Payroll Clerk jobs in Pennsylvania

Function: The Payroll Clerk will support the Finance Office by performing a variety of clerical, accounting, and payroll functions.

Duties and Responsibilities:

1.

Reconcile operating and store bank accounts. Secure signature of Administrator. Give bank statements to Bookkeeper.

2.

Receive reconciled payroll bank statement from Bookkeeper. Review and follow up for aged outstanding checks or other outstanding items.

3.

Maintain personnel files including applications, W-4s, pay increases, job changes, terminations, disciplinary warnings, benefit accruals, etc. This may include completing some forms for the Administrator's signature. If information is changed in any payroll database, make sure to record changes in all payroll (payroll, time & attendance and benefits) databases.

4.

Assist with new hire paperwork and run required background check.

5.

Process DMV inquiries on all drivers and Production Assistants.

6.

Maintain I-9 files for active and terminated employees. Verify all forms are completed correctly.

7.

Enter requests in the Territorial Registry/Employee Management Database as needed for new hires, promotions, and job/status changes attaching all required items, and ensuring that the Employee Management Database guidelines are followed.

8.

Enter new hires, approved rate changes, terminations, etc. into all three payroll databases. Ensure information is accurate and kept up to date.

9.

Manage time and attendance system which includes adding new employees, reviewing timecards, following up with managers regarding approval, and importing time worked and paid absence time into the payroll system. If time is missed during a pay cycle, make sure to record missed time on closed time record and manually record time on new payroll batch.

10.

Produce employee attendance reports as needed and reconcile paid time off accruals with payroll system records at least once per month.

11.

Work with the managers and supervisors to ensure paid time off policies are followed.

12.

Verify and appropriately adjust other payments including store bonuses, sick bonuses, and Christmas bonus. Monitor housing and auto allowances as needed.

13.

Complete payroll and submit it to Administrator or designee for approval. Once approved, transmit it to Paychex.

14.

Receive payroll (less checks) from Bookkeeper or designee and review register for accuracy. Notify Bookkeeper or designee of any checks to be voided.

15.

Complete bi-weekly worksheet and balance payroll. Give reconciled bi-weekly worksheet, department summary sheet, payroll check reconciliation list and cash requirements report to bookkeeper for processing payroll funding check.

16.

Prepare any needed manual checks. (Voluntary deductions. employee terminations, miscalculated payroll errors, etc.).

17.

File stamped duplicate deposit ticket with the appropriate payroll reports.

18.

Complete verification of employment inquiries. Contact CHQ Human Resources for guidance when needed.

19.

File quarterly reports from Paychex in a secure location for audit.

20.

Review W-2's for accuracy.

21.

Maintain Chesterfield enrollment system with health and voluntary benefits information. Submit information to Chesterfield by 10th of the month. Provide billing and department breakdown to Bookkeeper.

22.

Audit monthly the payroll system records for all employee’s health and voluntary benefits deductions agree with Chesterfield Resources insurance enrollments.

23.

Process personnel insurance claim forms (disability, workers compensation, life insurance, etc.) Prepare/provide FMLA forms and advise employees and managers of related requirements.

24.

Process non-personnel insurance claims (property, liability, auto, etc.).

25.

Collect quarterly pension enrollment forms and update pension database with new enrollments, terminations, quarterly earnings, and other changes. Review Paychex records to be sure pension eligibility is marked “Yes”. Provide department breakdown for cutting of check to Bookkeeper. Ensure eligible employees are enrolled in the pension plan each quarter. If a pension investment was made for an employee during the calendar year, make sure the 401k eligibility is marked yes in the employment summary tab.

26.

Run employee reports as needed or required.

27.

Assist with the employee evaluation paperwork as needed.

28.

May assist with posting job openings internally and externally.

29.

Act as custodian for primary petty cash fund. Review vouchers for completeness with supporting documentation, adding machine tapes, signatures, and approval etc. before releasing cash. Use primary petty cash to replenish Bookkeeper’s secondary petty cash.

30.

Cross train and act as backup to the Bookkeeper.

31.

Review daily sales sheet for accuracy, gaps in Z totals (indicate on store voucher the reason opening Z differs from prior days closing Z), completeness including listing of credit card slips and batch summary, void slips, exempt sales, gift certificates validation for both sale and redeeming, signatures,etc. Validated deposit ticket MUST be attached.

Enter the daily sales sheet into the Store database. If sales tax calculated versus tax collected is out-of-balance, more than $0.50, review data entry to see if tax collected was recorded as gift certificates or if store voucher did not list exempt sales items, but cash register tape did. Make sure to record sales which were exempted from tax.

32.

Create invoices for welfare sales and mail. Follow up to collect outstanding invoices. Place copy of invoice in open invoice folder. When payment of a welfare sales invoice is received, mark invoice paid, move copy from open invoice folder to paid invoice folder, noting check number and date for payment. Enter new store voucher in store program (exclude from accounting) using the last working date of the month and give check to Bookkeeper for recording and deposit.

33.

Responsible for distribution of daily mail. Process outgoing daily mail.

34.

Order office supplies, purchase order as necessary and approved by Administrator.

35.

Maintain and secure vehicles titles, registrations, etc.

36.

Scan and send approved invoices to Consolidated Bookkeeper/Assistant Accountant twice a week. Receive printed checks to secure two signatures. Attach invoice documents to check stubs and include tax exempt form with check when requested by accounting staff. File check stub with documentation for audit. Review sent invoice file weekly for aging invoices which a check has not been issued, to have discussion with Consolidated Bookkeeper/Assistant Accountant to see if they have recorded the invoice for payment.

37.

Deposit of all non-store income including but not limited to meeting collections, restricted donations, warehouse sales, key deposits, room and board payments, etc. Issue a manual receipt for all cash transactions. Use Deposit Information Sheet to record deposited data and forward to Consolidated Bookkeeper/Assistant Accountant.

38.

Type and mail thank you letters to individuals and companies that make donations.

39.

Attend training meetings or conferences as requested by Administrator and/or Command Headquarters.

40.

This position will support the work therapy program component of The Salvation Army Adult Rehabilitation Centers by providing beneficiaries with an example of professional conduct and work habits.

41.

Other duties as assigned by immediate supervisor and/or Administrator.

Qualifications:

1.

High school diploma or equivalent.

2.

1-2 years related work experience.

3.

Detail oriented.

4.

Strong computer skills.

5.

Ability to handle sensitive and confidential information.

Physical Requirements

Sitting

Over 2/3 of the time

Lifting

Must be able to lift 10 pounds

Push/Pull Using Machinery

No

Standing

Under 1/3 of the time

Walking

Under 1/3 of the time

Reaching

Under 1/3 of the time

Climbing

Under 1/3 of the time

Stooping

Under 1/3 of the time

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work setting:

• Office

Ability to Relocate:

• Scranton, PA 18505: Relocate before starting work (Required)

Work Location: In person