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- Position Information
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Pre-audits and processes a variety of vouchered or payroll claims against the City and County; and performs other related duties as required.
The following are general descriptions of Pre-Audit Clerk II positions within the Department of Budget and Fiscal Services:
Payroll Section: Positions in this section are responsible for a variety of duties and responsibilities related to independently preparing and pre-auditing payrolls and payroll source documents; maintaining control over the master pay and deduction records of assigned agency employees; independently maintaining the Premium Conversion Plan Election and Employer-Union Health Benefits Trust Fund deductions; preparing and gathering payroll information inquiries by the Employee Retirement System and other government agencies; and other related duties and responsibilities as assigned.
Pre-Audit/Accounts Payable Section: Positions in this section are responsible for a variety of duties and responsibilities related to maintaining accounting records; independently reviewing the full range and variety of claims (vendor invoices) and other accounting documents for accuracy and completeness; and other related duties and responsibilities as assigned.
- Additional Job Information
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At time of application, you must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under federal law for unrestricted employment.
***Subject to funding availability***
1) Only ONLINE applications will be accepted. Applications must be submitted online by June 22, 2022, 11:59 p.m., Hawaii Standard Time (HST) to be accepted.2) Paper applications will NOT be accepted.
There are multiple vacancies with the Department of Budget and Fiscal Services, Payroll Section. This list may be used to fill future vacancies in this and/or other departments.
Important Notice:Some notifications will be sent via e-mail. You are responsible for monitoring instructions and correspondence from this office by checking your e-mail account in a timely manner. To ensure proper delivery, please make sure you:
– use a valid e-mail account;
– verify your e-mail address is entered correctly on your GovernmentJobs account;
– are subscribed to e-mail notices;
– check your spam folders; and
– add [email protected] and [email protected] to your contact list. - Minimum Qualification Requirements
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EDUCATION REQUIREMENT:
Equivalent to graduation from high school. Responsible work experience which demonstrated the ability to perform the essential functions of the job may be substituted for education.EXPERIENCE REQUIREMENTS:
Four (4) years of clerical experience, two (2) of which shall have involved purchasing, payroll, account record keeping, the preparation and processing of vouchers and statements, or similar activities.Such experience must have demonstrated knowledge of claims pre-auditing procedures; record keeping and filing methods and systems; the use of standard office machines, and the ability to pre-audit claims; make arithmetical computations; compare names and numbers; keep records and prepare simple reports; work harmoniously with others; etc.
Examples of Qualifying Experience: Payroll Clerk, Accounting Clerk, Accounts Payable Clerk
Substitution: Business school or college will substitute on a month-for-month basis for up to two years of the general clerical experience. There is no substitution for the two years of experience requiring purchasing, payroll, account recordkeeping, preparing and processing of vouchers and statements or similar activities.
Verification Requirement: You must submit evidence of your education in order to receive credit. Please attach an electronic copy of your diploma and/or official transcript which shows the embossed seal to your application. Or mail in a photocopy of your diploma and/or official transcript by the closing date of this recruitment to the following address: Department of Human Resources, 650 South King Street, 10th Floor, Honolulu, HI 96813. Copies will not be returned. Unofficial transcripts will not be accepted. All information on your diploma and/or official transcript must be legible in order to receive credit. - Examination Process
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EDUCATION AND EXPERIENCE EVALUATION:
In addition to meeting the above minimum qualifications, your application will be further evaluated. Your score will be based on the quality, quantity, and/or recency of your education and experience.Failure to provide sufficient information may result in your application being rejected or your receiving a lower grade.
EXAMINATION WEIGHT:
Education and Experience Evaluation………………………………………..100%
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What are the benefits of being a City Employee?
— 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.
— Employee Assistance Program (EAP): Confidential, professional counseling and resource referral.
To view additional information, please visit our Benefits of City Employment page.
* 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.
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01
When applying for this position, I understand that I must thoroughly complete the Education, Work Experience, and Supplemental Questionnaire sections on my application. This includes a detailed description of each position that I feel qualifies me for this position. I understand that failure to provide sufficient detailed information may result in my application being rejected or receiving a lower examination score. I also understand that I may NOT submit resumes in place of filling out the application or supplemental questionnaire.- Acknowledged
02
EDUCATION & EXPERIENCE REQUIREMENT: The position of Pre-Audit Clerk II (SR-13) requires applicants to have a combination of education and experience substantially equivalent to graduation from high school AND FOUR (4) years of clerical experience, two (2) of which shall have involved purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities.Do you meet the education AND experience requirements?
