Payroll Clerk

CLASS TITLE:  PAYROLL CLERK

JOB CLASS CODE:  7191

REPORTS TO:  Executive Director of Finance / Human Resources

EXEMPT STATUS:  Exempt

Approved:  November 16, 2020

BASIC FUNCTION:

Perform complex and responsible payroll duties requiring knowledge of both classified and certificated payrolls; provide training and work direction to Payroll Assistants and other personnel as assigned.

REPRESENTATIVE DUTIES:

• Provide training, guidance and work direction to Payroll Clerk I incumbents and other temporary personnel as assigned to the payroll unit.
• Assist in the review of payroll systems and procedures; recommend method improvements and implement changes as approved.
• Process payroll and related records for assigned major payroll of the District; compute hours and pay of employees for each payroll period; compute and summarize deductions such as withholding tax, retirement, insurance and maintain records of deductions; verify and input data.
• Monitor changes in payroll-related data; prepare changes, corrections or adjustments as necessary; notify proper authorities.
• Compute annual vacation and sick leave allowances and payroll distribution; communicate with District and site personnel regarding time reports, warrants, insurance coverage and leave time.
• Respond to questions or complaints from employees regarding interpretation of laws, rules, regulations, contracts and other documents governing District payroll, assist employees in completing necessary payroll documentation forms.
• Process and record specialized payroll services including Workers Compensation, retroactive pay, voluntary deductions and other related services.
• Calculate and prepare annual salary and budget projections for categorical programs as assigned.
• Maintain records of individual earnings, deductions and related data; process retirements and terminations as appropriate; verify documents for proper account codes, pay rates and related data.
• Maintain employee attendance records; verify and input individual sick leave and vacation allowances and usage; distribute related lists and notices as needed.
• Sort and distribute paychecks and warrants according to established procedures and guidelines.
• Prepare and maintain files of records and documents relating to work performed; prepare special reports.
• Process the payroll-related sections of various employment verification forms; verify salaries by phone in accordance with related laws and District policies and procedures.
• Operate standard office equipment including a computer terminal as required.

• Maintains regular attendance.  It is an essential job function that all employees report to work.
• Perform other duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Principles and techniques involved in both classified and certificated payroll preparation, monitoring and control.
• Financial record-keeping principles and procedures.
• Modern office practices, procedures and equipment.
• District organization, operations, policies and objectives.
• Applicable State requirements and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Operation of a computer terminal and other office equipment.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Operation of a computer and other office equipment.
• Tax withholding, voluntary deductions, garnishments and fringe benefits.
• Basic math.
• Principles of training and providing work direction.

ABILITY TO:

• Perform complex and responsible payroll duties with a high degree of skill and accuracy.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Process payroll and related records for classified and certificated payrolls.
• Train and provide work direction to others.
• Deal tactfully and effectively with irate employees.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and timelines.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.
• Complete work with many interruptions.
• Type at an acceptable rate of speed.
• Maintain records and prepare reports.
• Understand and follow oral and written directions.
• Communicate effectively both orally and in writing
• Prepare data processing input documents accurately.
• Meet schedules and timelines/deadlines.
• Work cooperatively with others.
• Work independently with little direction

PHYSICAL DEMANDS

• Work is performed with standing, sitting and/or walking
• Requires the ability to communicate effectively using speech, vision and hearing
• Requires the use of hands for simple grasping and fine manipulations
• Requires bending, squatting, crawling, climbing, reaching
• Requires the ability to lift, carry, push, or pull light weights up to 20 pounds

Reasonable accommodations may be made to enable a person with a disability to perform the essential functions of the job.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  high school diploma, GED certificate or demonstrated progress toward obtaining a GED as required by KY law and two years of increasingly responsible financial record-keeping experience including experience with automated record keeping systems.