Administrative Assistant​/Payroll Specialist

The Administrative Assistant / Payroll Specialist is a civilian, non-sworn 40-hour-per-week employee responsible for providing administrative and clerical support to the command staff of the Westfield Police Department while serving as the Department’s primary coordinator for payroll preparation and processing. This position performs a variety of administrative functions requiring a high degree of accuracy, organization, confidentiality, and attention to detail. Payroll responsibilities include reviewing and preparing employee payroll information, verifying time and attendance records, identifying and resolving discrepancies, maintaining payroll documentation, and serving as the Department’s primary point of contact with the Clerk’s Office regarding payroll matters.

The position also assists command staff with correspondence, reports, records, scheduling, data entry, document preparation, and other administrative needs necessary to support the efficient operation of the Department. The assignments, duties, and tasks noted in this job description are not all-inclusive but provide a general description of the routine and important tasks associated with this position. The Administrative Assistant / Payroll Specialist reports to the Assistant Chief of Police - Administration or their designee.

Work hours are generally 8:00 a.m. to 4:00 p.m., Monday through Friday, but hours may vary based on operational needs.

• Coordinate and prepare Department payroll information for submission to the Clerk’s Office.
• Review employee time and attendance records for completeness and accuracy.
• Verify regular hours, overtime, compensatory time, leave usage, holiday time, and other payroll-related entries as applicable.
• Identify payroll discrepancies and work with employees, supervisors, command staff, and the Clerk’s Office to resolve issues.
• Ensure payroll information is submitted accurately and within established deadlines.
• Serve as the primary Department point of contact with the Clerk’s Office regarding routine payroll matters.
• Maintain accurate and organized payroll records and supporting documentation.
• Assist employees and supervisors with payroll-related questions and provide guidance regarding established payroll procedures.
• Monitor payroll submissions for missing, incomplete, or inconsistent information and obtain necessary corrections.
• Maintain records related to overtime, compensatory time, leave, and other payroll-related information as required.
• Utilize payroll and timekeeping systems, including ADP, as applicable.
• Assist with payroll audits, reporting, reconciliation, and requests for payroll information.
• Maintain strict confidentiality of employee compensation, payroll, benefits, and personnel information.
• Stay current on City payroll procedures and communicate relevant payroll deadlines or procedural changes to Department personnel.

• Provide administrative and clerical support to the Chief of Police, Assistant Chiefs, and other command staff as assigned.
• Prepare, format, proofread, and distribute correspondence, memoranda, reports, spreadsheets, presentations, and other documents.
• Assist command staff with scheduling, meeting preparation, documentation, and other administrative needs.
• Maintain electronic and paper files in an organized and accessible manner.
• Perform data entry and maintain spreadsheets, databases, and administrative records.
• Assist with the preparation and organization of reports, statistical information, and other Department documents.
• Receive and respond to routine internal and external correspondence and direct inquiries to the appropriate personnel.
• Assist with scheduling meetings,…