Payroll Clerk

The Payroll Clerk will support the Finance Office by performing a variety of clerical, accounting, and payroll functions.

• Reconcile operating and store bank accounts by the 15th of the month. Secure signature of Administrator. Give bank statements to Bookkeeper.
• Receive reconciled payroll bank statement from Bookkeeper. Review and follow up for aged outstanding checks or other outstanding items.
• Maintain personnel files including applications, W-4s, pay increases, job changes, terminations, disciplinary warnings, benefit accruals, etc. This may include completing some forms for the Administrator's signature. If information is changed in any payroll database, make sure to record changes in all payroll (payroll, time & attendance, Chesterfield and pension) databases.
• Assist with new hire paperwork and run required background check.
• Process DMV inquiries on all drivers and Production Assistants.
• Maintain I-9 files for active and terminated employees. Verify all forms are completed correctly.
• Enter requests in the Territorial Registry/Employee Management Database as needed for new hires, promotions, and job/status changes attaching all required items, and ensuring that the Employee Management Database guidelines are followed.
• Enter new hires, approved rate changes, terminations, etc. into all four payroll databases (payroll, time & attendance, Chesterfield and pension). Ensure information is accurate and kept up to date.
• Manage time and attendance system which includes adding new employees, reviewing timecards, following up with managers regarding approval, and importing time worked and paid absence time into the payroll system. If time is missed during a pay cycle, make sure to record missed time on previous locked time record and then manually record time on next payroll batch.
• Produce employee attendance reports as needed and reconcile paid time off accruals with payroll system records at least once per month.
• Work with the managers and supervisors to ensure paid time off policies are followed.
• Receive store Monthly Summary report from accounting to create month-end store bonus worksheet. Secure administrators or Director of Business signature and give approved document to payroll for issuing store bonus’ on the next payroll batch.
• Verify and appropriately adjust other payments including store bonuses, sick bonuses, and Christmas bonus. Monitor housing and auto allowances as needed.
• Complete payroll and submit it to Administrator or designee for approval. Once approved, transmit it to Paychex.
• Receive payroll (less checks) from Bookkeeper or designee and review register for accuracy. Notify Bookkeeper or designee of any checks to be voided.
• Complete bi-weekly worksheet and balance payroll. Give reconciled bi-weekly worksheet, department summary sheet, payroll check reconciliation list and cash requirements report to bookkeeper for processing payroll funding check.
• Prepare any needed manual checks. (Voluntary deductions. employee terminations, miscalculated payroll errors, etc.).
• File stamped duplicate deposit ticket with the appropriate payroll reports.
• Complete verification of employment inquiries. Contact CHQ Human Resources for guidance when needed.
• File quarterly reports from Paychex in a secure location for audit.
• Review W-2's for accuracy.
• Maintain Chesterfield enrollment system with health and voluntary benefits information. Submit information to Chesterfield by 10th of the month. Provide billing and department breakdown to Bookkeeper.
• Audit monthly, the payroll system records to be sure that all employee’s health and voluntary benefits deductions agree with Chesterfield Resources insurance enrollments.
• Process personnel insurance claim forms (disability, workers compensation, life insurance, etc.) Prepare/provide FMLA forms and advise employees and managers of related requirements.
• Process non-personnel insurance claims (property, liability, auto, etc.).
• Collect quarterly pension enrollment forms and update pension database with new enrollments, terminations, quarterly earnings, and other changes. Review Paychex records to be sure pension eligibility is marked “Yes”. Provide…