PRINCIPAL PAYROLL CLERK / CLERK 3

 PRINCIPAL PAYROLL CLERK 

 DEFINITION

 Under general supervision of a Supervisory Payroll Clerk or other
 supervisor, performs complex and highly responsible clerical work
 involved in and relating to the review, verification, and preparation
 of payroll or personnel records which require the frequent exercise
 of independent judgment, and/or supervises a small group of clerical 
 workers in a payroll or payroll and personnel unit; does related work 
 as required.

 NOTE:  The definition and examples of work for this title are for
 illustrative  purposes only.  A particular position using this
 title may not perform all duties listed in this job specification.  
 Conversely, all duties performed on the job may not be listed.

 EXAMPLES OF WORK
 
 Assigns and instructs individuals and groups engaged in payroll 
 or personnel activities and supervises the performance of their work.

 Reviews and checks payroll or payroll and personnel records,
 statements, documents, certificates, or time and attendance
 records.

 Prepares regular, supplemental, and overtime payrolls, adds or
 deletes employees, makes other appropriate changes including
 union deductions, taxes, charities, pension, and so forth.

 Processes pension membership applications, beneficiary changes,
 retirement, and loan applications as well as health insurance
 applications and changes.

 Completes unemployment requests for wage and separation
 information.

 Computes overtime, emergency rates, and leaves of absence
 requiring the  interpretation and application of relevant rules
 and regulations.

 Personally receives, reviews, and checks regular and supplemental
 paychecks from centralized payroll and separates by payroll and
 region prior to distribution.

 Prepares and processes personnel and/or payroll forms with
 responsibility for ensuring that all pertinent information has
 been included and is accurate and ensures that all applicable
 rules, regulations, and procedures are adhered to.

 Reviews the work of the unit. 

 Works with and advises department employees.

 Keeps the supervisor and/or management informed of relevant
 deadlines, changes in rules and regulations, and related
 pertinent information.

 Assists the professional staff in the development of new
 and revised personnel and/or payroll policies and procedures.

 Makes initial determination and correct application of a variety
 of pay schedules, grades, and rates of pay involving the
 interpretation and application of related rules, regulations, and
 instructions relating to varied types of nonstandard pay  actions
 and pay plans.

 Consults with representatives of the Department of the Treasury
 or other outside agencies to exchange information and discuss
 problems related to payroll rules and standards.

 Assists employees in completing and processing forms and
 applications relating to retirement, insurance, payroll deductions, 
 and record changes.

 Keeps abreast of changes in rules and regulations.

 Operates various office machines.

 Maintains and ensures the confidentiality of essential records
 and files.

 Will be required to learn to utilize various types of electronic
 and/or manual recording and computerized information systems
 used by  the agency, office, or related units.

 REQUIREMENTS:

 EXPERIENCE:

 Two (2) years of experience in work involving payroll processing 
 or personnel work.

 LICENSE:

 Appointees will be required to possess a driver's license
 valid in New Jersey only if the operation of a vehicle, rather
 than employee  mobility, is necessary to perform the essential
 duties of the  position.

 KNOWLEDGE AND ABILITIES:

 Knowledge of modern office methods, practices, routines, and
 equipment.

 Knowledge of relevant rules and regulations concerning salary
 increments, bonuses, and authorized deductions.

 Ability to comprehend, interpret, and apply rules and regulations
 in accord with established procedures and policies of the unit.

 Ability to accurately prepare detailed, technical, and confidential 
 payroll forms and documents.

 Ability to assign and instruct individuals and groups engaged  
 in the  payroll and/or personnel work of the unit with that of other
 units in the department and with outside agencies.
 
 Ability  to make mathematical calculations. 

 Ability  to  check and verify payroll, overtime, and supplemental
 payments.

 Ability to consult with representatives of the Department of the
 Treasury or other state and municipal  agencies to exchange
 information and discuss problems related to payroll rules and
 regulations.

 Ability  to use various office machines. 

 Ability to maintain confidential records and files.

 Ability to learn to utilize various types of electronic and/or
 manual recording  and information systems used by the  
 agency, office, or related units.

 Ability to read,  write, speak, understand, or communicate in
 English sufficiently to perform the duties  of  this  position.
 American Sign Language or Braille may also be considered
 as acceptable forms of communication.

 Persons with mental or physical disabilities are eligible as long 
 as they can perform essential functions of the job with or without 
 reasonable accommodation.  If the accommodation cannot be 
 made because it would cause the employer undue hardship, 
 such persons may not be eligible.

 CODE:  02831     2/09/2013

CLERK 3

DEFINITION:

Under direction, performs varied, complex clerical work involving the 
processing of documents in a variety of functions; takes the lead 
and/or performs the more difficult and complex clerical work; does 
other related duties as required.     

NOTE:  Incumbents may be required to utilize keyboard equipment to 
input and/or retrieve information on a computer console, typewriter or 
other key entry device used by the agency.  Keyboarding/typing duties 
may or may not be assigned depending on the needs of the employing 
agency.  Incumbents are not expected to perform keyboarding/typing 
tasks with the speed and accuracy required of a Keyboarding Clerk.   

NOTE:  The examples of work for this title are for illustrative purposes 
only.  A particular position using this title may not perform all duties 
listed in this job specification.  Conversely, all duties performed on the 
job may not be listed.

DISTINGUISHING CHARACTERISTICS:

Positions in this title perform varied, complex clerical work requiring 
knowledge of the organization's rules, regulations, policies and 
procedures.  Employees frequently exercise independent judgment 
and make decisions concerning processes to be followed, the 
appropriateness of the information to be processed, and the actions 
to be taken.  Work is performed independently requiring minimal review 
upon completion.  

