Payroll Assistant II Grade B

Clerical and Technical generic job description

Family: Accounting/Financial
Job Code: 509

Representative duties:

Serves as a source of information to faculty, students, staff, and external contacts on established payroll policies and procedures
Reviews personnel profiles to determine employment status, proper wage rates, charging instructions and types of transaction in the preparation of a portion of the weekly and bi-weekly payrolls
Calculates and processes supplemental payroll payment transactions
Sorts, assembles, and forwards payroll data for processing. Identifies and corrects processing errors. Balances payroll records
Completes or assists with the completion of payroll forms
Sorts and mails payroll checks
Maintains payroll records and files
Performs clerical functions incidental to payroll activities

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

Required knowledge:

General knowledge, high school level; detailed but narrow knowledge in one or several work-related areas; general acquaintance with broader field of knowledge
Limited knowledge of business, accounting or commercial procedures with detailed knowledge in these particular areas
Limited knowledge of University organizational policies and procedures generally; detailed knowledge of a narrow area of University rules and procedures

Required skills:

Extracts and compiles a narrow range of data from written sources, from individuals by asking set questions, or from one or several given data bases: coding based on prescribed, simple standards
Files already labeled material using a straightforward alphabetical, or chronological system
Understands non-routine notes, written instructions, and general policy statements
Writes short, informal notes, fills out simple forms
Occasional use of more complex machines such as word processors or personal computers

Office and administrative skills:

Keyboards letters, memos, and other moderately complex material
Enters and retrieves data from semi-finished source documents on a personal computer
Advises, screens and refers callers and visitors

Experience, education and formal training:

Two years of related work experience and a high school level education, or an equivalent combination of experience and education.

Complexity and organization:

Limited variety of job tasks requiring coordinating steps/procedures
Occasionally coordinates the work of others

Interpersonal relations:

Ongoing involvement outside immediate unit
Offers or obtains specialized information and provides assistance on general matters
Understands and conveys more complex messages and instructions and takes action accordingly

Supervisory guidelines:

Work is subject to general review on an occasional basis
Incumbent plans and schedules own work and/or the work of others based on the understanding of broadly defined objectives and priorities; supervisor reviews work after completion
Instruction provided only in new situations, methods and procedures that are not clearly related to existing tasks and duties

Independent judgment:

Established procedures/policies govern many work situations
Occasional exercise of independent judgment or initiative
Problems solved by using established procedures

Leadership responsibility:

Occasionally provides general orientation to routine procedures/policies

Impact and consequence of error:

Work affects outside immediate work unit but rarely outside the University
Errors are somewhat difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University or to other individuals and groups

Working Conditions:

Very little possibility of safety risks
Occasional conflicting demands, time pressures, deadlines or emergencies
Regular sustained concentration
Little physical effort

Example 1

General purpose:

Under supervision of the Payroll Assistant Manager and requiring a thorough knowledge of departmental and University policies and procedures, serve as the Customer Service liaison for the Payroll reception area, Payroll e-mail account and Payroll’s main telephone line.

Essential duties:

Greet customers at Payroll reception area and research and answer questions as able or serve as the Customer Service liaison for the Payroll Department to direct employees to the correct Payroll employee or correct University department for resolutions of issues
Answer, research and/or disseminate phone calls from the main Payroll telephone line
Maintain quick pay documentation, including copying and filing. Complete and distribute internal control sheets for all quick pays. Notify employees and/or departments via telephone of e-mail of quick pay statuses
Monitor and answer or direct all e-mails sent through the Payroll generic e-mail account
Serve as back up for payroll position that processes Yale University stop payments and manual checks
General Payroll copying and filing including but not limited to W-4’s, CTW-4’s and direct deposits
Process duplicate forms W-2, 1099, 1042S and 1099R for calendar year end taxes
Perform additional clerical functions incidental to payroll Department activities

Experience and training:

Two years of related work experience, and high school level education; or an equivalent combination of experience and education
Experience in a high volume, customer service environment

Skills and abilities:

Working knowledge of electronic mail
Proficiency with the Internet, Word and Excel
Strong interpersonal communication skills
Strong organizational skills
Ability to work in a team environment
Ability to maintain payroll information in absolute confidentiality