CLERK- PAYROLL UTILITY CLERK

Payroll Utility Clerk

Reports to: Director of Payroll

Pay Grade: Clerical Pay 3

Department/Campus: Payroll

Days: 227

Primary Purpose: Provide clerical and payroll support with primary responsibility for assisting with the District's electronic timekeeping system. Review timekeeping records for errors and missing information, communicate with time managers regarding needed corrections, assist employees and time managers with timekeeping questions, and perform assigned payroll duties. Provide support throughout the Payroll Department as needed to assist with accurate and timely payroll operations. Process assigned payroll deductions and billings.

Education/Certification

• High school diploma or equivalent.

Special Knowledge Skills

• Knowledge of general office and payroll procedures and computer applications.
• Knowledge of word processing and spreadsheet software.
• Ability to learn and use electronic payroll and timekeeping systems.
• Ability to maintain accurate records and identify errors or discrepancies.
• Ability to communicate effectively with employees and District staff.
• Ability to maintain confidentiality of employee and payroll information.
• Ability to organize and prioritize multiple responsibilities and meet established deadlines.
• Ability to provide effective customer service and respond appropriately to payroll-related questions.

Experience

• Clerical experience required.
• Payroll, timekeeping, or related experience preferred.

Major Responsibilities and Duties

Timekeeping Support

• Assist with the daily and weekly review of the District's electronic timekeeping system and related records.
• Review timekeeping records for missing punches, incomplete records, errors, and other discrepancies that may affect payroll processing.
• Prepare and distribute weekly timekeeping error information to designated campus and department time managers.
• Notify time managers of identified timekeeping errors and assist with needed corrections.
• Assist employees and time managers with routine timekeeping questions, procedures, and system use.
• Communicate timekeeping system issues to Information Systems and assist with resolution as needed.
• Assist with timekeeping training and provide guidance to time managers regarding procedures, deadlines, and common errors.

Payroll and Department Support

• Prepare and process assigned payroll billings and maintain related records and supporting documentation.
• Assist with payroll records, reports, reconciliations, deductions, and other assigned payroll functions as needed.
• Maintain assigned payroll and timekeeping records, files, and supporting documentation.
• Provide support across Payroll Department functions as needed to assist with accurate and timely payroll processing and continuity of operations.

Front Office Support

• Serve as backup for Payroll Department front-office operations when needed, including answering incoming telephone calls, assisting employees and visitors at the counter, and directing inquiries to the appropriate Payroll staff member.
• Assist employees with general payroll questions, forms, and documentation and refer questions to the appropriate Payroll staff member when additional assistance is needed.
• Receive and route Payroll Department documents, correspondence, and other information when providing front-office coverage.
• Review direct deposit prenote information.
• Perform other duties as assigned by the Director of Payroll.

Supervisory Responsibilities

None.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including a personal computer and programs.

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching.

Lifting: Occasional light lifting and carrying.

Environment: Frequent contact with employees and the public; frequent interruptions; occasional prolonged or irregular hours; prolonged exposure to office lights and monitors.

Mental Demands: Maintain accuracy while performing detailed work; manage multiple priorities and deadlines; maintain confidentiality; maintain emotional control under stress. Maintain composure during influx of high-demand events or situations.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. I have read, understand, and attest to the above description and funding relating to my daily activities.

Signature Date