Distinguishing Features of the Class and Senior Payroll Audit Clerk Role

The position involves responsibility for independent audit, review and verification of payrolls, and related attendance documents.  The work requires a general understanding of specific laws, and office rules, procedures and policies.  General supervision is received from administrative superiors with leeway allowed for making decisions concerning routine matters and procedures. General direction may be exercised over the work of clerical assistants. Incumbents in this title, depending on agency and/or department assignment, may also perform a variety of financial accounts activities. Does related work as required.

Typical Work Activities and Senior Payroll Audit Clerk Expectations

• Audits payrolls, computer accrual file balances and vouchers against source documents such as appointment papers, budget authorizations, timesheets and/or timecards, invoices, etc. and reconciles discrepancies;
• Advises and trains the clerical staff in charge of payrolls in the departments; Acts as the liaison between the vendor of automated computer services and the department responsible for processing payrolls and issuing checks;
• Processes and completes forms for the New York State Retirement System;
• Supplies employment data and individual financial data to financial institutions and outside agencies;
• Computes and checks computations for items to be deducted from the payroll;
• Files tax and assessment and payroll registers and summary reports in binders;
• Reviews and processes payroll including check printing;
• Reviews accrual records-sends reports to department on a monthly basis for verification;
• Sends auto deposit file to the bank;
• Files federal and state tax reports;
• May prepare and process payroll vendor information;
• Answers appropriate questions as they arise pertaining to payroll   and accruals;
• Prepares quarterly 941 and state earning reports;
• Responsible for year-end W2 processing;
• Collects and organizes all overtime records and prepares those records for payroll;
• Prepares and distributes schedules for all departments;
• Maintains documents/leave balances for all department employees (i.e. sick leave, vacation etc.)
• Schedules, notifies, and documents department member’s court appearances;
• Maintains/documents leave balances for all department employees and processes timesheets and/or timecards, and/or sign-in sheets;
• Resolves disputes that may arise pertaining to pay, attendance or vendor issues;
• May classify receipts and expenditures and the distribution of costs;
• May systemize, install and revise software by making modifications as appropriate;
• May compile, prepare and analyze a variety of financial and statistical records and reports;
• Answer appropriate questions as the arise pertaining to payroll and accruals;
• Conducts correspondence in connection with department matters;
• Types forms, form letters, invoices, vouchers, records, reports, memoranda, etc.;
• Operates calculator, computer, copier, fax and other office equipment;
• Performs a variety of related duties as required.

Full Performance Knowledge, Skills, Abilities and Personal Characteristics and Key Qualities of Senior Payroll Audit Clerk: 

• Thorough knowledge of the methods of maintaining and reviewing financial records and practices; thorough knowledge of Business Arithmetic and English; good knowledge of office terminology, procedures and equipment; good knowledge of the principles and practices of payroll auditing; ability to understand and carry out oral and written instructions; ability to train others in their work; ability to make arithmetic computations rapidly and accurately; attention to detail; willingness and ability to retain confidentiality appropriately.

DISTINGUISHING FEATURES OF THE CLASS:  This position involves responsibility for operating information processing equipment in accordance with programmed instructions by manipulation of a standard alpha-numeric keyboard and related peripheral equipment to record, edit, store and revise correspondence, reports, statistical, accounting and a variety of other forms of data.  Information processing equipment includes: A remote computer terminal linked to a mainframe computer, a stand alone internal processing unit such as a micro-computer, or similar computer equipment.  This position does not involve responsibilities in the areas of programming or systems analysis.  However, an incumbent may modify or merge existing software packages or other program language in accomplishing word processing and other micro-computer functions.  Additionally, when not engaged in equipment operation, an incumbent performs a variety of clerical duties.  Direct supervision is received from a higher level clerical or administrative staff with detailed instructions given for new or difficult assignments.  The incumbent does related work as required.

TYPICAL WORK ACTIVITIES:

• Operates information processing equipment and related peripheral equipment such as daisy wheel printer or dot matrix printer in compiling and processing data for a variety of records and related reports;
• Maintains records on information processing equipment by manipulating the keyboard to enter new data or edit existing data;
• Manipulates the keyboard in order to make file searches;
• Maintains disk directories and other storage media used in information processing operations;
• Updates table of contents or index entries as appropriate to identify files, records and documents;
• Retrieves necessary data from information processing equipment in order to print out required reports;
• Operates information processing equipment in word processing mode to record, edit, store and revise correspondence, reports, statistical tables, forms and other textural materials and documents;
• Sets up appropriate controls on equipment for margination, line spacing, paragraph, heading and footer information and other controls as necessary for document amendment or production;
• Prints completed documents to draft or letter quality as appropriate and forwards to supervisor or administrator for review;
• Analyzes machine stops and observes indicators on console and peripheral equipment and takes necessary steps to verify proper functioning of the equipment;
• Performs routine minor operator preventative maintenance on information processing equipment as specified by manufacturer to insure efficient and effective operation;
• Confers with superiors on projects as to procedures, machine time, rate of output and difficulties encountered;
• Assists in training new personnel on information processing equipment as requested;
• Makes arithmetical computations and compiles simple statistical reports;
• Performs a variety of clerical functions related to the position;
• Performs a variety of related tasks as required.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:  Good knowledge of the use and operation of information processing equipment and related peripheral equipment; working knowledge of office terminology and procedures, working knowledge of proper grammatical usage and punctuation; working knowledge of business vocabulary; ability to manually manipulate information processing equipment; ability to determine and set up appropriate document formats, charts and tabular listings for word processing mode; ability to coordinate information from typed or handwritten copy to word processing mode and verify document of a cathode ray tube visual screen; ability to understand and follow oral and written instructions; accuracy.

