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Job Description

Detailed information on the job is provided below.

The job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

Payroll Clerk
CI0245
06/17/2013
Non-exempt
A04
The fundamental reason this position exists is to perform the payroll related functions of city and county departments. Payroll Clerks process bi-weekly payroll for their assigned departmental employees and staff members. The essential functions of this position are: processes new employees into the department, processes bi-weekly payroll, processes employee worker's compensation claims, processes employees leaving the department, and performs administrative-related duties. Payroll Clerks are supervised by administrative figures varying from department to department.
The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTION: Processes bi-weekly payroll to include entering all leave earned and used such as sick, annual, military, compensatory, personal and overtime using leave cards, calculator, computer, and computer programs following the departmental policies and procedures, state and federal employee leave guidelines and personnel board rules and regulations in order to calculate, record and report all employee leave used and time earned for a given pay period.

Calculates and records all employee leave such as compensatory, overtime, annual, sick, personal, jury duty, leave without pay, administrative leave, military leave, holiday leave, Worker's Compensation and/or FMLA leave.
Enters all employee leave time and earned comp time into the computer system and ensures it is coded properly.
Maintains and files written records of employee leave.
Compares written record of employee leave to computer information in order to ensure that leave was entered correctly.
Submits FMLA leave requests appropriate parties for approval.
Processes sick leave bank donation requests and sends paperwork to finance/accounting.
Monitors leave accumulation of employees in order to ensure that employees leave appropriately and to notify supervisors of excessive leave balances.
Monitors FLSA status of employees in order to ensure that employees are compensated appropriately for overtime.
Monitors employee's length of service to ensure that leave accumulation is appropriate for employee's length of service and that it is updated when appropriate.
Receives copies of court summons as verification of jury duty, documents the time off and sends the request to the appropriate parties.
Receives and processes copies of military orders as verification of military leave.
Prepares overtime reports.
Ensures that special pay adjustments like shift differentials are calculated and paid correctly.
Calculates and enters adjustments to correct previous payrolls or composes memos in order to have corrections made to payroll or specific employees.

ESSENTIAL FUNCTION: Performs administrative-related duties to include employment and wage verifications using the computer, fax, telephone, copier, and personnel forms 10, 100, 9, and I-9 following departmental policies and procedures and Montgomery City-County Personnel policies and procedures in order to maintain the efficiency, accuracy, and confidentiality of the department's employee record keeping system.

Completes the necessary forms to process employee changes in position or classification, promotion, rate of pay, change in review dates, change of name and address or to document awarded education incentives.
Records salary data and maintains employee personnel files.
Answers complaint calls from employees regarding payroll concerns.
Responds to requests from agencies such as child support services for employee wage and salary information.
Verifies employment to agencies such as the Housing Authority, mortgage companies, banks, or apartments with a signed release from the employee.
Copies personnel records to be forwarded to authorized officials.
Composes memos and letters requesting assistance from finance/accounting in resolving employee payroll discrepancies such as lost checks or destroyed checks.
Orders duplicate insurance cards for employees.
Distributes payroll checks to employees.
Orders and distributes duplicate prescription cards.
Requests reimbursement for overtime worked by employees from outside agencies.
Prepares payroll information used by department/agency in budget development.
Receives mail from and distributes mail to employees.
Maintains list of employees' driver's license numbers.
Tracks and maintains training hours and/or certificates for department employees.
Distributes and collects employee annual review forms for employee merit raises and/or performance appraisal.

ESSENTIAL FUNCTION: Processes employees leaving the department by retirement, death, expiration of temporary employment, resignation, and transfers using the computer, copier, fax, telephone, and City-County Personnel Forms 10 and 100, following departmental policies and procedures and personnel rules and regulations in order to document and record the separation of employees.

Receives notification of all employee separations and processes personnel forms 10 and 100 to document and record the separation.
Calculates employee's remaining annual, sick, and compensatory.
Contacts finance/accounting to forward employee's request to receive the last pay check on the last day of service.
Distributes COBRA packages and explains COBRA's purposes and benefits to employees.
Checks beneficiary forms to confirm beneficiary identity and distributes deceased employee's final pay to this person.

