What are the responsibilities and job description for the Clerk, Payroll Leaves and Absences position at Lamar CISD?
JOB STATUS:
OPEN
POSTING DATE:
03/26/2025
CLOSING DATE:
04/10/2025 11:59 PM
POSTING NUMBER:
00007054
LOCATION:
Payroll
POSITION TITLE:
Clerk, Payroll Leaves and Absences
JOB DESCRIPTION:
Primary Purpose: To assist in the administration of the payroll functions of the District in a manner that preserves confidentiality and projects a professional image of the department.
RESPONSIBILITIES:
Major Responsibilities and Duties
- Respond to employee inquiries and state and government agencies regarding payroll related items in an accurate, professional and confidential manner.
- Assist in the verification of payroll for accuracy before running final.
- Maintain weekly log for each sign-in sheet by fiscal year, campus/ department and exempt/non-exempt personnel to ensure that all are in receipt.
- Ensure all non-exempt sign-in sheets are in compliance with the Fair Labor Standards Act.
- Audit all non-exempt employee sign-in sheets (manual and electronic formats) for compliance with the federal wage and hour laws.
- Verify that all absences for all eligible employees have been reported through the Employee Management System.
- Monitor all absences that are not reported properly and forward the data to the Absence Office for manual data entry through the Employee Management System.
- Enter all absences for eligible employees by the respective absence category into the payroll system.
- Ensure that all eligible employees have the accurate and applicable number of local sick days, state personal days, vacation days and non-workdays allotted per year.
- Monitor the number of absences taken by each employee to ensure that absences taken do not exceed the number earned by absence category; adjust applicable paychecks as needed.
- Prepare the TRS form 22, Verification of Service and Salary, for review by the Supervisor of Payroll.
- Assist in the preparation of forms and reports as requested by employees, administration, district auditors and/or state or federal agencies.
- Assist the Payroll Director in processing all court-ordered garnishments to ensure compliance with applicable laws.
- Remit all garnishments to the proper agencies in a timely manner in accordance with legal and regulatory requirements.
- Ensure that the bi-weekly paychecks are properly run through the folding, inserting and sealing machine. Alert manufacturer when maintenance is needed.
- Ensure that paychecks are properly printed and processed and that the respective audit counts agree to the reports for all pay frequencies.
- Verify that the check and direct deposit counts agree to the biweekly Pay By Location reports.
- Assist with the training of all campus and departmental staff responsible for sign-in sheet procedures, ensuring district compliance with federal wage and hour law reporting.
- Prepare the check and direct deposit count by campus and department for proper sorting and delivery each pay period.
- Assist with employee training on the in-house electronic time-keeping system.
- Assist the Payroll Supervisor with the calculation of the estimated dock calculation for the Family Medical Leave Act and Workers’ Compensation.
- Prepare the estimated dock calculation for employees with anticipated long-term absences associated with FMLA, short-term disability or Workers’ Compensation on a timely basis and record accurately in the payroll system.
- Ensure the estimated dock calculation is prepared on a timely basis, forwarded to the appropriate department and employee, and recorded in the payroll system accurately.
- Assist with employee questions, concerns and/or complaints in a confidential and professional manner.
- Maintain departmental and district confidentiality.
- Attendance at work is an essential function.
- Other duties as assigned by the supervisor or designee.
EXPERIENCE:
QUALIFICATIONS:
Minimum Education/Certification:
- High School Diploma
- 30 credited college hours or five years of experience as a secretary or similar office experience preferred
- Valid Texas driver’s license
- Eligible for coverage under the District’s vehicle insurance program
Special Knowledge/Skills:
- Knowledge of payroll and accounting procedures including federal and state laws pertaining to the process
- Operation of 10 key calculator
- Exceptional computer skills
- Knowledge of federal wage and hour laws.
- Ability to exercise independent decision making
- Ability to keep abreast of new rules and regulations related to the payroll function
- Ability to communicate effectively and courteously with district personnel
OTHER INFORMATION:
Equipment Used: Computer (data entry and word processing), printer, calculator, copy machine, typewriter, fax machine, envelope inserter/envelope sealer machine, microfilm machine, scanner, shredder, Payformance sealer and folding machines. Working Conditions: Mental/Physical Demands/Environmental Factors: Heavy lifting and carrying (45 pounds and over), reaching above shoulders, use of fingers, standing (intermittent), kneeling (intermittent), unusual fatigue factors (computer input).
JOB CONTACT INFORMATION:
APPLY TO:
The above statements are intended to describe the general purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.
GROUP / GRADE:
Wage/Hour Status: Hourly; Reports To: Director, Payroll; Date Revised: August 2020
SALARY:
Pay Grade: 6
DAYS:
230
