Job Description

Title: Payroll Clerk (2 Person Office) Reports To: Bookkeeper Status: Non-exempt Function: The Payroll Clerk will support the Finance Office by performing a variety of clerical, accounting, and payroll functions.

• Reconcile operating and store bank accounts by the 15th of the month. Secure signature of Administrator. Give bank statements to Bookkeeper. 
• Receive reconciled payroll bank statement from Bookkeeper. Review and follow up for aged outstanding checks or other outstanding items. 
• 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, Chesterfield and pension) databases.
• Assist with new hire paperwork and run required background check.
• Process DMV inquiries on all drivers and Production Assistants. 
• Maintain I-9 files for active and terminated employees. Verify all forms are completed correctly. 
• 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.
• Enter new hires, approved rate changes, terminations, etc. into all four payroll databases (payroll, time & attendance, Chesterfield and pension). Ensure information is accurate and kept up to date. 
• 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 previous locked time record and then manually record time on next payroll batch.
• Produce employee attendance reports as needed and reconcile paid time off accruals with payroll system records at least once per month. 
• Work with the managers and supervisors to ensure paid time off policies are followed. 
• Receive store Monthly Summary report from accounting to create month-end store bonus worksheet. Secure administrators or Director of Business signature and give approved document to payroll for issuing store bonus’ on the next payroll batch.
• Verify and appropriately adjust other payments including store bonuses, sick bonuses, and Christmas bonus. Monitor housing and auto allowances as needed.
• Complete payroll and submit it to Administrator or designee for approval. Once approved, transmit it to Paychex.
• Receive payroll (less checks) from Bookkeeper or designee and review register for accuracy. Notify Bookkeeper or designee of any checks to be voided. 
• 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. 
• Prepare any needed manual checks. (Voluntary deductions. employee terminations, miscalculated payroll errors, etc.). 
• File stamped duplicate deposit ticket with the appropriate payroll reports.
• Complete verification of employment inquiries. Contact CHQ Human Resources for guidance when needed.
• File quarterly reports from Paychex in a secure location for audit. 
• Review W-2's for accuracy. 
• 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. 
• Audit monthly, the payroll system records to be sure that all employee’s health and voluntary benefits deductions agree with Chesterfield Resources insurance enrollments.
• Process personnel insurance claim forms (disability, workers compensation, life insurance, etc.) Prepare/provide FMLA forms and advise employees and managers of related requirements. 
• Process non-personnel insurance claims (property, liability, auto, etc.). 
• 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.
• Run employee reports as needed or required.
• Assist with the employee evaluation paperwork as needed.
• May assist with posting job openings internally and externally. 
• 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. 
• Cross train and act as backup to the Bookkeeper.
• If needed, call each store to get the daily sales, volunteer, and production numbers. Enter these into management spreadsheets and distribute.
• 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. 
• 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. 
• Type and mail thank you letters to individuals and companies that make donations (based on the receipts provided by the Bookkeeper). 
• Attend training meetings or conferences as requested by Administrator and/or Command Headquarters.
• 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.
• Other duties as assigned by immediate supervisor and/or Administrator. 

Qualifications: 

• High school diploma or equivalent. 
• 1-2 years related work experience. 
• Detail oriented. 
• Strong computer skills. 
• 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 

Statement of Confidentiality The Payroll Clerk (2-person office) occupies a position of trust and is expected to maintain confidentiality and exhibit loyalty to The Salvation Army and the staff of the Adult Rehabilitation Centers in all job-related matters.
Mission Statement The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination. 
Employment at Will Employees of The Salvation Army are considered employees at will. This means that the employment arrangement between the employee and The Salvation Army may be terminated by the employee or by The Salvation Army at any time with or without cause. No Salvation Army representative may change the at will employment relationship through oral or written promises.

For more than 100 years, The Salvation Army has operated rehabilitation facilities across the country that provide help and hope to individuals with a variety of problems, including issues relating to substance abuse. Our charitable residential programs offer spiritual, emotional, and social assistance in an environment designed to help participants live healthy, fulfilling lives.

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