County of Alameda

Payroll Records Clerk (#1125)

Bargaining Unit: SEIU 1021 - Clerical (010)
$25.86-$30.52 Hourly / $1,939.50-$2,289.00 BiWeekly /
$4,202.25-$4,959.50 Monthly / $50,427.00-$59,514.00 Yearly


DESCRIPTION
Under general supervision, to do complex and technical clerical work involving the preparation and maintenance of centralized, Countywide employee payroll and personnel records; respond to payroll and benefit inquiries from departmental supervisory and payroll personnel; and to do related work as required.

DISTINGUISHING FEATURES:

This is a specialized clerical class. Incumbents are responsible for explaining payroll transactions and procedures to employees of all County departments. In addition, there are positions in this class that maintain countywide payroll records for the County Central Payroll unit located in the Office of the Auditor Controller.

EXAMPLES OF DUTIES
NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Answer inquiries from employees and former employees, countywide departmental supervisory and payroll clerical personnel regarding sick leave, vacation, health and dental plans, union dues, drops in coverage or membership, salary increments, LWOP, Family Medical Leave Act, SDI, VTO, Maternity, Paternity and other payroll matters.

2. Review, interpret, revise, and correct departmental payroll input documents; notify departmental payroll personnel of errors, and required corrections that support entries made on-line.

3. Verify employment and complete written verification of salaries.

4. Make necessary changes on employees’ records, e.g., address, tax exemptions, voluntary deductions, etc. and forward to Auditor before deadline.

5. Input new or corrected payroll information on line from documents submitted by payroll clerks, countywide.

6. Process affidavits for non-receipt of warrant from employees and forward to Central Payroll; issue and cancel and re issue payroll warrants using the on line system.

7. Code and input timekeeping from timesheets into an online computer system (Alcolink); audit and notify departments of necessary adjustments requiring department input to correct.

8. Process wage garnishment, levies and direct deposit requests for employees in accordance with regulations as prescribed by regulatory authorities.

9. Review vacation request slips and inform employees’ supervisors of insufficient leave balances; maintain and update vacation and payroll schedules for each employee.

10. Prepare personnel transactions and needed follow-up on Information and Status screens/forms for new employees, flex-staff promotions, transfers, reinstatements, terminations, higher item day, alternate range day, and a variety of other transactions to be delivered to Central Payroll by established deadlines.

11. Read, interpret and explain various rules, MOU’s and policies as they affect the payroll process such as: Family Medical Leave Act; Americans with Disabilities Act, State Disability, etc.

12. Maintain the centralized payroll filing system.

13. Prepare forms for Education Stipend Account and/or management benefit reimbursements.

14. Distribute materials to departmental payroll clerks receive, sort, verify and distribute pay warrants; periodically, distribute W2 statements, ACERA statements and other documents as required.

15. Prepare final documents for terminating employee; input termination codes with payroll system, purging all deductions and leave balances; forward to Central Payroll; issue final pay warrant ensuring that final payoff is in compliance with applicable MOU and other County policies.

MINIMUM QUALIFICATIONS
Either I

The equivalent of one-year full time experience in the class of Clerk II or an equivalent or higher level class in the Alameda County Service. (Non-classified includes District Attorney’s Office, Hospital Authority, Consolidated Courts.)

Or II

The equivalent of two years full time clerical work experience requiring mathematical computations at a level comparable to that of a Payroll Records Clerk in the Alameda County classified service.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS
NOTE: The level and scope of the following knowledge, skills and abilities are related to duties listed under the "Examples of Duties" section of this specification.

Knowledge:

• Basic personnel and payroll transactions.
• Modern office practices and procedures including business correspondence, filing, and standard equipment operations.
• Basic computer applications for automated payroll systems and electronic data processing.

Ability to:

• Operate 10 key adding machine.
• Utilize county-wide personnel and payroll computer system.
• Read, interpret and apply rules, regulations and written directions.
• Identify and correct a variety of errors.
• Perform mathematical computations.
• Demonstrate interpersonal sensitivity.
• Analyze and problem solve.
• Maintain accurate records.
• Make decisions, use good judgment and initiative.
• Research resource documents to respond to questions.
• Communicate effectively orally and in writing.
• Manage files, manual and computerized.

CLASS SPEC HISTORY
JGS:mad 11/87
3923P (obsolete doc. Name)
VS/dhb: revised 12/97
Newspecs: 1125.doc
VS:jc Revised 7/99
Updated jc 7/00
CSC Date: 9/29/99
RE:po Rev. 12/14/05 Clerical Study Admin. Change 4/19/04
CSC Date: 5/24/2006

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

  • Medical – HMO & PPO Plans
  • Dental – HMO & PPO Plans
  • Vision or Vision Reimbursement
  • Share the Savings
  • Basic Life Insurance 
  • Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
  • County Allowance Credit
  • Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
  • Short-Term Disability Insurance
  • Long-Term Disability Insurance
  • Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
  • Employee Assistance Program

For your Financial Future

  • Retirement Plan - (Defined Benefit Pension Plan)
  • Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

  • 11 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Catastrophic Sick Leave
  • Group Auto/Home Insurance
  • Pet Insurance
  • Commuter Benefits Program
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.