Clerk, Payroll Leaves and Absences

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JOB STATUS: OPEN POSTING DATE: 06/25/2026 CLOSING DATE: 07/02/2026 11:59 PM POSTING NUMBER:

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…