Payroll Clerk

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JOB SUMMARY:
To prepare weekly payroll and maintain attendance and time card records for all employees.

ESSENTIAL FUNCTIONS:

  1. Processes payroll records for all new employees, including W-4 information. Maintains calendar indicating scheduled pay increases and dates when employees are to be added to benefit programs that require payroll deductions. Explains to employees about direct deposit and savings options.
  2. Reviews and checks addition on weekly time cards. Checks with supervisors if there are any discrepancies in terms of unclear arithmetic differences, authorized overtime, shift differentials, or reasons for absences, either paid or unpaid.
  3. Enters hours and special pay or deductions on weekly payroll worksheets. Totals and balances worksheets against departmental information submitted by supervisors.
  4. Makes any required changes to employee information such as change of address, withholding or regular deductions. Processes child support deductions and garnishments, and requests checks for appropriate recipients of these funds.
  5. Arranges for special checks, such as advance vacation pay.
  6. Records tardiness or unauthorized personal time. Records sick, personal, and vacation time on payroll records. Maintains FMLA records.
  7. Human resources department explains benefit programs available to employees, but payroll clerk checks enrollment forms and forwards paperwork to insurance carriers and pension administrator.
  8. Prepares manual payroll checks as required in case of payroll errors or terminations.
  9. Reconciles payroll account with monthly bank statement.
  10. Distributes payroll checks, and mails or holds for safekeeping checks for absent employees.

ADDITIONAL RESPONSIBILITIES:

  1. Makes and records all federal payroll tax deposits in a timely fashion (unless handled by payroll service)
  2. May prepare quarterly tax returns for review by accountant.

KNOWLEDGE, SKILLS, AND ABILITY:

  1. High school graduate or equivalent.
  2. Two years of experience in an accounting department, with at least six months of training in payroll procedures.
  3. Reliability in checking own work to ensure accuracy.