PAYROLL SUPERVISOR/CLERK 1

Code: 02637 Local Non-Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction, supervises and coordinates the activities of workers engaged in preparing payrolls; does related work as required.

Under close supervision, performs routine, repetitive clerical work involving the processing of documents in a variety of functions; does other related duties as required.

Examples of work

• Supervises and coordinates activities of workers engaged in processing time cards, compiling payroll statistics, maintaining payroll control records, recording hours of work, and calculating payrolls.
• Reviews personnel records.
• Directs computation of differential pay according to policy.
• Supervises the examination and analyses of all regular and supplemental payrolls submitted by various departments for payment to ensure accuracy of figures, correctness of entries, that deadlines are met, and for compliance with established payroll procedures.
• Directs compilation and preparation of other payroll data such as pension, insurance, bond purchases, and credit union payments.
• Coordinates and processes applications or enrollments into pension system, health benefits program, dental insurance and drug prescription plan, and so forth.
• Reviews and approves payroll deductions.
• Records and processes all payments made to various health plans.
• Interprets policies and government regulations in connection with payroll procedures.
• Checks the preparation of annual tax withholding statements for accuracy.
• Analyzes payrolls for accuracy before extensions are made.
• Organizes assigned supervisory payroll preparation work methods.
• Checks and certifies payroll information for completeness and accuracy.
• Prepares work for pay periods and supervises the analysis of pay and attendance records for each period.
• Supervises the changes on individual pay resulting from overtime, absence, leave of absence, union dues, tax changes, social security and pension deductions, hospitalization and group life insurance deductions, garnishees, and attachments to ensure proper notations.
• Balances total payrolls for all departments with accounts payable for posting to the general ledger.
• Maintains and supervises the maintenance of a payroll account system.
• Prepares payroll schedule for distribution of pay checks.
• Coordinates all payroll activities with other organizational units and with the payroll computer center or facility.
• Prepares payroll input for data processing, verifies payroll output, and determines the cause of and remedies errors in coding or inputting.
• Prepares information for the preparation of the personnel budget by itemizing all positions that appear on payroll together with the account number and notation of all vacant account numbers.
• Prepares statistical reports concerning such items and information for overtime expenditures and funds left for future overtime work and other notations of expenditures for control of personnel budget.
• Maintains salary increment control and advises employees concerning increments.
• Maintains employee time sheets and payroll registers.
• Maintains liaison and correspondence with various agencies.
• Answers questions concerning employees and employee records.
• Determines work procedures, prepares work schedules, and expedites the work flow of the unit.
• Provides written and oral instructions and training to subordinates.
• Assigns duties and examines completed work for accuracy and conformance to policies and procedures.
• Prepares correspondence and maintains records of a confidential nature.
• Prepares statistical, quarterly payroll, and other reports containing findings, conclusions, and recommendations.
• Interprets and explains rules, regulations, policies, and procedures through correspondence, personal interviews, and telephone conversations.
• Organizes assigned work and develops effective work methods.
• Reviews, checks, and certifies reports, applications, and other documents for correctness.
• Assists in the planning and revision of office procedures.
• Receives, reviews, and adjusts complaints.
• Prepares requisitions.
• Compiles data for budgets and reports.
• Establishes and maintains essential records and files.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.
• Receives, screens, reviews and verifies documents.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers problems to a lead worker or supervisor for resolution.
• Opens, time stamps, sorts, numbers, and distributes mail.
• Maintains prepared mailing lists.
• Sorts, indexes, and files checks, cash stubs, vouchers, requisitions and other materials numerically, alphabetically, or according to other predetermined classification, and maintains such files.
• Receives applications, documents, forms and fees; screens, sorts and assembles this information for further processing.
• May wrap packages for shipment by mail or express.
• Assembles materials for distribution.
• Hand stamps letters, papers, and other documents.
• Fills in and checks form letters, circulars, and forms as directed.
• Compiles information and/or numerical data.
• Provides general, routine information in person and over the telephone; refers complicated or non-routine inquiries to appropriate staff.
• May enter and/or retrieve information on a computer terminal.
• May occasionally perform keyboarding/typing duties, but not as the primary function of the position.
• May assist in requisitioning, storing, and distributing office supplies.
• May assist in preparing and verifying payrolls and makes simple arithmetic calculations.
• Schedules administrative proceedings; may process requests for scheduling changes.
• May transfer information onto forms, form letters, cards, envelopes, labels, charts and transmittals.
• When assigned to a court, learns to prepare the docket (or schedule) of cases to be called and contact witnesses, attorneys, and other parties to collect or provide information; learns to call court to order, administer oaths to jurors, witnesses, court officers and others, announce postponements, and adjourn court; assists the judge both on the bench and in the chambers.
• When assigned to a tax office, learns to compute and record tax payments.
• When assigned to a finance or tax office, learns to perform specialized clerical work involving the preparation and maintenance of assessment rolls and records.
• When assigned personnel duties, learns to process personnel action forms, maintain personnel records and gather sensitive or confidential information or data.
• Operates various types of office and mail processing machines such as a keyboard equipment, calculators, computer printers, sorter, photo-copier, fax machine, stamping machine, labeling machine, etc.; may perform simple maintenance tasks such as adding toner, paper or changing ribbons.
• Prepares routine reports or assists in the preparation of reports by gathering data, tabulating results, and/or preparing simple charts.
• Maintains records and files.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Experience

