City of Janesville – Payroll Clerk

CITY OF JANESVILLE DIVERSITY STATEMENT:
The citizens of Janesville choose this community, not just as a place to live, but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place.”

OBJECTIVE:
Under the general supervision of the Finance Director, this position performs a variety of payroll and clerical support duties necessary for the efficient operation of the Finance Office.

RELATIONSHIPS:
Reports to: Finance Director

Has no regular supervisory duties.

Has regular work contact with appointed City officials, Department, Division, and Office heads, City employees, vendors, customers, and the general public.

ESSENTIAL DUTIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Essential duties are not necessarily listed in priority order.

1. Responsible for the timely and accurate entry of employee time card data into the payroll system.

2. Review time cards submitted for completeness and accuracy.

3. Review hours codes on timecards to ensure compliance with City policy and various union contracts; work with Departments, Divisions, Offices, and employees to resolve discrepancies in time card reporting; work with Payroll Specialist to ensure employee time is recorded accurately and verified; batch timecards and balance them to the payroll system.

4. Enter calendar transactions for employee compensated leave; coordinate with departments and divisions to ensure transactions are received timely.

5. Calculate and maintain accrued leave balances monthly and annually for City employees including new employee setup and exception list; track paid time off accruals and balances for employees in the Finance Office.

6. Calculate and analyze annual compensation time and unused sick time payouts in accordance with City policy and various union contracts.

7. Assist with the compilation of the annual budget document and Annual Comprehensive Financial Report; responsible for the print production and distribution of the budget and Annual Comprehensive Financial Report.

8. Provide technical assistance and training in the payroll software application to Departments, Divisions, and Offices as necessary.

9. Maintain, create, and distribute Finance Office records including the filing and retention of payroll records, budgets, and Annual Comprehensive Financial Reports in accordance with City policy, City ordinances, and State statutes.

10. Update and maintain the Finance Office section of the City website as necessary.

11. Assist with gathering audit support materials requested by the independent auditors as part of the annual audit.

12. Enter data into the payroll software system and specific Department, Division, and Office Head overtime hours on a bi-weekly basis in accordance with City policies.

13. Performs other special projects and other duties as assigned or required during regular and non-business hours, including providing support as part of any City response to essential or emergency operations.

MINIMUM POSITION REQUIREMENTS/QUALIFICATIONS:

Education and Experience
Minimum education and experience required to perform essential duties of the position.
1. A high school diploma or equivalent, with specialized coursework in general office practices, accounting, or payroll is required. An associate degree in finance, business, or related field preferred.

2. Minimum of 2 years of previous office or clerical experience, including customer service, is required. Payroll processing experience is preferred.

3. A valid state-issued driver’s license at time of hire is required.

For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, and abilities.

Knowledge of:

1. Working knowledge of modern administrative support methods, practices, and procedures.

2. Knowledge of records management, report preparation, and filing methods.

3. Knowledge of accounting principles and practices.

Skill in:

1. Excellent time management, organizational, and prioritization skills.

2. High level of accuracy and attention to detail.

3. Exceptional communication skills, paired with a strong customer service background, and effective interpersonal skills.

4. Working with the public in a fair and consistent manner; maintaining objectivity and excluding personal bias while performing job duties.

5. Intermediate proficiency in Microsoft applications, including Excel, Word, PowerPoint, Access, Publisher, and Outlook.

6. Strong ethics base built upon integrity, honesty, initiative, and respect.

Ability to:

1. Type and enter data accurately and efficiently, as well as proofread, and check work for accuracy.

2. Perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.

3. Address customer questions or concerns in a helpful, courteous, and timely manner.

4. Maintain files in a filing system per set procedures.

5. Accurately complete and maintain required data and reports.

6. Effectively and efficiently schedule and organize workload, meet critical deadlines, adapt to changing priorities, manage multiple tasks at the same time, and follow-up on assignments with a minimum level of direction in a diversified and fast-paced environment.

7. Communicate effectively, both verbally and in written form, and follow verbal and written instructions with minimum supervision.

8. Establish and maintain effective working relationships with elected and appointed City officials; Department, Division, and Office heads, City employees, labor representatives, outside governmental agencies, and, the general public.

9. Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner.

10. Timely perform duties with considerable judgment, resourcefulness, and initiative under minimum supervision and within the boundaries of responsibility.

11. Work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometimes competing work assignments, with accuracy and attention to detail

12. Successfully interact with a diverse group of individuals, while maintaining a positive attitude and professional demeanor at all times.

13. Maintain composure and calmly deal with stressful situations, difficult people, and, at times, challenging situations.

14. Work effectively as part of a team to solve problems, generate ideas, and accomplish Office and City goals in a positive, supportive manner.

15. Maintain confidentiality in, possess a high level of integrity, exemplify a professional work ethic, demonstrate tact and decorum, and display a positive, welcoming, and friendly attitude to all.

16. Comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to the supervisor.

EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment including personal computer, printers, scanner, 10-key calculator, telephones, fax machines, applicable computer software, photocopy machine, industry – specific software, and other standardized and specialized office equipment.

PHYSICAL FACTORS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing, pulling, or otherwise moving objects. The employee is frequently required to see/observe, talk/speak and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included. There is frequent twisting, reaching, wrist turning, and grasping. The employee may be required to climb or balance.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. The employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials, or tasks.

The employee will spend the majority of the working day inside speaking with other employees or members of the public. The working conditions in the office are comfortable. The noise level is generally quiet to moderately noisy.

Please visit https://www.janesvillewi.gov/departments-services/human-resources-office/current-job-opportunities to apply for the position.

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position, or is responsive to the needs of the City of Janesville.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.