Police Records Clerk jobs in Hawaii

Salary : $39,811.20 Annually

Location : Honolulu, HI

Job Type : Full-Time

Job Number : PAC I

Department : Administrative Bureau

Division : Finance Division Payroll Section

Opening Date : 01 / 09 / 2023

Position Information

FINANCE DIVISION

PRE-AUDIT CLERK I (SR-11)

LIMITED TERM MAY BECOME PERMANENT

Summary of Duties :

This position is in the Payroll Section of the Finance Division and under the direct supervision of the Accountant IV and is expected to progress to a Pre-Audit Clerk II (SR-13).

Pre-Audit Clerk I duties include, but are not limited to :

Prepares and audits payrolls. Examines payrolls for compliance with laws, policies, and regulations as established for employees under Bargaining Unit (SHOPO, HGEA, and UPW) contracts;

and employees exempted from the Bargaining Unit contracts. Verifies each item on the payrolls, e.g., new hires, terminations, leave without pay, step movements, promotions, disciplinary actions, etc.

against personnel transaction documents, authorized rates of compensation, and the salary ordinance. Maintains control over and edits deductions for credit union, employee organizations, medical, Aloha United Way, and other assignments.

Prepares and audits pay source documents. Examines for legality, correctness, and completeness the various pay source documents, submitted by all elements, e.

g., Payroll, Time and Attendance Reports, Temporary Assignment requests, payroll assignment forms, Employees' Withholding Exemption Certificates, Employer-Union Trust Fund (EUTF) health plan enrollment forms, Employees' Credit Union documents, union dues, group insurance, and other source documents.

Advises / instructs personnel in making necessary corrections and adjustments on incorrect or incomplete documents.

Leave reports : Assists in the preparation of various reports, e.g., Sick, and Injured Leave Analysis Reports for the Department of Human Resources and the department head.

Prepares leave status reports; missing sick and vacation application forms reports; verification of employment, pay status reports, and audit of the end of the year sick and vacation leave balances.

After meeting the minimum qualification requirements for Pre-Audit Clerk II and demonstrating satisfactory training progression and job performance, the employee would be eligible to progress to a Pre-Audit Clerk II duties include the following :

• Payroll Source Documents
• Examines various pay source documents and entries submitted by Honolulu Police Department's elements for accuracy and completeness (documents include Payroll, Time and Attendance (PT&A) Reports, Temporary Assignment requests (eform), payroll assignment forms, Employees' Withholding Exemption Certificates, U.

S. Savings Bond Payroll Savings forms, Employer-Union Trust Fund (EUTF) health plan forms, Employees' Credit Union documents, union dues, group insurances, and other source documents).

• Includes examining and verifying new hires, leave without pay; step movements, and promotions, authorized rates of compensation, and salary ordinance, against personnel transaction documents.
• On occasion, reviews and corrects employee deductions, such as health and life insurance pre-tax, credit union automatic transfers, Aloha United Way, etc.
• Processes adjustments to correct pay and leave records after workers' comp certifications are received, post Workers Comp pay entries, and create leave cards for employees on Workers Comp.
• Independently reviews pay source documents & entries and verifies compliance with all laws, City & County of Honolulu rules & regulations, department policies, and with all Collective Bargaining Agreement contracts (SHOPO-bargaining unit 12, HGEA bargaining units 2, 3, 4, & 13, UPW).
• Submits payroll information from department elements upon examining and verifying for accuracy and completeness.
• Explains and instructs personnel in making necessary corrections and adjustments on incorrect or incomplete documents for compliance with laws, policies, procedures and practice.
• Performs independent periodic random audits and inspections.
• Liaison Services
• Performs as a liaison between various department elements and other city agencies (Department of Information Technology, Department of Budget and Fiscal Services, and the Department of Human Resources) to insure that payrolls are properly processed and errors and / or discrepancies affecting an employees' pay are resolved.
• Advises department elements on policies, procedures, and practices in preparing other payroll documents.
• Advises and instructs employees on pay matters, e.g., type of authorized assignments and deductions, pay computations, vacation and sick leave balances, etc.
• Assists employees on payroll matters that include contractual salary increases, promotions, and all aspects of various authorized leaves of absence, credit union automatic deductions, insurance, union dues, related benefits, voluntary contributions, the Honolulu Police Relief Association, and EUTF benefits.
• Assists new employees on pay matters, authorized leaves, EUTF program and various group life insurance programs.
• Assists employees leaving the department with their clearance.

Training and Experience :

A combination of education and experience substantially equivalent to graduation from high school and three years of clerical experience, one of which shall have involved purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities.

License Requirement :

None

Knowledge of :

City and County purchasing or payroll procedures and forms, as applicable; claims pre-auditing procedures; laws, ordinances and rules governing purchasing and contracting, or payroll matters, as applicable;

recordkeeping and filing methods and systems; the use of standard office machines.

Additional Information

INSTRUCTIONS

• Online applications must be received via Government Jobs no later than 1630 hours on the closing date. Those received after the closing date will not be considered.
• All first time users must create an account on www.governmentjobs.com before applying.
• Only online applications shall be accepted.
• Please explain your work duties in detail. Failure to provide detailed and complete information may result in your application being rejected.

Vacation : Employees may earn up to 21 days per year.

Sick Leave : Employees may earn up to 21 days per year.

Holidays : 13 days a year; 14 days during election years.

Training and Development : Computer, career, and personal enhancement courses are offered; curriculum designed for employee, supervisory, and management development.

Medical, Dental, Prescription Drug, and Vision Care : Various health insurance plans are available. Premiums are subsidized by the City and deductible from pre-tax income for participants of the Premium Conversion Plan (PCP).

Group Life Insurance : No cost for eligible employees.

Deferred Compensation Plan : Invest in your future...choose to defer part of your pre-tax income for retirement.

Retirement Plan : The Employees' Retirement System (ERS) of the State of Hawaii administers retirement benefits for State and County employees.

Employee contribution required.

Commuter Choice Pre-Tax Benefits : Employees may designate certain transportation expenses (TheBus, LOTMA, Vanpool Hawaii, etc.) as a pre-tax item

Parking : Some job locations offer parking on-site; others may have access to parking at low monthly rates.

Direct Deposit : Direct deposit of paychecks to a designated financial institution is available.

All benefits as stated above, are subject to eligibility requirements and to legislative and / or negotiated changes. Individuals are responsible for any related fees or charges that may apply.

Do you have a combination of education and experience substantially equivalent to graduation from high school?

Do you have 3 years of clerical experience, one of which shall have involved purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities.

If yes, provide examples of work experience that involves purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities.

Required Question

Last updated : 2024-04-23