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Payroll Clerk

Prepared by Human Resources on July 2, 2007

Department Accounting
Reports To Payroll Supervisor/General Accountant
Type of Employment Full-Time
FSLA Status Non-Exempt


Coordinates activities engaged in recording hours of work, processing time records, compiling payroll statistics, maintaining payroll control records, calculating payrolls, receives and enters invoice & cash receipts, and create deposits for bank, by performing the following duties.

Job Description

Essential Duties and Responsibilities

  • Reviews personnel/payroll records to determine names, rates of pay, and occupations of newly hired workers, and change in wage rates and occupations of employees on payroll.
  • Records new or changed pay rates in payroll register or computer files.
  • Performs timely and accurate preparation of the Tribe’s payroll and related information, transmits to service bureau, and reviews and corrects errors.
  • Distributes payroll checks.
  • Compiles and prepares other payroll data such as pension, insurance and credit union payments.
  • Reviews and approves payroll deductions.
  • Interprets tribal policies and government regulations affecting payroll procedures.
  • Helps Payroll Supervisor prepare government reports; 941’s, Employment Security, W-3.
  • Helps Payroll Supervisor answer Internal Revenue Service inquires.
  • Helps Payroll Supervisor balance payroll system and subsidiary ledgers to the General Ledger at month and year end; prepare W-2’s.
  • Answers garnishment notices, track garnishments and remit monthly.
  • Maintains leave accrual files.
  • Examines work for accuracy, neatness, and conformance to policies and procedures.
  • Studies and standardizes procedures to improve efficiency.
  • Helps Payroll Supervisor balance benefits to General Ledger at month and year end.
  • Provides staff support, answer questions, and customer service assistance.
  • Receive cash and invoice payments
  • Enters cash receipts into General Ledger
  • Create deposits to be taken to bank

Supervisory Requirements

This position has no supervisory responsibilities.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience and Eduction

Associate’s degree from two-year college and one to two years related experience and/or training; or equivalent combination of education and experience.


Equivalent experience will not be accepted in place of required education.



Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.


Ability to calculate figures and amounts such as discounts, interest, commissions, percentages, etc.


Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.


Manages difficult or emotional customer situations.  Responds promptly to customer needs; Solicits customer feedback to improve service.  Responds to request for service and assistance.  Meets commitments.


Approaches others in a tactful manner.  Reacts well under pressure.  Treats others with respect and consideration regardless of their status or position.  Accepts responsibility for own actions.  Follows through on commitments.


Focuses on solving conflict, not blaming.  Maintains confidentiality.  Listens to others without interrupting.  Keeps emotions under control.  Remains open to others’ ideas and tries new things.


High level of skill and proficiency with desktop computers and related peripheral equipment.  Intermediate to advanced level of skill with Microsoft Office software, especially Excel and Word.  Ability to learn and effectively utilize the Tribe’s accounting software.  Ability to learn and use other common desktop software.

Certificates, Licenses and Registrations

Prefer Certification as a Certified Payroll Professional through the American Payroll Association.

Essential Competencies


Synthesizes complex or diverse information.  Collects and researches data.  Uses intuition and experience to complement data.  Designs work flows and procedures.


Identifies and resolves problems in a timely manner.  Gathers and analyzes information skillfully.  Develops alternative solutions.  Works well in group problem solving situations.  Uses reason even when dealing with emotional topics.


Displays willingness to make decisions.  Exhibits sound and accurate judgment.  Supports and explains reasoning for decisions.  Includes appropriate people in decision-making process.  Makes timely decisions.


Speaks clearly and persuasively in positive or negative situations.  Listens and gets clarification.


Writes clearly and informatively.  Edits work for spelling and grammar.  Varies writing style to meet needs.  Presents numerical data effectively.  Able to read and interpret written information.


Prioritizes and plans work activities.  Uses time efficiently.  Plans for additional resources.  Sets goals and objectives.  Develops realistic action plans. Vacations are to be scheduled around payroll schedule.


Adapts to changes in the work environment.  Manages competing demands.  Changes approach or method to best fit the situation.  Able to deal with frequent change, delays, or unexpected events.


Volunteers readily.  Undertakes self-development activities.  Seeks increased responsibilities.  Takes independent actions and calculated risks.  Looks for and takes advantage of opportunities.  Asks for and offers help when needed.

Essential Competencies

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The physical demands of the position are minimal; however, the employee should be able to lift up to 20 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Common office environment.  The employee must be familiar with the basic functions of all types of office equipment (copiers, fax machines, telephones, computers, etc.)

At-Will Employment

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employee(s) will be required to follow any other job-related instructions


After 60 days of employment

  • Medical
  • Vision
  • Dental
  • Life and Accidental Death & Dismemberment coverage
  • Short term disability
  • Long term disability
  • Disability resources

After 90 days of employment

  • Annual Leave accrual
  • Sick Leave accrual
  • Bereavement Leave
  • Military Leave
  • Jury Duty Leave
  • Paid Holidays

After 1 year of employment

  • 401K contribution
Job Posting Valid Through Valid until filled
Position Start Date Immediately