Payroll Clerk

PRIMARY PURPOSE:

This position is responsible processing the payroll for the city, prepares payroll reports and distributes payroll summary reports to management and department heads.

SUPERVISION AND GUIDELINES:

Under the general supervision of the Finance Director.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:

A. Primary Duties.

1. Process payroll for two employee groups; all City employees and elected officials.

2. Upload employee data (new hire, changes, and earnings) from HR system in Incode.

3. Compile payroll data such as garnishments, vacation and sick leave, insurance, retirement, and other deductions.

4. Inputs employee time per department head spreadsheets for completeness and accuracy.

5. Contact various department supervisors for missing timesheets.

6. Cross train others on primary duties.

7. Develop an in depth understanding of Incode payroll system to provide departmental reports each pay period and any other reports for management purposes as requested.

8. Process employee verifications of employee reports as authorized by employee for third parties.

9. Process accurate employee pay.

10. Approve payroll though Incode software.

11. Create ACH reports for electronic transmittal by finance director.

12. Distributes stubs/checks to departments.

13. Phone in FICA and federal withholdings (941 taxes).

14. Provide other deduction register/reports with detail and totals to Finance Director for payment.

15. Prepare and submit monthly, quarterly, and annual payroll reports.

16. Maintain supporting documentation to support payroll activity in an orderly and consistent manner (set up electronic file for each payroll to maintain Incode system reports).

17. Prepares annual worker compensation audit reports.

18. Prepares schedules and reports for annual audit and assists auditors as needed. May be required to attend city council meetings as needed.

19. May occasionally be required to work evenings and weekends.

20. May be required to attend mandatory training seminars or other work-related training.

B. Secondary Duties

1. Provide for additional review/printing and filing in the following areas:

a. Accounts Payable

b. Human Resources

c. Bank Reconciliation

d. Enter journal entries prepared by others

C. Perform additional duties as necessary or assigned by finance director.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Good knowledge of business and accounting principles and practices, including keeping financial accounts and records and preparation of reports; of modern office terminology and equipment; other computer background and typing skills; basic arithmetic; and of rules and regulation that relate to duties performed.
• Ability to keep accurate records and accounts; to perform arithmetical computations; to understand and follow oral and written instructions; to communicate courteously and tactfully; to express oneself clearly and concisely both orally and in writing, to establish and maintain an effective working relationship with fellow employees, supervisors, local officials and the general public.
• Thorough knowledge of the functions and organization of municipal government.
• Knowledge of personal computer software including but not limited to Windows and MS Office.

MINIMUM QUALIFICATIONS:

EDUCATION AND TRAINING

1. Associates Degree in a financial field.

2. Any combination of training and or work experience providing knowledge of bookkeeping, accounting, data processing and/or related financial field totaling two (2) years.

3. Bilingual proficiency in the English and Spanish languages is desirable.

LICENSE AND CERTIFICATES

Valid driver license

ENVIRONMENT AND PHYSICAL FACTORS:

ENVIRONMENT

Will work primarily in an office setting but some travel and fieldwork may be required.

PHYSICAL DEMANDS:

Ability to perform without accommodation moderate lifting, reaching, stooping, and bending to shelve, move, retrieve items and other materials, lifting and moving boxes weighing up to fifty (50) pounds, and using a telephone and other office equipment.