JOB DESCRIPTION
TITLE:
PAYROLL CLERK
QUALIFICATIONS:
1.
2.
3.
4.
5.
REPORTS TO:
Business Administrator and/or District Accountant
SUPERVISES:
N/A
TERMS OF
EMPLOYMENT:
As specified in the employment contract
Associates Degree in Accounting or equivalent
Competence with computer software (i.e. Excel, Word, etc.)
Advanced knowledge of payroll functions
Good Clerical Skills
Confidentiality
PERFORMANCE RESPONSIBILITIES:
Payroll Responsibilities:
1.
Accurately prepare all payrolls to include proper deductions and fringe benefits.
2.
Receive and tabulate payroll feeder information from supervisors.
3.
Verify all amounts both before and after payroll checks are processed on the computer.
4.
Prepare salary report for Federal Programs.
5.
Maintain employee time-off records and provide employee time-off information for
personnel evaluations.
6.
Mail payroll checks to those employees who are not present on payday. This mailing
should be made on the day before payday.
7.
Maintain records of substitute staff pay and retirement hours worked.
8.
Maintain tracking records of hours worked by non-instructional substitute workers for
payroll wage increases.
9.
Prepare vouchers for payment of annuities and dues.
9.
Process teacher, support staff, summer school, and extra duty contracts verifying data
received.
10.
Maintain accurate employee information in the payroll software program to include contract
amounts, payroll deductions and fringe benefit, and proper expense disbursement accounts.
Invoice/Purchase Order Responsibilities:
1.
Process all invoices or billings pertaining to purchase orders. Match the invoice to the
purchase order and the packing slip to insure accuracy. Attach the invoice to the purchase
order for payment after verifying quantity shipped and amount invoiced. Enter the
appropriate information into the accounts payable for processing.
2.
Assist the District Accountant in the processing of purchase orders (except summer PO’s)
and the screening of A/P, A/R questions from employees and venders.
Voucher Responsibilities:
1.
Combine the computer voucher jackets with invoices or substantiating data.
2.
Process computer checks for distribution/mailing.
Inventory Responsibilities:
1.
Prepare inventory sheets and distribute them to the employees for their use in providing an
accurate yearly physical inventory of all equipment of the district.
2.
Review all inventory sheets for accuracy and coordinate the corrections of errors and/or
discrepancies with the preparer.
3.
Post additions, deletions and transfers of inventory to the master inventory list and enter all
changes into the computer.
4.
Coordinate staff assisting in the tagging of equipment to ensure all necessary items are
tagged. Compile inventory listings and distribute to designated individuals.
5.
Prepare year end inventory reports and assist auditors.
Miscellaneous Responsibilities:
1.
Performs such other tasks and assumes such other responsibilities as the District Accountant
or the Business Manager may assign.
Approved: 4/19/04