City of Holland
Job Description
06/05/14
JOB TITLE:
Account Clerk – Payroll & Benefits
PAY GRADE:
CP-G
REPORTS TO:
Assistant Finance Director
JOB SUMMARY:
Under the general direction of the Assistant Finance Director,
administers and maintains separate payroll and fringe benefit
systems for the City of Holland (primary government agency),
Herrick District Library (contracted agency), and Macatawa Area
Express Transit Authority (MAX) (contracted agency).
PRIMARY DUTIES & RESPONSIBILITIES:
1.
Performs bi-weekly review and edit of information entered by employee or
department assistant for payment processing. Duties include editing individual
and/or group timesheets, inquiry into obvious and/or perceived errors, inquiry into
known missing timesheets, examination of various accounting code
discrepancies, etc.
2.
Reviews and balances various computer-generated reports to verify accuracy of
data-entry input, to include examination of computer calculated extensions and
totals.
3.
Performs bi-weekly processing of computer-printed payroll checks, and prepares
for distribution and/or mailing. On occasion, prepares manual payroll checks for
special situations.
4.
Reviews and edits various forms for accuracy regarding additions, deletions, and
changes to employee records. Performs data-entry for update of employee
database files on the payroll software sub-system.
5.
Maintains a secured personnel filing system of all records on individual
employees and ensures compliance with legal requirements regarding records
retention of former employees and prior payrolls.
6.
Maintains fringe benefit system for all employees, to include cafeteria-style plans
for designated employee groups and regular (non cafeteria-style) plans for other
groups. Maintains necessary record-keeping for each type of benefit plan,
including report preparation to various firms and agencies. Performs routine
balancing of plan totals to general ledger accounts.
7.
Set up and balance W-2’s.
8.
Prepares special payments, such as unused sick leave pay, employee
retroactive pay, and final payoffs upon retirements, resignations and discharges.
9.
Reviews and submits worker compensation claim reports and medical bills to the
insurance carrier. Enter into payroll system – workers compensation claims.
10.
Discusses and assists employees with various concerns regarding paychecks,
fringe benefits, and other miscellaneous items, as necessary.
11.
Reviews contract language of various bargaining unit agreements, as well as
employee handbook language for non-union employees.
12.
Coordinates fringe benefit and compensation issues with the Human Resources
Director that relate to compliance with collective bargaining agreements, federal
and state labor laws and human resources employee policies.
13.
Provides necessary cost, census, and payroll information to Human Resources
Director for benefit administration and collective bargaining.
14.
Handles all aspects of Cobra administration including written communication with
departing employees.
15.
Assistant with the preparation of departments’ personnel services budgets, using
the payroll software.
OTHER DUTIES & RESPONSIBILITIES:
1.
Works with independent auditors and government agency auditors in their review
and testing of employee payroll and benefit record.
2.
Performs other duties as assigned.
JOB QUALIFICATIONS:
1.
2.
The job requires knowledge normally acquired through the completion of an
Associate’s Degree in Accounting, or a related field
One to two years of experience in accounting or bookkeeping, including payroll
and benefit experience.
3.
Interpersonal skills necessary to effectively communicate with other City
personnel in the exchange of information.
4.
Computer skills necessary to effectively utilize word processing, database, and
spreadsheet software applications, and computerized payroll systems.
5.
Mathematical ability to make routine mathematical calculations with speed and
accuracy.
6.
Mental ability to frequently handle pressures related to working on projects
requiring attention to detail, and the simultaneous management of multiple
projects.
7.
Physical ability to frequently sit in one position for extended periods of time and
occasionally lift/push/carry items weighing up to 50 pounds.
WORKING CONDITIONS:
1.
Normal office environment with little discomfort due to noise, dirt, dust, and the
like.
This job description is intended to describe the general nature and level of work being performed by a
person assigned to this job. They are not to be construed as an exhaustive list of all job duties that may be
performed by a person so classified.