Payroll Supervisor​/Undersheriff’s Secretary

Apply at:

To provide administrative support to the four Under sheriffs of the Peoria County Sheriff’s Office, which includes personnel administration. To assist the Finance Director with the day-to-day financial operations. To direct and oversee the operations of the Payroll/Billing Clerk and Bookkeeper. To ensure all Sheriff’s Office revenues, expenditures, and payroll are processed according to Sheriff and County guidelines.

Provides administrative support for the Sheriff Command staff.

Maintains the Sheriff Command Order Book, which contains all orders issued by the Sheriff, Under sheriffs, 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 under sheriffs, 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 Under sheriffs 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 Under sheriffs 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…