Payroll Clerk

DISTINGUISHING FEATURES OF THE CLASS: This is a specialized clerical position involving the review of timecards/time sheets and the performance and maintenance of payroll functions. Employees process payroll manually and on a computer terminal. The employee reports directly to, and works under the general supervision of, a higher-level staff member. Supervision is normally not a responsibility of this class. Does related work as required.

TYPICAL WORK ACTIVITIES: (All need not be performed in a given position. Other related activities may be performed although not listed.)

Reviews timecards/sheets, checking hours worked and hours missed due to leave, vacation, illness, compensation and tardiness;

Enters information from timecards onto payroll sheets and submits for approval;

Performs payroll processing duties such as calculating, data keying and balancing;

Furnishes copies of payroll to parties concerned;

Maintains payroll and personnel records on an automated data entry system;

Maintains and/or reviews attendance records for employees;

Notifies departments or Human Resources staff of any unusual personnel or payroll changes;

Distributes paychecks to employees on payday;

Explains payroll related information and options; direct deposit, timecard coding, and deferred compensation either by meeting with new employees or responding to inquiries;

Develops hand checks/on-line checks;

Provides information upon request regarding items such as worker’s compensation and unemployment insurance;

Produces reports as needed for negotiations and analysis;

Develops spread sheet and database records;

Performs various other office duties as requested.

WHEN ASSIGNED TO SCHOOL DISTRICTS:

Reviews and processes computerized timesheets;

Handles retirement and insurance requests and explains provisions of the law; processes withholding statements and requests for deductions;

Assembles quarterly State and Federal Payroll tax reports;

Develops, maintains, verifies data, makes corrections to and distributes W-2 forms;

Establishes and deducts withholdings/garnishments required from various agencies;

Develops, maintains, corrects and submits reports for the New York State Retirement System and New York State Teacher’s Retirement System.

WHEN ASSIGNED TO MONROE COUNTY HUMAN RESOURCES DEPARTMENT:

Balances employee time reporting against updated database to produce an accurate bi-weekly payroll;

Maintains personnel folders and updates information in personnel folders as needed;

Communicates discrepancies in personnel data to the personnel contact and the liaison of the affected county departments;

Responds to inquiries made by various departments and outside financial institutions;

Performs random timecard audits.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of office practices, procedures, and equipment; good knowledge of proper payroll procedures; good knowledge of computer database systems; ability to use a calculator and other office equipment; ability to make accurate arithmetic computations; ability to communicate both orally and in writing; ability to interpret written materials; ability to work independently; ability to perform duties in a confidential manner; accuracy; good judgment; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma, plus EITHER:

(A) Three (3) years of full-time or its part-time equivalent paid experience posting financial or accounting records, or entering and editing data on payroll records; OR,

(B) Graduation from a regionally accredited or New York State college or university with an Associate's degree in Accounting or Finance, plus one (1) year of experience as described in (A) above; OR,

(C) Graduation from a regionally accredited or New York State college or university with an Associate’s degree, plus two (2) years of experience as described in (A) above; OR,

(D) Any equivalent combination of training and experience as defined by the limits of (A), (B), and (C) above.

SPECIAL REQUIREMENT:
If you are appointed, you will be required to possess a valid license to operate a vehicle in NYS, or otherwise demonstrate your ability to meet the transportation needs of the position.

REVISED: February 27, 1986
REVISED: April 3, 1996
REVISED: July 9, 1998
REVISED: October 16, 2003
REVISED: August 7, 2008

ADDITIONAL INFORMATION:
Depending on position duties, candidates for employment with Monroe County Government will be required to pass a pre-employment drug test.

Per Chapter 180 of the Laws of 2000, and by Regulations of the Commissioner of Education, to be employed in a position designated by a school district or BOCES as involving direct contact with students, a clearance for employment from the State Education Department is required.

Competitive Appointment:
You must have current competitive status as (Job Title), or be reachable on the competitive eligible list

Provisional Appointment:
If you are being hired in a provisional capacity you will be required to take the Civil Service exam when it is next offered by Monroe County.

Residency:
Candidates must be residents of Monroe County for 30 days at time of permanent appointment or testing. A waiver of residency requirement may be requested, but cannot be guaranteed.