CLERK- PAYROLL CLERK

Payroll Clerk

Reports to: Director of Payroll

Pay Grade: Clerical Pay 6

Department/Campus: Payroll

Days: 227

Primary Purpose: Provide front-line support for Payroll Department operations and perform assigned payroll processing functions. Serve as a primary point of contact for employees and others contacting the Payroll Department, assist with employee payroll records and transactions, process assigned payroll deductions and billings, and support accurate and timely payroll operations.

Qualifications:

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 maintain accurate records and process detailed information.
• Ability to communicate effectively with employees, departments, outside agencies, and the public.
• 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.
• Bookkeeping or payroll experience preferred.

Major Responsibilities and Duties:

Essential Duties and Responsibilities

• Serve as a primary point of contact for the Payroll Department by answering incoming telephone calls, responding to general inquiries, and directing employees and callers to the appropriate payroll staff member.
• Assist employees with payroll-related questions, forms, documentation, and other requests, and direct more complex matters to the appropriate payroll staff member.
• Receive, review, and distribute incoming Payroll Department mail, documents, and other correspondence.
• Receive payments submitted to the Payroll Department and process or route payments and supporting documentation as appropriate.
• Process verifications of employment, verifications of income, and other third-party requests.
• Address outstanding aging checks on a monthly basis.
• Provide support across Payroll Department functions as needed to ensure accurate and timely payroll processing and continuity of operations.
• Work collaboratively with Payroll staff and other District departments to research and resolve payroll-related questions and discrepancies.
• Maintain payroll records, files, reports, and supporting documentation in accordance with District procedures and applicable record-retention requirements.
• Perform other duties as assigned by the Director of Payroll.

Employee Payroll Records and Transactions

• Research employee Teacher Retirement System (TRS) status and establish or update applicable retirement information for new hires, rehires, and other employee payroll records.
• Receive and process employee W-4 forms and maintain applicable federal tax withholding information in the payroll system.
• Maintain assigned payroll master records and employee payroll information to ensure information is accurate and current.
• Review payroll documentation and employee information for completeness and accuracy and follow up on discrepancies as needed.

Payroll Deductions and Billings

• Manage and maintain assigned payroll deductions and related records.
• Prepare and process assigned payroll deduction billings and maintain supporting documentation.
• Prepare correspondence, reports, and documentation for agencies, companies, and other entities related to assigned payroll responsibilities.
• Reconcile assigned payroll records, billings, or general ledger accounts as required.

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