What are the responsibilities and job description for the Payroll Clerk position at City of San Juan, Texas?
HOURLY: $14.62
JOB OBJECTIVES:
Under general supervision, this position is responsible for the timely and accurate preparation of the City’s biweekly payroll and payroll related accounts payable reconciliation and payments of same. Works with recurring records and reports, assembling information from more than one source. Decisions are made daily on variety of items from simple to complex. Position has limited exposure to the public, but has daily contact with employees requiring simple courtesies and the exercise of tact and diplomacy. This position has no supervisory responsibility. This position is under the direction of the Assistant Director of Finance.
ESSENTIAL JOB FUNCTIONS:
- Sets up employees on Incode Module and maintains updated employee payroll records (scans and uploads personnel action forms, supplemental insurances, health insurance, W-4, direct deposit, etc.).
- Monitors to ensure all timesheet hours have a time stamp.
- Monitors to ensure that all requests are processed through the Time Clock Plus calendar.
- Monitors to ensure all timesheets are approved by employee, supervisor and director before locking Time Clock Plus.
- Ensures that all required information is submitted before or after a holiday, when requesting sick leave, in accordance with the process and protocols.
- Prepares by-weekly payroll (journal entry calculation and distribution).
- Prepares journal entry to reconcile with the ACH file bank transfer.
- Prepares journal entry for biweekly payments such as retirement payments, etc.
- Prepare and submit an electronic ACH file to depository bank.
- Prepare and process the inter-funds transfers to payroll fund.
- Prepare and uploads payroll direct deposit stub through the ESS (Employee Self-Serve) Portal.
- Prepares bi-weekly federal income tax deposit, garnishments (child support, student loans, IRS Levies, deferred compensation etc.).
- Perform monthly reconciliation of payroll related liabilities such as federal income tax deposit and TMRS.
- Prepare and submit federal payroll quarterly reports (940 and 941 thru the Electronic Federal Tax Payment System – EFTPS creating an ID Me account), as well as state reports (unemployment).
- Prepare and distribute annual report for W-2’s and Workers Compensation Audit.
- Enters and verifies all employee benefit changes during Annual Open Enrollment (scans open enrollment forms to employee profile on Incode).
- Maintain all employee leave balances and accruals (sick, vacation, leave donation, FMLA, leave without pay, compensatory time, military, etc.).
- Verify and reconcile all supplemental products and makes necessary corrections before processing for payment.
- Ensures that when an employee is on leave and no longer receiving a payroll check, the employee is billed for all mandatory and voluntary products on a timely manner.
- Responsible for ensuring confidentiality of information and in accordance with HIPPA Rules and Regulations.
- Performs other related duties as assigned.
EQUIPMENT/MATERIALS:
Computer, calculator, fax machine, copier, as well as other general office equipment.
WORKING CONDITIONS/PHYSICAL DEMANDS:
Works a normal work week, 5-days, 40 hours per week with occasional work after hours. Work with little hazard to health or body, under standard conditions with adequate lighting, heating, and ventilation. Position requires little or no physical effort, little movement and infrequent lifting greater than 5-15 pounds.
EDUCATION/SKILLS REQUIRED:
High school diploma with a minimum of five (5) years of related experience. Requires excellent grammar, writing, organizational and communication skills and be able to type 50 wpm. Must be computer literate and proficient in Microsoft Office (Word and Excel), internet and email. Must have the ability to follow complex oral and written instructions and multi-task. Must be able to have problem solving abilities. Must possess a valid Texas driver’s license (Class C) with a satisfactory driving record. Preferred qualifications: Associate’s Degree, Bilingual (English/Spanish) and knowledge of municipal operations and procedures.
Note: The above duties describe the chief functions of the job and are not to be considered a detailed description of every duty of the job.
Salary : $15