- Yes, I meet the education and experience requirements, and will answer the following questions.
- No, I do NOT meet the education and experience requirements.
03
Please list ALL employment from the Work Experience section of your application where you have clerical experience. Indicate with an asterisk (*) which position(s) involved purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities.Include:
1) name of your employer;
2) your position title;
3) the dates you held your position (month/year – month/year);
4) hours worked per week;
5) the number and title(s) of people you supervised; and
6) the name and title of your immediate supervisor.Example:
A) ABC Company
Payroll Clerk*
01/01 – 5/04
40 hours per week
Did not supervise
John Smith, Accountant04
For EACH position listed in Question #3, describe in full detail the MAJOR duties and responsibilities you performed in the position. Please estimate the amount of time you spent on each task (e.g. 3 hours daily).05
For EACH position listed in Question #3, describe in full detail your experience in performing PAYROLL activities. Include the following in your explanation:- The size of the payroll you handled (the number of individuals/employees),
- the payroll process and activities you handled, and
- the amount of time you spent on payroll functions.
06
Please indicate the type of payroll processing you have done. (Check off all that apply)- None, do not have experience in processing payroll
- Apply collective bargaining contract agreements
- Payroll time and attendance report
- W-2, W-4, direct deposit, and assignment forms
- Temporary Disability Insurance
- Worker’s Compensation
- Sick / Vacation leave accounting
- Premium and differential pay items
- Pay computations – gross to net and estimated pay
- Pay adjustments retroactive and last paycheck
- Garnishment, levy, and liens
07
Please list any other payroll documents you handled that are not listed in the above question.08
For EACH position listed in Question #3, describe in full detail your duties and responsibilities in reviewing payment or payroll documents for correctness, propriety and legality as they apply to rules, regulations and procedures (such as Collective Bargaining Agreements, worker’s compensation and temporary disability) prior to submission for final payments. Include the following in your explanation:- The kind of documents you reviewed and checked for correctness, propriety and legality, and
- The work process you followed in reviewing the documents, explaining step-by-step what you did starting from receiving the documents to making payments.
09
For EACH position listed in Question #3, describe in full detail any work you did in GENERAL BOOKKEEPING or ACCOUNTS PAYABLE. Include the following in your explanation:- The type of documents or entries you processed,
- The volume of documents or entries you processed in one month, and
- The amount of time you spent on general bookkeeping or accounts payable work.
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Please indicate the type of bookkeeping or payable processing you have done. (Check off all that apply)- Review invoices and receiving reports
- Prepare purchase orders
- Purchase card or electronic payment processing
- Prepare postings to subsidiary records, registers, or journals
- Commercial garnishments and liens
- Construction and personal service contracts
- Damage and refund claims
11
Please list any other bookkeeping or payable documents you handled that are not listed in the above question.12
For EACH position listed in Question #3, describe in full detail your clerical experience in PURCHASING, the PREPARATION and PROCESSING of VOUCHERS and STATEMENTS, or similar activities.13
Please describe in full detail your experience in working with automated time entry and payroll systems and/or computerized accounting systems.14
I am proficient in the use of the following computer software programs. (Check off all that apply)- Excel
- MS Word
- Outlook
- Other
- None of the above
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If you checked “Other” in the above Question #14, please list any other computer software programs in which you are proficient in.16
Please describe your experience with Microsoft Excel or other spreadsheet programs. Please include the following in your explanation:- Your competency in creating and working with spreadsheets (e.g., expert, proficient, familiar, not proficient),
- The frequency in which you created and worked spreadsheets as a part of your clerical duties (e.g., daily, regularly, occasionally, etc.), and
- The type of spreadsheet tasks you performed as a regular part of your clerical duties (e.g., created formulas, sort data, change borders, etc.).
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TYPING SELF-CERTIFICATION STATEMENT
Select the ONE statement that describes your typing ability:- I hereby certify that I am able to accurately type at 40 or more net words per minute.
- I hereby certify that I type less than 40 net words per minute.
- I do not know how to type, but I am willing to learn.
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CUSTOMER SERVICE EXPERIENCE
Do you have at least one year of customer service experience (e.g., in person and/or over phone)?- Yes, I have at least one year of customer service experience.
- No, I do NOT have at least one year of customer service experience.
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The Pre-Audit Clerk II recruitment may be used to fill other related lower-level vacancies (e.g., Pre-Audit Clerk I, Clerk Typist, etc.)Would you be interested in being considered for these related lower-level vacancies?
- Yes, I would be interested in related lower-level vacancies.
- No, I am not interested in related lower-level vacancies.
* Required Question
