Fiscal Affairs | Payroll Clerk

Job Description

BASIC FUNCTION:

Perform a variety of technical payroll accounting duties to assure designated District employees are paid in an accurate and timely manner and in compliance with bargaining agreements, district policies, federal and state regulations and laws; prepare, process, audit, evaluate and distribute a variety of employee payroll data, information, forms, records and reports.

Any combination equivalent to: graduation from high school supplemented by college‑level coursework in accounting or related field and three years’ experience performing payroll department functions. Current FPC designation (Fundamental Payroll Certification) or CPP designation (Certified Payroll Professional) preferred. The employee must have strong Microsoft Office, computer and oral and written communication skills. Incumbents must possess knowledge of the technical aspects, methods, processes, principles, practices, procedures and terminology used in the assigned field.

• Participate in processing payroll for District employees; assure employees are paid accurately and timely; receive, review, verify and process various payroll records and documents; calculate a variety of payroll‑related data. Understand end‑to‑end calculations relating to an employee’s paystub and/or W‑2 forms; explain technical calculations to employees using understandable language and terms.
• Provide technical support and resolve issues involving FWCS employees, unit heads and outside agencies concerning payroll functions; respond to inquiries and provide detailed and technical information concerning pay, deductions, absence benefits, pay calendars, schedules, transactions, practices, techniques, standards, records, laws, regulations, policies and procedures, contracts, and policy books.
• Maintain current knowledge of laws, rules, regulations, and policies related to payroll functions and make modifications to programs and procedures to assure compliance with established requirements as necessary.
• Participate in receiving, preparing, processing and evaluating various payroll related forms and applications; calculate, code, prepare, adjust and revise hours, pay rates, taxes, absence history, and other payroll data.
• Review and audit employee time information, assignment sheets, payroll data and reports; identify payroll discrepancies and make appropriate corrections, additions and deletions; compare, audit and reconcile payroll related documents and reports with payroll records to assure accuracy of pay. Auditing of assignment sheets includes ensuring the accuracy of gross pay for new and terminating employees and proper setup of specific codes for new hires by HR.
  
  Initiate and calculate authorized manual payments or correct pay errors on future payrolls after careful investigation and discussion with the interested parties.
• Reconcile and balance payrolls with predetermined control totals. Process payment of deductions, taxes and employer benefits; submit employees’ direct deposit payroll file; maintain payment files; prepare regular and periodic reports for retirement funds.
• Prepare and distribute a variety of correspondence including, but not limited to: user guides for payroll secretaries, balance‑out contract explanation letters, “no pay” day explanation letters, tax‑exempt status inquiry letters, rejected direct deposit follow‑up letters, statements for manual pays and void payroll transactions, INPRS email requests, subpoenas, interrogatories, employment verifications, and FAQs for direct deposits, summer pays processing, child support, interrogatories and other garnishments.
• Calculate and process gross pay for special payroll transactions such as retirements, terminations, leave of absences, retroactive pay (including overtime), in‑services, travel, athletics, lump‑sum vacation, garnishment refunds, insurance refunds, stipends, “buy‑back” payments, supplemental contracts and other matters; balance contracts to ensure accurate employee gross pay.
• Calculate and process child support, tax levies, garnishments, and interrogatories. Maintain electronic records; revise child support and garnishment…