ESSENTIAL FUNCTION: Processes new employees into the department using the computer, telephone, copier, policy and procedures manuals, personnel forms, employee handbook, and employee information cards following departmental and jurisdictional policies and procedures and deadlines in order to establish employees in the departments and inform them of all policies and procedures.

Completes position fill requests.
Manages the eligibility lists for vacant positions in the department.
Verifies the employment of potential and/or new employees.
Completes applicable personnel records with forms such as Form 10s, Form 100s, I-9s, and Form 9s and sends to appropriate departments or authorities.
Distributes and explains the contents of employee handbooks to include explaining such topics as benefits package, rules and regulations, harassment policy, ethics policy, political campaign policy, computer/Internet policy, polygraph policy, oath of office, and nicotine policy.
Solicits signatures from new employees as proof of reading the handbook and agreeing to adhere to policies and procedures.
Reviews employee's personnel forms to determine whether or not the employee is temporary or permanent so that proper procedures will be followed when establishing the employee's records.
Schedules drug tests for new employees with appropriate parties.
Takes samples (hair) and forwards to laboratory for drug screening (may not be performed by all incumbents).
Schedules polygraph and physical examinations for new employees with the appropriate offices.
Verifies the employment start date for and with new employees.
Informs new employees of the current time keeping methods and procedures of the department.
Forwards completed new employee packages to finance/accounting/personnel to ensure the activation of the employee.
Contacts internal and external agencies who conduct new employee tests such as physical examinations and drug tests in order to track the status of the test results.
Answers management questions regarding employment test status such as polygraph or physical examination times or drug tests dates in order to keep supervisors informed of new employee status.
Establishes a means of recording the employee's time by making a time sheet, adding the employee to a roster, or some other means adopted by the department.
Establishes an employee file for all new employees to house all employee information such as, time earned, time used, disciplinary forms, and worker's compensation.
Verifies previous employment with the jurisdiction for re-hired employees by checking the computer or calling other departments.
Distributes applications to potential employees upon request and forwards completed applications to supervisors.
Assists new employees in completing income tax forms such as federal and state withholding and exemption forms.
Explains and enrolls employees in benefits programs offered through payroll deductions such as insurance and the flexible benefits program.

ESSENTIAL FUNCTION: Processes employee worker's compensation claims using the computer, telephone, fax, copier, First Report of Injury Forms, Physician Referral Forms, and other departmental administrative forms following state worker's compensation claim guidelines and departmental policies and procedures in order to ensure that employees receive appropriate work benefits and to ensure that worker's compensation situations are properly documented.

Completes the First Report of Injury Form highlighting the employee's general information, incident description and the injury date.
Explains employee rights regarding doctor visits to receive medical attention of a work related injury to employees and supervisors.
Schedules doctor's appointments and transportation for employees injured on the job.
Provides Physician Referral Forms to injured employees for each doctor's visit.
Reviews doctor recommendations regarding employee medical status and reports this information to employee's supervisors.
Consults with appropriate parties regarding injury discrepancies such as employees not reporting injury on the day it happened, employees not showing up for doctor's appointments, or employees requesting a second opinion regarding their condition from another doctor.
Directs employees to preferred prescription care druggist.
Completes and files Worker's Compensations Supplementary Form for employees which outlines any time missed and sends the form to appropriate parties.
Consults with appropriate parties regarding the reimbursement of holding days of employees receiving worker's compensation.
Knowledge of bookkeeping principles and practices to include verification of time sheets and salary changes, as needed to prepare or maintain accurate records and reports.

Knowledge of the jurisdiction's/department's payroll policies and procedures to include those related to time keeping and time reporting as needed to ensure employees are compensated correctly and leave balances are accurately maintained.

Knowledge of City-County Personnel time accrual rules such as the rate at which annual, sick, and compensatory leave are accrued and the procedures for requesting, using and reporting leave as needed to accurately calculate and report employee time.