Four (4) years of experience in the preparation of payrolls.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

• Knowledge of rules, regulations, and procedures involved in the preparation of payrolls after a period of training.
• Knowledge of applicable withholding tax procedures and those of types of payroll deductions after a period of training.
• Knowledge of modern office methods, practices, routines, and equipment.
• Ability to read, interpret, and apply law, rules, and regulations in accord with established procedures and policies of the unit.
• Ability to resolve technical payroll problems.
• Ability to work effectively with others.
• Ability to make accurate mathematical calculations.
• Ability to coordinate payroll activities.
• Ability to correctly apply payroll, personnel, budget, and accounting codes used in payroll processing.
• Ability to maintain essential records and files.
• Ability to verify payroll records.
• Ability to prepare correspondence and payroll reports.
• Ability to organize assigned work and develop effective work methods.
• Ability to provide suitable assignments and instructions to individuals and groups, and to supervise their work performance.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODES: LG- CAH/hw 1/31/97
• This job specification is for local government use only.
• <b>CLERK 1</b>
• Knowledge of office routines, equipment, and practices after a period of training.
• Ability to comprehend established office routines and department regulations.
• Ability to organize assigned clerical work and develop effective work methods.
• Ability to make simple arithmetic calculations and tabulations.
• Ability to understand, remember, and carry out oral and written directions.
• Ability to perform tasks accurately within prescribed time frames.
• Ability to work effectively with associates, superior officials, and members of the public concerned with the work of the department.
• Ability to sort, index, file, and pull varied types of materials using an established filing system.
• Ability to operate and perform routine maintenance on office machines and other equipment.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units after a period of training.
• Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODE: MER 03/26/2011
• DUAL TITLE CODE:

Note

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

Incumbents may be required to utilize keyboard equipment to input and/or retrieve information on a computer console, typewriter or other key entry device used by the agency. Keyboarding/typing duties may or may not be assigned depending on the needs of the employing agency. Incumbents are not expected to perform keyboarding/typing tasks with the speed and accuracy required of a Keyboarding Clerk.

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

<b>DISTINGUISHING CHARACTERISTICS:</b>

Positions in this title perform routine clerical work within a structured work setting. Duties are performed using well established operating procedures. Incumbents work under very close supervision and clearly defined guidelines. The exercise of independent judgment is limited due to the nature of work.

Positions reside in various State and local government departments/ agencies and may perform uncomplicated and/or repetitive clerical tasks specific in a County or Municipal department/agency (e.g. municipal courts, libraries, election offices, tax collection/assessment, code enforcement, administrative or personnel offices, hospitals, recreation offices, and other regulatory agencies.)