CITY OF PHILADELPHIA PERSONNEL DEPARTMENT
DEPARTMENTAL PAYROLL CLERK
This is payroll preparation work posting and submitting completed computerized time records to the central payroll agency. Employees in this class review and process records for a variety of payroll actions and categories and maintain employee leave and attendance records.
Contact with departmental employees and central agency representatives to provide information and resolve problems pertaining to employee pay and leave and processing records in a timely manner to meet payroll deadlines are significant aspects of the work. Work is performed under the direction of a clerical or administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
- Positions in this class must be located in a payroll unit in an operating department or agency.
- Positions in this class must be responsible for processing payroll records for a large number of employees.
- Positions in this class must process a significant variety of payroll and leave transactions.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
- Reviews daily time sheets and/or time cards for accuracy and completeness; determines if employee had paid or unpaid leave or other exceptions to regular working time; contacts employees or supervisors regarding time sheet/card problems or discrepancies; uses personal computer or computer terminal to post exceptions to regular time, per case, to time records; calculates and records changes in pay status, including increments and longevity payments; verifies that changes in pay status conform to regulations and procedures; checks for authorized supporting detail to justify changes in status; initiates processing of supporting detail.
- Posts all time to be paid; includes overtime, shift differentials, relief and out-of-class appointments, and standby or on-call pay for current pay period; processes completed time record for departmental and central payroll agency review.
- Proofs payroll register received from central payroll agency; verifies that payroll amounts and exceptions are correct; contacts central agency personnel concerning register problems.
- Answers questions concerning paychecks, payroll procedures and leave balances; maintains attendance records on all employees; maintains cumulative records of employee leave balances; records compensatory time awards for holidays and overtime; determines that leave earning and usage are in accordance with appropriate regulations and union contracts; reviews sick leave documentation and records to determine violations of sick leave policy; prepares or generates reports on leave usage.
- Prepares detail to recover overpayments or to correct underpayments; computes amounts.
- May prepare memoranda relating to time documents for inter-department charges; may process seasonal payrolls for summer or special programs; may prepare separation or appointment documents; may calculate terminal leave balances.
- Performs related work as required.
REQUIRED KNOWLEDGES, SKILLS AND ABILITIES
- business arithmetic
- computer keyboard operations
- basic clerical practices
- making varied arithmetic calculations accurately and quickly
- learn Civil Service Regulations, Administrative Board Rules, union contracts, and other pertinent laws and regulations as they apply to employee salary and leave benefits
- learn departmental and central payroll procedures and policies
- maintain payroll and related records
- work rapidly and accurately to meet deadlines
- use a computer terminal keyboard for data entry and retrieval
- proof payroll documents and identify discrepancies
- effectively communicate and explain employee payroll and leave information
- learn the use of appropriate computer applications and related software pertaining to the processing of a departmental payroll
- establish and maintain effective working relationships with associates, field contacts and inter-departmental employees
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on. 04/01.)
- Education equivalent to completion of the twelfth school grade.
- Two years of clerical experience
One year of clerical experience in the preparation of payroll for a business or governmental
organization may be substituted for the experience requirement.
PHYSICAL AND MEDICAL REQUIREMENTS
- Ability to physically perform the duties and to work in the environmental conditions required of
a position in this class.
PAY RANGE: 9
Class Established: 12/87
CSC: 12/94, Ad Board: 1/95
Latest Spec. Revision:
CSC: 1/01, Ad Board: 4/01
END OF JOB CLASS SPECIFICATION - 1B25