Payroll Clerk

Position Overview

Under the direction of the Finance Director, assists in processing and maintaining certain payroll processes; maintains appropriate records of employees to include maintenance of employee records, vacation and sick leave accruals, processing of payroll and accounts payable for various vendors generated thru payroll for payment. Documents and maintains records. Maintain workplace in a clean and orderly manner. May be required to perform light janitorial duties.

Duties & Responsibilities

Assists the Payroll Coordinator in processing the City’s payroll. Reviews timesheets from departments and enters accrual exceptions into the payroll system for processing of payroll. Prints checks and direct deposit advices and reports. Maintains accurate balances of employees’ vacation and sick leave. Balances general ledger payroll accounts. Prepares appropriate forms for vendor payments for accounts payable processing. Processes vendor payment upon completion of payroll within payroll system. Assists in monitoring and maintaining the self insurance fund and processing payments. Occasionally, completes wage verification statements, answers child support requests, and prepares monthly and annual retirement reports. Assists in entering new hire information and current employee changes into the Payroll System. Assists in 941 and W/2 preparation. Assists in researching laws and regulations relating to payroll issues. Assists in answering questions from employees and vendors regarding payroll matters. Files and retrieves materials as needed. Compiles information, prepares and submits reports. Assists with assigned accounting functions. Assists and cross trains in the accounting and revenue collection processes. Performs additional routine and non-routine duties as assigned or upon request.

Qualifications Required

High school diploma or GED, required. Associates Degree, preferred, or extensive experience in a related field. One-two years experience in processing payroll, or equivalent combination of experience and training. Have one year experience in a financial area that would include use of computers and calculators. Knowledge of organization, operations, policies, procedures and relevant ordinances of the City of Phenix City. Knowledge of accounting and purchasing procedures. Reading skills to comprehend technical literature, regulations, reports, financial statements and other highly complex materials. Verbal communication skills to communicate effectively with employees and City vendors. Computer skills to use word-processing, spreadsheet, database, and specialized financial software programs. Skill to analyze accounting records, statements, tax returns and related financial documents.

Qualifications Preferred

Experience with automated payroll system preferred.

Documents Required

• High School Diploma / GED
• Valid Identification

Job Summary

Under the direction of the Comptroller, assists in processing and maintaining certain payroll processes; maintains appropriate records of employees to include maintenance of employee records, vacation and sick leave accruals, processing of payroll and accounts payable for various vendors generated thru payroll for payment. Documents and maintains records.

Duties & Responsibilities

A. Payroll Processing and Reporting 75% – Assists the Payroll Coordinator in processing the City’s payroll. Reviews timesheets from departments and enters accrual exceptions into the payroll system for processing of payroll.  Prints checks and direct deposit advices and reports.  Maintains accurate balances of employees’ vacation and sick leave.  Balances general ledger payroll accounts.  Prepares appropriate forms for vendor payments for accounts payable processing.  Processes vendor payment upon completion of payroll within payroll system.  Assists in monitoring and maintaining the self insurance fund and processing payments.  Occasionally, completes wage verification statements, answers child support requests, and prepares monthly and annual retirement reports.  Assists in entering new hire information and current employee changes into the Payroll System.  Assists in  941 and W/2 preparation.

B. Research and Administration 10% – Assists in researching laws and regulations relating to payroll issues.  Assists in answering questions from employees and vendors  regarding payroll matters.  Files and retrieves materials as needed.  Compiles information, prepares and submits reports.

C. Other 15% – Assists with assigned accounting functions.  Assists and cross trains in the accounting and revenue collection processes.  Performs additional routine and non-routine duties as assigned or upon request.

Job Specifications

Knowledge, Skills and Abilities – Working  knowledge of payroll policies and procedures,  and local, state and federal statues pertaining to payroll.  Reading, writing, and math skills to interpret, analyze and report on payroll functions and operations.  Verbal and communication skills to effectively interact with employees, regulators, and vendors on payroll related matters.  Perform accurate arithmetic calculations and prepare concise and complete payroll reports.  Computer skills to include word processing, spreadsheet, databases and specialized accounting/payroll software.

Credentials and Experience – High school diploma or GED, required.  Associates Degree, preferred, or extensive experience in a related field.  One-two years experience in processing payroll, or equivalent combination of experience and training.

Special Requirements – Governmental experience or knowledge preferred. Willing to comply with the City of Phenix City policies and work rules.  Willing to work during non-duty hours, holiday, weekends, and evening hours when necessary to achieve goals.  Willing to travel overnight and participate in seminars and workshops related to the position.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.