *These job functions are the essential duties of the position and are not all-inclusive of all the duties that may be assigned to the incumbent. PAYROLL DUTIES * Assists in the processing of the bi-weekly Department payroll. Guarantees that appropriate updates and corrections are processed properly through the system. Reviews payroll support documents to determine compliance with state and federal laws, rules, regulations, policies and procedures. This requires using knowledge of payroll processes and procedures, policies, rules, laws, etc. * Maintains the agency’s online payroll system every two weeks. Reviews electronic and manual time records completed by each employee for accurate hours, correct use of leave time, and time reporting codes based on job status and spreadsheets provided by the Department staff. Makes changes as necessary. * Researches and gathers information to develop the bi-weekly payroll verification report. * Reviews, codes and inputs employee travel reimbursements. This requires knowledge and understanding of federal, state and Department travel policies and guidelines. * Responds to employee, supervisor, management and public inquiries on payroll matters (tax questions, exemptions, pay raise calculations, backpay issues, etc.) by reviewing files, gathering data, interpreting information and applying laws, rules and contracts to individual circumstances. This includes answering inquiries from department budget/financial personnel regarding pay, benefits, expenditures, and running reports as necessary. * Payroll Register report and Excel prepared by the incumbent. Calculates terminated employees final leave payouts. * Corrects internal payroll errors or SABHRS reporting errors by researching files, correcting documentation, and communicating with affected employees. * Balance and correct year-end tax reports, process employees W-2s, and provide tax information to the Internal Revenue Service and state tax departments. * Distributes all necessary payroll and benefits forms and reports to payroll users and helps users troubleshoot such information or items. * Ensures applicable employees are paid according to a collective bargaining agreement. * Monitors payroll activities to maintain agency compliance with the U.S Department of Labor Fair Labor Standards Act (FLSA), state wage and hour laws and employee leave administration policies and procedures. Maintains familiarity with overtime and compensatory time policies and procedures. Responds to routine questions about state, federal and Department policy and procedures. * Works with agencies, IT technical staff to develop system and process improvements, ensure data integrity, resolve issues and provide effective reporting from the system. * Managing special projects, representing the Division or Department at various meetings and conferences, and participating in ongoing training and educational programs. * Calculates applicable hours towards Public Employers Retirement from DNRC employment, including researching hours in work status and completing appropriate forms for the retiree. Disperse funds withheld from employees’ payroll checks and state contributions to proper vendors regularly, including retirement, workers’ compensation, unemployment, and benefits. * Upon receiving notification from the Montana Department of Labor & Industry, provides information using the UI eService for terminated employees regarding unemployment insurance eligibility. * Oversees employee record keeping for the department ensuring that payroll documents are submitted properly and kept confidential. Develops and maintains records management for the Payroll files. * Provides payroll/travel information for the Legislative Auditors. EMPLOYEE CHANGE DUTIES * Processes Department Personnel Action Forms (PAF) using knowledge of the full range of employee benefits available to employees and knowledge of public personnel administration, research techniques, and SABHRS. * Inputs into SABHRS the hiring of new employees, adjustments to existing employees and terminations of employees. * Researches and responds to employee questions or management inquiries on payroll matters by reviewing files, researching circumstances, gathering data, interpreting information and applying laws, rules and union contracts. Provides technical assistance and guidance in the application of appropriate policy to ensure compliance. Creates spreadsheets on employee information when necessary. * Provides technical assistance and information to employees on the state’s sick leave fund/direct sick leave grants. Research and process eligibility of employees receiving sick leave grants as well as employees donating sick leave grants. * Explains cost of benefits to employees, calculates premiums, and answers inquiries regarding premiums and rates. * Audits and adjusts sick and annual leave records, and computes leave time for termination payoff and employee transfer by reviewing those records and calculating transfer time. Calculates and completes “Certification of Prior Employment Hours for Annual/Vacation Leave Rate Earned” form. * Provides new employees with guidance and information relative to hiring forms, timesheets, travel, insurance eligibility requirements, PERS, payroll deduction options available, and department and state policies. * In the event of an employee's death, works with employee’s supervisor and DOA HRIS to process final paperwork. * Interacts with the Department of Administration (DOA) Human Resources Information Services (HRIS) Bureau and Department HR Specialists to obtain information and resolve issues with reporting and/or employee information. OTHER DUTIES: This position performs a variety of other duties as needed to assist with payroll/FSO needs. All applicants must submit the following (only electronic materials will be accepted): * Resume HELPFUL HINT: You must check the “relevant document” box to ensure your attachments are uploading correctly to the specific application. Benefits: * Paid Vacation, Sick Leave and Holidays * Health, Dental, Prescription, and Vision Coverage * Retirement Plans * Public Service Loan Forgiveness (PSLF) – Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.  Look here, https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service to learn more and see if you may qualify! If you have any questions or would like to review the job description for this position, please email Becky Quick at Rebecca.Quick@mt.gov This position is eligible for the July, 2024, statutory increase. *Minimum Qualifications (Education and Experience): */List the required education and experience required for the first day of work, including alternative methods of acquiring minimum qualifications./ * Associate Degree in accounting, finance, or closely related field. * Three years of job related experience. * Other combinations of education and experience may be substituted *Required knowledge, skills, and abilities: * Knowledge of accounting principles, practices and methods. * Knowledge of compensation, payroll and benefits principles, and state and federal wage and hours laws. * Knowledge of Microsoft Outlook, Excel & Word. * Knowledge of data collection and research techniques, report writing, confidentiality requirements and data base management. * Ability to work effectively and positively as a part of the Payroll Section. * Ability to perform numerical calculations quickly and accurately. * Ability to complete heavy workloads under tight deadlines. * Ability to recognize, analyze and solve financial recording and reporting problems and to accurately interpret payroll and accounting records. * Ability to research and evaluate information interprets and applies policies, procedures, state and federal laws. Special Information: Candidates must be eligible to work in the United States. A valid driver's license is required with less than 12 conviction points in the most recent completed 36 months. Eligibility to Work:In accordance with the Immigration Reform and Control Act, the person selected must produce within three days of hire documents that show authorization to work in the United States. Examples of such documentation include a birth certificate or Social Security card along with a driver’s license or other picture I.D., or a U.S. passport, or a "green card". The State of Montana does not sponsor. Title: Payroll Specialist Location: Helena Requisition ID: 24141402