JOB DESCRIPTION

 

 

JOB TITLE:  Payroll Clerk (Police Department)

 

MAINTENANCE REVIEW DATE:  June 1995

 

ORG/POS #:  5000/1195

 

JOB OBJECTIVE:  To maintain and enter records regarding Police Department payroll and to assist in purchasing activities.

 

ACCOUNTABILITY:  Receives general supervision from the Administrative Services Manager.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Codes and enters daily leave time (i.e., vacation sick leave, discretionary days, military leave, etc.), overtime, and suspensions for each Police Department employee into the computer system.

 

2.         Verifies worksheets for accuracy and completeness; contacts appropriate supervisors to correct any discrepancies.

 

3.         Adjusts overtime hours to straight hours when an employee takes leave which is not included as time worked according to the relevant Statement of Agreement, City procedures, or the Fair Labor Standards Act.

 

4.         Prepares payroll/personnel related forms for employee promotions, transfers, reclassifications, suspensions, new hires, terminations, etc.; forwards forms to the Personnel Department for processing.

 

5.         Calculates holiday premium pay, education incentive pay, and sick leave pay due to employees who are retiring or terminating their employment; prepares memoranda notifying the Payroll Department of amounts due.

 

6.         Maintains records of employees utilizing military or authorized injury leave; answers questions from Personnel Department staff and the Workers’ Compensation service company regarding these leaves.

 

7.         Maintains a position control listing for the Police department; notifies supervisor of any overfills or possible discrepancies.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Receives daily worksheets from each Police Department division which detail each employee’s hours worked and leave time taken.

 

2.         Enters compensatory time earned and taken on each employee’s record screen.

 

3.         Codes and enters into the computer system vacation payoffs for all employees terminating their employment.

JOB TITLE:  Payroll Clerk (Police Department)

JOB DESCRIPTION - CONTINUED

 

 

4.         Maintains a card file which contains information on each Police Department employee, including address, telephone number, emergency contact, assigned organization, etc.; completes and forwards change of address forms to the Personnel Department.

 

5.         Answers questions and provides information to Police Department employees regarding their paychecks and leave balances.

 

6.         Prepares reports regarding Police Department payroll and leave time as required.

 

7.         Assists the Accounting Clerk I (Purchasing) in processing purchasing requisitions; serves as back-up for absences.

 

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB SPECIFICATION

PAYROLL CLERK

(POLICE DEPARTMENT)

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in maintaining and entering records regarding Police Department payroll.

 

MAINTENANCE REVIEW DATE:  June 1995

 

EXAMPLES OF WORK:  (Illustrative)

 

Receives daily worksheets from each Police Department division which detail each employee's hours worked and leave time taken; sorts worksheets and places in order by organization.

 

Codes and enters daily leave time (i.e., vacation, sick leave, discretionary days, military leave,  etc.), overtime, and suspensions for each Police Department employee into the computer system.

 

Verifies the daily worksheets for accuracy and completeness prior to entering data into the computer; contacts appropriate supervisors to correct any discrepancies.

 

Enters compensatory time earned and taken on each employee's record screen.

 

Adjusts overtime hours to straight hours when an employee takes leave which is not included as time worked according to the relevant Statement of Agreement, City procedures, or the Fair Labor Standards Act.

 

Prepares payroll/personnel related forms for employee promotions, transfers, reclassifications, suspensions, new hires, terminations, etc.; forwards forms to the Personnel Department for processing.

 

Calculates holiday premium pay, education incentive pay, and sick leave pay due to employees who are retiring or terminating their employment; prepares memoranda notifying the Payroll Department of amounts due.

 

Codes and enters into the computer system vacation payoffs for all employees terminating their employment.

 

Maintains records of employees utilizing military or authorized injury leave; answers questions from Personnel Department staff and the Workers' Compensation service company regarding these leaves.

 

Maintains a card file which contains information on each Police Department employee, including address, telephone number, emergency contact, assigned organization, etc.; completes and forwards change of address forms to the Personnel Department.

 

Maintains a position control listing for the Police Department; notifies supervisor of any overfills or possible discrepancies.

 

Answers questions and provides information to Police Department employees regarding their paychecks and leave balances.

 

JOB TITLE:  Payroll Clerk (Police Department)

JOB SPECIFICATION - CONTINUED

 

 

Prepares reports regarding Police Department payroll and leave time as required.

 

Performs other related duties as required.

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

 

Considerable knowledge of City payroll codes for the various types of leave and compensation.

 

Considerable knowledge of City policies and procedures related to payroll processing.

 

Considerable knowledge of the FOP and AFSCME Statements of Agreement as they relate to employee leave and compensation.

 

Good knowledge of standard office principles and practices.

 

Good knowledge of filing and record keeping systems.

 

Skill in the operation of a desk calculator.

 

Skill in the operation of a computer terminal.

 

Skill in the operation of a typewriter.

 

Ability to code and enter payroll information into the computer system.

 

Ability to verify daily payroll worksheets for accuracy.

 

Ability to compute overtime hours.

 

Ability to prepare related forms and documents.

 

Ability to calculate monies due to terminating employees.

 

Ability to maintain files and records related to employee pay and leave.

 

Ability to maintain a position control listing for Police Department employees.

 

Ability to answer questions and provide information to employees regarding pay and leave.

 

Ability to prepare reports.

 

ACCEPTABLE EXPERIENCE AND TRAINING: 

 

Completion of high school; at least two (2) years of experience in computerized payroll processing; at least one year of general clerical experience; OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

JOB TITLE:  Payroll Clerk (Police Department)

JOB SPECIFICATION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is required to use hand and fingers to handle, feel or operate objects or controls and reach with hands and arms.  The employee is required to stand; talk; hear; walk; sit; stoop and kneel.  Vision requirements include close vision to read paperwork and depth perception to operate office equipment.

 

The employee must lift and/or move up to 10 pounds.

 

WORK ENVIRONMENT:

 

The noise level in the work environment is usually quiet.