Payroll/Benefits Clerk

MACo

Montana Association of Counties

Joint Powers Insurance Authority

Job Description

The County is an equal opportunity employer. The County shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.

This job description is intended to reflect core areas of responsibility and an incumbent employees’ knowledge and skill set needed to complete those functions. This document is not intended to catalog each individual duty; employees are routinely called upon to address emerging employer requirements in alignment with individual work units and assignments of jobs. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer change.

Job Title: Payroll Clerk

FLSA Status: Non-Exempt Exempt

Department: County Clerk’s Office

Reports to: County Clerk

Work Unit Overview: The County Clerk’s Office preserves the records of the County. This includes maintaining salary and payroll information and ensuring County employees are paid accurately according to established procedures and the law.

Job Summary: The Payroll Clerk is responsible for compiling and recording County employee time and payroll data to ensure that employees receive accurate paychecks in accordance with established procedures and the law. Duties include processing and computing employee time and payroll information, maintaining employee records related to pay and benefits, and assisting in managing the employee benefits program for County employees.

Essential Functions (Major Duties or Responsibilities): These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs.

• Compile employee time, production, and payroll data from time sheets and other records which designate the number of hours worked to input and calculate wages earned during a pay cycle according to department policies and applicable regulations.
• Review time sheets, work charts, wage computation, and other information to detect and reconcile payroll discrepancies to ensure County employees are paid in accordance with the law
• Process paperwork for new employees, explain how payroll system works, and describe the benefits program including enrollment to County employees. Enter all pertinent employee information into the payroll and benefit system.
• Complete all payroll functions to ensure County staff is paid in an accurate and timely manner. Establish and maintain payroll files; process forms; enter time and payroll data; verify pay amounts and adjustments; and hours of work.
• Process and issue paychecks and statement of earnings and deductions to County employees according to established procedures. This includes verifying coding and signatures on checks; preparing, sorting and mailing printed checks; setting up direct deposit systems; and other duties associated with payroll processing.
• Distribute payroll deductions (e.g., retirement, health insurance, dues, etc.) according to department policies and in compliance with local, state, and Federal statutes. Maintain records of payroll deduction items and balance the payroll account.
• Complete, verify, and process forms and documentation for administration of benefits such as pension plans, unemployment and medical insurance. Process and maintain records such as staff leaves, terminations for notification of FMLA and/or COBRA coverage and for possible future Unemployment Claims. Process benefits for new employees by enrolling, recording and explaining the details of medical insurance and other available benefits provided by the County.
• Maintain employee attendance records by inputting individual sick leave, personal leave, and emergency leave into the system that data base used to manage employee information. Verify and adjust employee records as necessary in order that employees know the type and amount of leave time they have available.
• Compile statistical reports, statements, and summaries related to pay and benefits and submit them to the appropriate departments, boards, commissions, and County officials according to established procedures.
• Process monthly, quarterly, and annual reports for State and Federal government, such as 941, 1099, W-2s etc. Prepare various reports on tax and other distributions.
• Assist with the development of reporting procedures for timely and accurate completion of county, federal and state reporting requirements. Work with other accounting staff on various projects related to pay and benefits.
• Compose a variety of materials (e.g. reports, memos, spreadsheets, letters, procedures, manuals, etc.) for the purpose of documenting activities and providing written reference.
• Provide information to employees and managers on payroll matters, tax issues, benefit plans, and collective bargaining agreement provisions

Non-Essential Functions:

• Set up and conduct annual employee open enrollment meetings for health pan and optional employee benefits, assist Election Administrator with voter registration and at the ballots, and assist other clerks in the County Clerk’s Office maintain records and files.
• Perform other duties as assigned including but not limited to managing special projects, attending meetings and conferences, providing backup for other staff, participating in training, etc.

Physical Demands and Working Conditions: The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job.

• Intermittent periods of standing, sitting and walking.
• Employee occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl and is subject to frequent interruptions.
• Works primarily during normal business with occasional evening and weekend commitments including election activities.
• Works in an office with other clerks responsible for maintaining records in various digital and electronic files.
• Occasionally required to lift up to 30 pounds.
• The noise level is usually moderate

Supervision Exercised: List jobs reporting to the subject position and level of supervisory authority.

This position does not supervise other County employees.

Knowledge, Skills, and Abilities:

This job requires knowledge of federal and state wage and hour laws, and related regulations; payroll, accounting and bookkeeping practices and principles; administrative and clerical procedures; business computer applications such as word processing, spreadsheets and databases; records management and retention; form design; and office procedures and terminology.

The job requires skill in mathematics, active listening, reading comprehension, monitoring, critical thinking and time management.

The a job requires the ability to calculate figures; to compute rates, ratios, and percentages; to read and comprehend instructions, correspondence, and memos; to maintain confidentiality of wage and salary information; and to solve problems involved in working with payroll, insurances, budgets, and computer systems.

Education and Experience:

The job requires education and experience equivalent to a high school diploma or GED and (2) two years related experience. Equivalencies include an Associate’s degree in accounting or a related field, with course work in business, math, accounting, bookkeeping and record keeping and previous payroll experience.

Job Type: Full-time

Pay: $21.13 - $23.94 per hour

Expected hours: 40 per week

Benefits:

• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $21 - $24