Payroll/Purchasing Assistant

About the Department

The Payroll Assistant of the Delaware County Sheriff’s Office is responsible for ensuring that the staff have needed supplies and equipment, and that the payroll process runs smoothly and accurately. This position performs all administrative and technical/clerical activities related to payroll. 

This position reports directly to the Civil Process Supervisor and works closely with the Chief of Staff. 

Position Duties

• Develops and implements procurement processes and procedures within Sheriff’s Office, including ordering office supplies and equipment through Central Purchasing, tracking orders, communicating with Department staff, and maintaining records.
• Monitors vendor performance and resolves issues and concerns through Central Purchasing, as appropriate
• Ensures accuracy, accessibility, and security/confidentiality of Department records.
• Prepares periodic and as-needed reports concerning purchasing activity for the Department.
• Performs related duties as required. Reviews and verifies employee timesheets for completeness and supervisor’s approval. 
• Enters data into payroll and administrative databases, spreadsheets, software programs, logs, and physical files.
• Ensures accuracy, accessibility, and security/confidentiality of Department payroll documentation and transactions records.
• Prepares payroll financial reports for accounting and auditing purposes.
• Prepares periodic and as-needed payroll reports for Department management.
• Monitors and responds to staff payroll-related inquiries and works with the appropriate staff and leadership to resolve payroll discrepancies. 
• Coordinates with the Delaware County Payroll Department.
• Ensures payroll compliance with company policies and laws.
• Performs related duties as required.

Minimum Qualifications

• High school graduate or GED equivalent.
• Experience in accounting, bookkeeping, or business administration preferred. 
• Experience working with accounting and payroll software a plus.
• Valid driver’s license.
• Required to obtain, at their own expense, three forms of clearance, including PA State Police Criminal History Record Check; PA Child Abuse History; and FBI Criminal History Background Check including finger printing prior to employment.

Other Qualifications

Preferred Skills, Knowledge & Experience:

• Working knowledge of basic accounting principles and payroll practices.
• Working knowledge of MS Office Word, Outlook, and Excel spreadsheets and formulas.
• Knowledge of payroll entry processes.
• Strong customer service skills.
• Problem-solving skills.
• Written and verbal communication skills.
• Relationship-building skills.
• Ability to learn unique information systems.
• Ability to set priorities.
• Able to multitask, prioritize, and manage time efficiently.
• Ability to manage details.
• Ability to follow protocol, procedures, and established guidelines.
• Ability to work as part of a team.
• Ability to interact appropriately and effectively with a wide range of persons.
• Ability to maintain and handle confidential information.
• Ability to adapt to changing circumstances and needs.
• Ability to manage a demanding and changing workload.
• Demonstrated strong work ethic.
• Applies principles of ethics, diversity, equity, inclusion, and justice.
• Demonstrates critical thinking in decision-making.