Positions reside in various State and local government departments/
agencies and may perform clerical tasks specific in a County or Municipal 
department/agency (e.g. municipal courts, libraries, election offices, 
tax collection/assessment, code enforcement, administrative or personnel 
offices, hospitals, recreation offices, and other regulatory agencies.)  

NOTE:  Appointments may be made to positions requiring bilingual skills.  

02774- Bilingual in Spanish and English.
SPECIAL SKILL		
Applicants must be able to read, write, speak, understand, or communicate in 
Spanish and English sufficiently to perform the duties of this position. 

EXAMPLES OF WORK:

Interprets and applies organizational rules, regulations, policies, 
and procedures.  

Receives, screens, reviews and verifies documents.  

May take the lead over clerical staff. 

May provide assignment, instruction, and on-the-job training to 
clerical staff.

Reviews and checks assigned reports, applications, and other 
documents for corrections and completeness; refers the more 
complex problems to supervisor for resolution.

Opens, time stamps, sorts, numbers, and distributes mail.
 
Maintains prepared mailing lists.
 
Sorts, indexes, and files checks, cash stubs, vouchers, requisitions 
and other materials numerically, alphabetically, or according to 
other predetermined classification, and maintains such files.

Receives applications, documents, forms and fees; screens, sorts 
and assembles this information for further processing.  

May wrap packages for shipment by mail or express.

Assembles materials for distribution.

Hand stamps letters, papers, and other documents.

Fills in and checks form letters, circulars, and forms as directed.

Compiles information and/or numerical data.  

Provides information in person and over the telephone.  

May enter and/or retrieve information on a computer terminal.  

May occasionally perform keyboarding/typing duties, but not as 
the primary function of the position.  

Stores and distributes office supplies.

Prepares and verifies payrolls and makes simple arithmetic 
calculations.

Schedules administrative proceedings; may process requests for 
scheduling changes.

May participate in the interviewing and training of new employees.  

Receives, logs in and reviews permit applications for completeness 
and accuracy; issues permits for construction, repair, installation, and 
demolition operations.  

Coordinates the scheduling of various activities for a park, recreational 
site, school district or other government entity.   

May transfer information onto forms, form letters, cards, envelopes, 
labels, charts and transmittals.

When assigned to a court, prepares the docket (or schedule) of 
cases to be called and contact witnesses, attorneys, and other parties 
to collect or provide information; calls court to order, administers oaths 
to jurors, witnesses, court officers and others, announces postponements, 
and adjourns court; assists the judge both on the bench and in the chambers.   

When assigned to a tax office, computes and record tax payments.

When assigned to a finance or tax office, may perform specialized 
clerical work involving the preparation and maintenance of assessment 
rolls and records.  

When assigned personnel duties, processes personnel action forms, 
maintains personnel records and gathers sensitive or confidential 
information or data.  

When assigned to a hospital, health care, or long-term care facility, may 
interview patients or relatives of patients to obtain admission information; 
performs other clerical functions involving the admission of patients.  

When assigned to a finance office, may perform specialized clerical work 
involving the cancelation of mortgages.    

When assigned to a Sheriff's Office, may perform specialized clerical 
work involved in the advertising and sale of real estate and chattel.

Prepares reports or assists in the preparation of reports by gathering 
data, tabulating results, and/or preparing charts.  

Operates various types of office and mail processing machines such 
as a keyboard equipment, calculators, computer printers, sorter, 
photo-copier, fax machine, stamping machine, labeling machine, etc.; 
may perform simple maintenance tasks such as adding toner, paper 
or changing ribbons.  

Maintains records and files.

Will be required to learn to utilize various types of electronic and/or 
manual recording and information systems used by the agency, office, 
or related units.

REQUIREMENTS:

EXPERIENCE:

Two (2) years of experience in clerical work; one (1) year of
which must have been perfoming duties at or equivalent to 
the Clerk 2 level.  

LICENSE:

Appointees will be required to possess a driver's license valid in 
New Jersey only if the operation of a vehicle, rather than employee 
mobility, is necessary to perform essential duties of the position.

KNOWLEDGE AND ABILITIES:

Knowledge of office routines, equipment, and practices.  

Knowledge of organizational rules, regulations, policies, and 
procedures.  

Ability to comprehend established office routines and department 
regulations.

Ability to organize assigned clerical work and develop effective 
work methods.

Ability to take the lead over lower level clerical staff.   

Ability to assign work, instruct and provide on-the-job training to 
clerical staff.  

Ability to make simple arithmetic calculations and tabulations.

Ability to understand, remember, and carry out oral and written 
directions.

Ability to perform tasks accurately within prescribed time frames.  

Ability to work effectively with associates, superior officials, and 
members 
of the public concerned with the work of the department.

Ability to sort, index, file, and pull varied types of materials using an 
established filing system.

Ability to operate and perform routine maintenance on office machines 
and other equipment.

Ability to utilize various types of electronic and/or manual recording and 
information systems used by the agency, office, or related units after 
a period of training.

Ability to read, write, speak, understand, and communicate in English 
sufficiently to perform duties of this position.  American Sign Language 
or Braille may also be considered as acceptable forms of communication.

Persons with mental or physical disabilities are eligible as long as they
can perform essential functions of the job after reasonable accommodation
is made to their known abilities.  If the accommodation cannot be made
because it would cause the employer undue hardship, such persons may not be 
eligible.

CODE:  02773  6/07/2011

DUAL TITLE CODE:  04939