PERSONNEL/PAYROLL CLERK

Job Specifications

SANTA CRUZ COUNTY

DEFINITION

Under direction, to perform difficult and responsible clerical tasks connected with processing personnel and payroll transactions; to provide information to other employees on personnel and payroll regulations and procedures; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this class are responsible for processing both personnel and payroll transactions in a large department and spend the great majority of their time in activities related to payroll and personnel transactions. Work is performed with a high degree of independence. The incumbents function as a resource to there employees on personnel and payroll matters. These positions may exercise work leadership or supervision over several clerical subordinates.

TYPICAL TASKS

Maintains departmental control records on evaluations and step increases; prepares personnel action forms on new employees or to reflect changes in employee status; processes certification request forms for recruitment on new and vacant positions; arranges for processing of new employees; sets up and maintains personnel files on all departmental employees; answers questions on personnel matters such as vacation and sick leave eligibility, administrative leave usage, paid and unpaid leaves of absence, employee status, step increases and promotions, salary anniversary date, transfer, insurance coverage and other matters; processes accident report forms; provides orientation to new employees about departmental policies, time card preparation, benefits, and County regulations; may coordinate the set-up of departmental oral interview panels.

Reviews completed time cards for mathematical accuracy, proper job and equipment codes, proper authorization for overtime and appropriate signatures; verifies sick leave and vacation balances; uses established guidelines to determine how overtime is to be paid under varying conditions and makes appropriate entries on time cards; contacts supervisors regarding on time cards and makes corrections as authorized; enters mid-period increases on cards; computes gross pay adjustments as needed; runs totals on hours for batch control; reviews computer reports on time card input for discrepancies and omissions, researches errors and prepares input to correct problems; audits paychecks on terminating employees for proper payoff of vacation and sick leave, contacts the Auditor-Controller's Office regarding discrepancies; answers questions from employees on payroll matters and researches problems such as underpayment or overpayment, inaccurate accrual balances and improper deductions; gives out information on payroll regulations and procedures; operates micro-computers to establish and maintain records and reports; may be required for some positions.

EMPLOYMENT STANDARDS

Knowledge:

• Working knowledge of record-keeping practices and procedures;
• Working knowledge of office procedures and practices;
• Some knowledge of personnel functions and related records;
• Some knowledge of payroll functions;
• Some knowledge of computerized record-keeping systems;
• Some knowledge of the principles of supervision and training
• may be required.

Ability to:

• Perform complex and difficult clerical record-keeping tasks
• involving application of mathematical skills, attention to
• detail and requiring accuracy and speed;
• Learn and apply a wide variety of personnel and payroll policies,
• procedures and regulations;
• Interpret and explain personnel and payroll matters and terms
• and conditions of employment to departmental employees;
• Establish priorities and schedule work to meet deadlines;
• Analyze and solve problems related to input of data into
• a computerized record-keeping system;
• Identify and correct errors in mathematical computations and
• improper entries on a variety of documents;
• Maintain complex records;
• Learn to operate a micro computer and a CRT terminal to input and
• print a variety of data and reports;
• Type at a moderate rate of speed may be required or some positions.

Training and Experience: 

Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Two years of responsible clerical experience including one year of detailed record keeping.