Knowledge of local, state, or federal laws, codes, regulations or legislative acts pertaining to employee benefit or payroll programs to include keeping records for audit and verifying reports generated by the computerized payroll system as needed to process payroll as required for state, federal, and local entities.

Knowledge of the federal and state guidelines regarding Family and Medical Leave Act (FMLA) to include eligibility, the types of leave, enforcement procedures and remedies as needed to explain the stipulations of the act to employees and initiate the conditions of the act following the proper guidelines.

Knowledge of federal and state guidelines regarding military leave to include eligibility, the duration of allowable compensated time, enforcement procedures and remedies as needed to explain the stipulations of the act to employees and initiate the conditions of the act following the proper guidelines.

Knowledge of the Fair Labor Standards Act (FLSA) to include eligibility, the types of leave covered, enforcement procedures and remedies as needed to explain the stipulations of the act to employees and initiate the conditions of the act following the proper guidelines.

Knowledge of COBRA to include eligibility, the types of insurance options offered, and enforcement procedures and remedies as needed to explain the stipulations of the act to employees and initiate the act following the proper guidelines.

Knowledge of Worker's Compensation laws, guidelines, and forms to include the stipulations for receiving worker's compensation, calculating holding days, and reporting the required information to the appropriate departments as needed to process worker's compensation claims and educate employees regarding the stipulations of the laws.

Knowledge of federal and state income tax laws to include policies of exemptions and claims as needed to assist employees in the completion of federal and state withholding forms.

Knowledge of jurisdiction's/department's payroll and personnel related forms to include the proper manner to complete and process forms as needed to complete personnel forms, payroll forms, and other administrative forms.

Knowledge of payroll procedures and practices to include the procedures for processing temporary and permanent employees, part-time and full time employees, exempt and non-exempt employees, and bi-weekly employees as needed to calculate employee time and document employment status.

Knowledge of employee leave type accumulations to include the types of leave and rate of accumulations as needed to calculate employee time.

Knowledge of administrative and clerical procedures and systems such as word processing, filing and record management systems, and other office procedures and terminology as needed to maintain the accuracy and confidentiality of employee records.

Knowledge of computer software applications such as Microsoft Excel, Word, Outlook, Internet and mainframe applications as needed to figure and report employee time and access personnel forms.

Skill in using mathematical applications such as addition, subtraction, multiplication, division, percentages, and fractions as need to calculate employee time accumulated and used.

Skill in performing key entry of alpha or numerical material.

Skill in entering data accurately and quickly using a computer keyboard as needed to enter payroll figures in the computer.

Ability to communicate orally to include the use of standard English grammar, clarity, and explaining complex concepts on the level of the listener as needed to explain payroll procedures.

Ability to communicate in writing to include the use of standard English grammar, spelling, punctuation and sentence structure and logical ordering of ideas as needed to compose documents such as memo and letters and to effectively communicate with others.

Ability to read and understand documents such as reports, regulations, pay plans, computer printouts or manuals as needed to relay information to employees, department heads or to interpret, utilize or analyze data.

Ability to interpret complex data such as spreadsheet computations, charts, and graphs as needed to aid in interpreting payroll data.

Ability to file chronologically and alphabetically to include making sure all items are correctly sequenced and placed as needed to organize personnel files and payroll records for future reference.

Ability to operate office equipment such as copiers, fax, printers, and telephones at an acceptable level as needed to maintain the efficiency of the office.

Ability to maintain attention to detail as needed to calculate, figure, input employee time, and maintain employee records.

Ability to maintain and ensure the confidentiality of employee personnel files and contents.

Ability to establish and maintain effective working relationships with supervisors, department office employees or other agencies to include tact, courtesy, and diplomacy as needed to provide and request information relative to payroll issues.

Ability to manage time and projects as needed to meet bi-weekly deadlines.

Ability to trace mathematical errors in payroll records as needed to locate and correct payroll discrepancies.
High school diploma or G.E.D. with one year of varied payroll experience, or an equivalent combination of education and experience.
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