Payroll Clerk

POSITION TITLE: Payroll Clerk

EXEMPTION STATUS: Non-Exempt

REPORTS TO: Coordinator of Financial Services

TERMS OF EMPLOYMENT: 12 months,

Primary Purpose:

Provide prompt and accurate processing of all payrolls, including deductions and employee leave.

Qualifications:

Education/Certification

High school diploma

Notary Public, preferred

Special Knowledge/Skills

Proficient computer skills to develop spreadsheets, manage databases, and perform word processing

Proficient keyboarding, data entry, and file maintenance skills

Effective organizational, communication (verbal and written), and interpersonal skills

Proficient skills in reconciliation of pay and leave data

Knowledge of acceptable accounting principles

Experience:

Two years payroll processing experience, preferably in public school or related environment

Major Responsibilities and Duties:

Financial Ethics

• Comply with all policies and procedures; internal controls; and state, local, and federal laws as they pertain to the financial affairs of the District.
• Promptly report to immediate supervisor or Superintendent any suspected violations of the code of ethics, such as theft, fraud, or any other dishonest act in the workplace.
• Act in an ethical and honest manner in all business transactions of the District.
• Maintain confidentiality of all data, files, and general employee and district financial information.
• Safeguard against unauthorized access to assigned computer system and electronic data.

Payroll Processing

• Prepare, process, and issue all semi-monthly, monthly, and special payrolls; and process manual checks for corrections or adjustments.
• Process employee direct bank deposits.
• Assist with reconciliation of health insurance billing, payroll deductions, and leave processing.
• Assist the coordinator and collaborate with the human resources staff in preparing and presenting information in entrance sessions, substitute orientations, and exit sessions, as needed.
• Assist in preparing and processing the annual IRS Form W-2.
• Process and respond to requests for employment and compensation verifications.
• Reconcile and generate all payroll reports, including but not limited to: quarterly and month-end reports, TRS reports, unemployment wage reports, and quarterly 941 tax deposits.

Leave and Benefits Processing

• Process employee leave reports, assist employees with leave policies, and collaborate with the human resources staff on employee leave issues.
• Assist the coordinator and staff with changes related to health insurance, supplemental insurance, retirement investment plans, salary reduction agreements, and other benefits, as needed.

Clerical Support, Reports, Records, and Correspondence

• Assist department staff with duties and projects, as needed.
• Receive calls, assist caller or take reliable message, and appropriately route call.
• Interpret policy, procedures, and data.
• Assist in compiling information for preparing various reports, forms, and correspondence, and maintain department files.

Professional Growth and Development

• Keep informed and comply with federal and state laws, policies, and regulations concerning assignment.
• Participate in professional learning, staff meetings, and special events as assigned.

Communication

• Effectively communicate with staff, agencies, and others; maintain a positive rapport in assisting with questions and concerns in a prompt and courteous manner; and maintain high degree of confidentiality.
• Articulate the District’s mission and goals to the community and solicit community support.

Mental Demands/Physical Demands/Environmental Factors

• Tools/Equipment Used: Standard office equipment including computer, peripherals such as electronic devices and telephone
• Posture: Prolonged sitting; moderate standing, kneeling/squatting, bending/stooping, pushing/pulling, twisting
• Motion: Frequent repetitive hand motions, keyboarding, use of mouse, wrist flexion/extension; prolonged computer use
• Lifting: Lifting and carrying up to 30 pounds without assistance, 30-55 pounds with assistance, and more than 55 pounds with appropriate assistance
• Environment: Work is performed in office setting; occasional irregular and/or prolonged hours
• Mental Demands: Maintain emotional control under stress, work with frequent interruptions