1B21

PAY RANGE: 11*

PAYROLL EXAMINER 1

GENERAL DEFINITION

This is complex payroll examination and verification work. Employees in this class examine and verify all payroll deductions and wages paid to uniform, per diem, and salary employees in all departments and agencies of the City. The class is distinguished from those in other clerical areas by the need to continuously meet deadlines in processing payroll time records, edit payroll listings and registers, and by the responsibility for understanding and monitoring compliance with regulations affecting pay and pay changes to employees of all City agencies. Employees in this class work under the supervision of a Payroll Supervisor.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)

1. The positions must be located within the Payroll Unit of the Central Finance Department.

2. Work must include the full range of payroll processing duties.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Reviews computer generated time sheets and supporting documents for changes from all city agencies to ensure accuracy; extends time on time records, totals all overtime and extends it into ten day period; checks documents for accuracy and completeness and verifies that all changes in pay status and deductions are in keeping with Civil Service Regulations and other approved procedures; records appropriate paperwork for new appointments, verifies payroll numbers; changes codes for promotions, verifies against appointment papers, uses the City’s automated payroll system to verify salaries; makes the proper calculations to compensate for changes in days; enters correct pay codes and other information on-line using a desktop personal computer; makes adjustments to employee pay for any leave without pay; checks time records to verify that time is correct; reconciles any corrections with other time records; calculates salaries and changes for employees being paid out of class; creates a record and calculates proper payment adjustments for employees who have been over or underpaid. 

Reviews the time records validation report that lists all weekly payroll transactions to ensure proper leave time charges and accurate employee pay adjustments by departments; cross-checks the work of other Payroll Examiners to assure accuracy and proper quality controls; accesses the payroll information system and makes the final corrections on-line before weekly and special payrolls are run; meets ongoing weekly deadlines in payroll processing.

Examines the payroll registers, overtime reports, and time records validation reports to ensure no duplicate entry of overtime and subsequent employee overpayments; also validates that no underpayments occurred; if an error is found, may generate a hand typed supplemental check; makes any corrections to taxes and pensions; makes corrections to the recapitulation sheet.

Updates payrolls for increments and longevity; verifies correct dates and amounts; inputs updates on-line to the payroll system.

Investigates and rectifies any error and/or changes in the Direct Deposit transactions; contacts banking institutions to recoup monies deposited in error and to resolve other problems that arise.

Prepares files and administers deductions as a result of court levies; prepares reports and answers questions from court personnel regarding payments, payroll, and employee status.

Makes necessary calculations and adjustments to pay records for deferred compensation program; answers questions from departmental Payroll Clerks, human resources staff, and employees.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• arithmetic
• practices and procedures for the processing of payroll and related records
• English language and spelling
• personal computer operation

SKILL IN:

• making varied arithmetic computations with speed and accuracy
• the operation of computerized office equipment to perform payroll functions

ABILITY TO:

• learn in detail, provisions of routine interpretations of City departmental regulations and ordinances as they apply to the preparation and processing of City-wide payroll and related records
• maintain payroll and related records
• understand and follow oral and written instructions

· maintain effective working relationships with payroll personnel in other departments and with associates

· meet deadlines consistently

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 4/19.)

EDUCATION:

Equivalent to completion of the twelfth school grade.

AND
GENERAL EXPERIENCE:

One year of clerical work.

AND
SPECIFIC EXPERIENCE:

One year in the preparation of computerized payroll and related records for a government agency or private business organization.

OR

          Any equivalent combination of training and experience determined to be acceptable by the Office of Human Resources.

CITY OF PHILADELPHIA CLASSES THAT TYPICALLY MEET THE MINIMUM SPECIFIC EXPERIENCE REQUIREMENT:

Departmental Payroll Clerk (1B21)

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established: 4/67
Spec. Revision: 4/91

Latest Spec. Revision:

CSC - 3/19

Ad. Board – 4/19

Change in pay rate:

CSC – 3/24

Ad. Board – 4/24

JL