Part Time Payroll Clerk

GENERAL POSITION SUMMARY

The Payroll Clerk is responsible for supporting the accurate and timely processing of employee payroll. This role ensures compliance with company policies, federal and state regulations, and provides excellent service to employees regarding payroll-related inquiries. The ideal candidate is detail-oriented, organized, and able to maintain confidentiality while managing sensitive information. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Process employee payroll accurately and on time, including regular, overtime, and special compensation. 
• Review and verify timekeeping records, attendance data, and other payroll inputs. 
• Maintain and update payroll records for new hires, terminations, promotions, and other changes. 
• Ensure compliance with federal, state, and local payroll laws and regulations. 
• Prepare and distribute paychecks or direct deposit notifications. 
• Respond to employee inquiries regarding payroll, deductions, and tax forms. 
• Assist with the preparation and filing of payroll tax reports and year-end documents (e.g., W-2s). 
• Reconcile payroll reports and resolve discrepancies in collaboration with HR and Finance teams. 
• Maintain confidentiality of employee payroll information and sensitive data. 
• Support internal and external audits by providing payroll documentation and reports. 
• Stay current on changes in payroll regulations and company policies. 

POSITION DIMENSIONS

• Technical Expertise 
• Problem Solving 
• Results Orientation 

WORKING REQUIREMENTS/CONDITIONS

Education/Certification:  

Required:  

High school diploma or equivalent (GED) 

Preferred:  

Associate degree in Accounting, Business Administration, or a related field 

Certification in payroll processing (e.g., Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) from the American Payroll Association) 

Required Knowledge:  

• Payroll Processing: Understanding payroll procedures, including timekeeping, wage calculations, deductions, and direct deposits. 
• Regulatory Compliance: Familiarity with federal, state, and local payroll laws and regulations (e.g., FLSA, tax withholding, wage garnishments). 
• Payroll Systems: Working knowledge of payroll software (e.g., Paylocity, ADP, Workday) and timekeeping systems. 
• Accounting Principles: Basic understanding of accounting and bookkeeping practices related to payroll. 
• Tax Forms and Reporting: Knowledge of payroll tax forms (e.g., W-2, W-4, 941) and reporting requirements. 
• Confidentiality Standards: Awareness of data privacy and confidentiality protocols when handling sensitive employee information. 
• Recordkeeping: Ability to maintain accurate and organized payroll records and documentation. 
• Problem-Solving: Ability to identify and resolve payroll discrepancies and errors efficiently. 
• Customer Service: Strong interpersonal skills to respond to employee inquiries with professionalism and clarity. 

Skills/Abilities: 

• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. 
• Advanced excel ability. 
• Strong analytical skills. 
• Excellent oral and written communications abilities. 
• Ability to learn programs quickly as needed. 

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

Finger dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together. 

Talking: Especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly. 

Average Hearing: Able to hear average or normal conversations and receive ordinary information. 

Average Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate machinery. 

Physical Strength: Sedentary work. Sitting most of the time. Exerts up to 10 lbs. of force occasionally. (All office jobs.) 

WORKING CONDITIONS

None: No hazardous or significantly unpleasant conditions. (Such as in a typical office.) 

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

Reasoning Ability:  

• Ability to deal with a variety of variables under limited standardization. 
• Able to interpret various instructions. 
• Mathematics Ability: Ability to perform math skills, use decimals to compute ratios and percentages, and to draw and interpret graphs. 

Language Ability:  

• Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias. 
• Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar.  
• Ability to communicate distinctly with appropriate pauses and emphasis; correct pronunciation (or sign equivalent); and variation in word order using present, perfect, and future tenses. 

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination of decisions. Well-constructed job descriptions are an integral part of any effective compensation system.  

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included are the minimal standards required to perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.  

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to accommodate disabled individuals. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. 

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.