NOTE:  The essential functions of this job are determined by the department/jurisdiction where the job is located.

DISTINGUISHING FEATURES OF THE CLASS:  This position involves responsibility for operating information processing equipment in accordance with programmed instructions by manipulation of a standard alpha-numeric keyboard and related peripheral equipment to record, edit, store and revise correspondence, reports, statistical, accounting and a variety of other forms of data.  Information processing equipment includes: A remote computer terminal linked to a mainframe computer, a stand alone internal processing unit such as a micro-computer, or similar computer equipment.  This position does not involve responsibilities in the areas of programming or systems analysis.  However, an incumbent may modify or merge existing software packages or other program language in accomplishing word processing and other micro-computer functions.  Additionally, when not engaged in equipment operation, an incumbent performs a variety of clerical duties.  Direct supervision is received from a higher level clerical or administrative staff with detailed instructions given for new or difficult assignments.  The incumbent does related work as required.

TYPICAL WORK ACTIVITIES:

• Operates information processing equipment and related peripheral equipment such as daisy wheel printer or dot matrix printer in compiling and processing data for a variety of records and related reports;
• Maintains records on information processing equipment by manipulating the keyboard to enter new data or edit existing data;
• Manipulates the keyboard in order to make file searches;
• Maintains disk directories and other storage media used in information processing operations;
• Updates table of contents or index entries as appropriate to identify files, records and documents;
• Retrieves necessary data from information processing equipment in order to print out required reports;
• Operates information processing equipment in word processing mode to record, edit, store and revise correspondence, reports, statistical tables, forms and other textural materials and documents;
• Sets up appropriate controls on equipment for margination, line spacing, paragraph, heading and footer information and other controls as necessary for document amendment or production;
• Prints completed documents to draft or letter quality as appropriate and forwards to supervisor or administrator for review;
• Analyzes machine stops and observes indicators on console and peripheral equipment and takes necessary steps to verify proper functioning of the equipment;
• Performs routine minor operator preventative maintenance on information processing equipment as specified by manufacturer to insure efficient and effective operation;
• Confers with superiors on projects as to procedures, machine time, rate of output and difficulties encountered;
• Assists in training new personnel on information processing equipment as requested;
• Makes arithmetical computations and compiles simple statistical reports;
• Performs a variety of clerical functions related to the position;
• Performs a variety of related tasks as required.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:  Good knowledge of the use and operation of information processing equipment and related peripheral equipment; working knowledge of office terminology and procedures, working knowledge of proper grammatical usage and punctuation; working knowledge of business vocabulary; ability to manually manipulate information processing equipment; ability to determine and set up appropriate document formats, charts and tabular listings for word processing mode; ability to coordinate information from typed or handwritten copy to word processing mode and verify document of a cathode ray tube visual screen; ability to understand and follow oral and written instructions; accuracy.

NOTE:  The essential functions of this job are determined by the department/jurisdiction where the job is located.

Distinguishing Features of the Class and Information Processing Specialist II Role

This position involves responsibility for performing complex information processing activities often involving the utilization of word processing and related software.  This position differs from that of Information Processing Specialist I in that the activities performed are more complex.  Incumbents format, type, revise and print text, reports, budgets, etc. following well-established guidelines.  Additionally, when not engaged in equipment operation, an incumbent performs a variety of clerical duties.  General supervision may be exercised over a variety of Information Processing Specialist I and other clerical positions.  The work is performed under general supervision of a higher level employee.  The incumbent does related work as required.

Typical Work Activities and Information Processing Specialist II Expectations

• Assigns and reviews work and instructs new employees in specialized clerical and/or information processing activities of a unit; Designs parameters for selective information storage on information processing equipment to produce specialized outputs of this information in response to users' needs;
• Designs methods of assembling pre-recorded pieces of information (usually each having a number of variables to be inserted) into complete documents;
• Designs complex formats and layouts for work assignments;
• Creates word processing, spreadsheets or data base designs based on oral and written directions;
• Creates charts, statistical reports and/or performs mathematical computations;
• Manipulates data to produce requested reports;
• Chooses document formats and designs document layouts to be used for entering information which will be printed in selected areas on pre-printed forms;
• May use e-mail as a communications linkage;
• Types complex charts, statistical reports and/or performs mathematic computations;
• Discusses assigned projects with supervisors to clarify specific needs and problems;
• May attend meetings outside the normal business hours, records the minutes of the meeting and transcribes the minutes;
• Performs a variety of clerical functions related to the position.

Full Performance Knowledge, Skills, Abilities and Personal Characteristics and Key Qualities of Information Processing Specialist II: 

• Thorough knowledge of the use and operation of information processing equipment and related peripheral equipment;
• Thorough knowledge and skill in classic desk top applications including word processing, spreadsheets and data bases;
• Good knowledge of office terminology and procedures;
• Good knowledge of proper grammatical usage and punctuation;
• Good knowledge of business vocabulary;
• Ability to plan and supervise the work of others;
• Ability to design complex formats and layouts for work assignments;
• Ability to understand and follow complex oral and written directions; accuracy.

NOTE:  The essential functions of this job are determined by the department/jurisdiction where the job is located.