Payroll Clerk

City of Phenix City; Phenix City (AL); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Phenix City in Alabama seeks a payroll-focused professional to assist the Comptroller with processing the City’s payroll, maintaining employee records, and managing vacation and sick leave accruals. The role includes accounts payable related to payroll and safeguarding accurate records.

Responsibilities include reviewing timesheets, generating checks and direct deposits, balancing payroll accounts, preparing vendor payments, and assisting with year-end forms.

Qualifications

• High school diploma or GED; Associate’s degree preferred.
• 1–2 years of payroll processing experience.
• Knowledge of payroll laws and city ordinances.
• Strong math, reading, and verbal communication skills.

Responsibilities

• Process the City’s payroll under supervision and review timesheets.
• Enter accruals, balance vacation and sick leave, and prepare vendor payments.
• Print checks and direct deposit advices; balance payroll-related accounts.
• Assist with 941 and W‑2 preparation and respond to payroll inquiries.
• Cross-train in accounting and revenue processes; perform routine duties as assigned.

Skills

Payroll processing

Accounting knowledge

Verbal communication

Reading comprehension

Mathematical accuracy

Attention to detail

Education

High school diploma or GED

Associate's degree preferred

Tools

Payroll software

Job description

Date Needed: ASAP
Number of Employees Requested: One
Work Hours: 40 hours per week – Overtime as needed

Position Status: Full-time
Reason Needed: Replacement

Position Overview

Under the direction of the Finance Director, assists in processing and maintaining certain payroll processes; maintains appropriate records of employees to include maintenance of employee records, vacation and sick leave accruals, processing of payroll and accounts payable for various vendors generated thru payroll for payment. Documents and maintains records. Maintain workplace in a clean and orderly manner. May be required to perform light janitorial duties.

Duties & Responsibilities

Assists the Payroll Coordinator in processing the City’s payroll. Reviews timesheets from departments and enters accrual exceptions into the payroll system for processing of payroll. Prints checks and direct deposit advices and reports. Maintains accurate balances of employees’ vacation and sick leave. Balances general ledger payroll accounts. Prepares appropriate forms for vendor payments for accounts payable processing. Processes vendor payment upon completion of payroll within payroll system. Assists in monitoring and maintaining the self insurance fund and processing payments. Occasionally, completes wage verification statements, answers child support requests, and prepares monthly and annual retirement reports. Assists in entering new hire information and current employee changes into the Payroll System. Assists in 941 and W/2 preparation. Assists in researching laws and regulations relating to payroll issues. Assists in answering questions from employees and vendors regarding payroll matters. Files and retrieves materials as needed. Compiles information, prepares and submits reports. Assists with assigned accounting functions. Assists and cross trains in the accounting and revenue collection processes. Performs additional routine and non-routine duties as assigned or upon request.

Qualifications Required

High school diploma or GED, required. Associates Degree, preferred, or extensive experience in a related field. One-two years experience in processing payroll, or equivalent combination of experience and training. Have one year experience in a financial area that would include use of computers and calculators. Knowledge of organization, operations, policies, procedures and relevant ordinances of the City of Phenix City. Knowledge of accounting and purchasing procedures. Reading skills to comprehend technical literature, regulations, reports, financial statements and other highly complex materials. Verbal communication skills to communicate effectively with employees and City vendors. Computer skills to use word-processing, spreadsheet, database, and specialized financial software programs. Skill to analyze accounting records, statements, tax returns and related financial documents.

Qualifications Preferred

Experience with automated payroll system preferred.

Documents Required

• High School Diploma / GED
• Valid Identification

Job Summary

Under the direction of the Comptroller, assists in processing and maintaining certain payroll processes; maintains appropriate records of employees to include maintenance of employee records, vacation and sick leave accruals, processing of payroll and accounts payable for various vendors generated thru payroll for payment. Documents and maintains records.

Duties & Responsibilities

A. Payroll Processing and Reporting 75% – Assists the Payroll Coordinator in processing the City’s payroll. Reviews timesheets from departments and enters accrual exceptions into the payroll system for processing of payroll. Prints checks and direct deposit advices and reports. Maintains accurate balances of employees’ vacation and sick leave. Balances general ledger payroll accounts. Prepares appropriate forms for vendor payments for accounts payable processing. Processes vendor payment upon completion of payroll within payroll system. Assists in monitoring and maintaining the self insurance fund and processing payments. Occasionally, completes wage verification statements, answers child support requests, and prepares monthly and annual retirement reports. Assists in entering new hire information and current employee changes into the Payroll System. Assists in 941 and W/2 preparation.

B. Research and Administration 10% – Assists in researching laws and regulations relating to payroll issues. Assists in answering questions from employees and vendors regarding payroll matters. Files and retrieves materials as needed. Compiles information, prepares and submits reports.

C. Other 15% – Assists with assigned accounting functions. Assists and cross trains in the accounting and revenue collection processes. Performs additional routine and non-routine duties as assigned or upon request.

Job Specifications

Knowledge, Skills and Abilities – Working knowledge of payroll policies and procedures, and local, state and federal statutes pertaining to payroll. Reading, writing, and math skills to interpret, analyze and report on payroll functions and operations. Verbal and communication skills to effectively interact with employees, regulators, and vendors on payroll related matters. Perform accurate arithmetic calculations and prepare concise and complete payroll reports. Computer skills to include word processing, spreadsheet, databases and specialized accounting/payroll software.

Credentials and Experience – High school diploma or GED, required. Associates Degree, preferred, or extensive experience in a related field. One-two years experience in processing payroll, or equivalent combination of experience and training.

Special Requirements – Governmental experience or knowledge preferred. Willing to comply with the City of Phenix City policies and work rules. Willing to work during non-duty hours, holiday, weekends, and evening hours when necessary to achieve goals. Willing to travel overnight and participate in seminars and workshops related to the position.