Payroll Clerk

Job Title:              Payroll Clerk                                                                                     Wage/Hour Status:  Nonexempt

Reports to:         Business Manager/Director                                                       Terms of Employment:  220 days

Dept./School:    Business Services                                                                            Date Revised:

Primary Purpose:

                Prepare payroll for the district, including related reports and deposits. Work under close

                supervision to ensure accurate and timely preparation of payroll records by following prescribed

                procedures and regulations.

Qualifications:

                Education/Certification:

High school diploma or GED

                Special Knowledge/Skills:

Knowledge of basic accounting procedures

                Ability to maintain accurate and auditable records

                Ability to use personal computer and software to create spreadsheets, databases, and do word

                processing

                Proficiency in keyboarding and file maintenance

                Ability to work with numbers in accurate and rapid manner to meet established deadlines

                Ability to communicate effectively

Experience:

                Two years payroll accounting experience

Major Responsibilities and Duties:

Payroll Accounting

1. Maintain district payroll registers, payroll check registers, employee payroll information, and other original documentation in an orderly and accurate manner.

1. Calculate employee wages, salaries, hours worked, overtime pay, and determine withholdings, deductions, and net pay.

1. Prepare paychecks and maintain employee payroll history.

1. Balance payroll earnings and deductions; make related transfers of funds and deposits.

1. Receive and audit time sheets for all district employees.

Data Entry

1. Prepare and submit payroll reports and forms including those required by Internal Revenue Service, Texas Workforce Commission, Texas Retirement System, Federal Insurance Contributors’ Act (ICA), Medicare, and Workers’ Compensation Commission.

1. Prepare and post all payroll changes including payroll deductions, salary changed, termination, and new employee information.

1. Balances completed payroll.

1. Prepares bank reconciliation of payroll.

Records and Reports

1. Maintain physical and computerized files including payroll records, absent-from-duty reports, and service records.

1. Is familiar with the disposition of records and performs this function for the office as required.

Other

1. Communicate with resource department, campus secretaries, and employees to ensure accuracy of information reported; resolve payroll problems and inquires.

1. Respond to request from financial institutions regarding verification of employment.

1. Maintain confidentiality of information.

1. Performs other duties as assigned by the Business Office Manager or Human Resources Director.

Job Performance

1. Shows knowledge of subject matter, routines, and processes required for job assignments.

1. Follows instructions and procedures appropriately.

1. Demonstrates thoroughness and attention to detail in carrying out job assignments.

1. Shows initiative and good judgment in job performance.

1. Uses time efficiently.

1. Maintains a neat and orderly work area.

1. Completes work on schedule.

1. Demonstrates proper use and care of supplies and care of supplies and equipment.

Administrative Requirements

1. Demonstrates punctuality and good attendance in adhering to work schedule.

1. Complies with directives and requests.

1. Complies with board policies and administrative procedures.

Personal Attributes

1. Maintains positive and productive working relationships and demonstrates tact and discretion in dealing with others.

1. Maintains proper standards of conduct and appearance.

1. Exhibits positive attitudes and enthusiasm in performance of duties.

1. Shows interest in self-improvement and developing knowledge and skills.

1. Responds constructively to supervision and guidance.

Equipment Used:

Copier, calculator, personal computer, printer, typewriter, and shredder.

Working Conditions:

Mental Demands/Physical Demands/Environmental Demands:

Work with frequent interruptions to meet established deadline.  Repetitive hand motions;

prolonged use of computer.