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University of Rochester Data Control Clerk II - 231958 in Rochester, New York

Data Control Clerk II Job ID 231958

Location Central Administration Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 007 Payroll & Tax - Finance


8 AM-4:30 PM



General Purpose:

This position encompasses data entry activities and varied clerical duties, the ability to exercise independent judgment, research and respond to inquiries related to payroll departmental activities. The work performed requires a high degree of accuracy and the ability to perform audits of data entered and meet deadlines for related entry. Provide electronic data summaries as requested and assist in preparation of reports, charts, graphs, and tables, and other related activities as needed. Such work may consist of, but is not limited to data entry, math/calculations, mail and file maintenance, answering telephones, completing forms, and assisting customers.

Specific Responsibilities:

Responsibility: 25%

Data Management:

  • Maintain spreadsheets for overpayment notifications, 220 forms, prize/award payments, departmental paycheck delivery labels, and off-cycle check charges.

  • Maintains a variety of data control logs, such as: 800 Forms, off-cycle check requests and repayments of overpayments to track flow of work through department.

  • Maintain UR Space & Equipment inventory.

  • Compile statistical data from a variety of sources for the purpose of payroll processing and providing information to other personnel/departments.

  • Input payroll and tax data into multiple systems, such as OnBase, SuperForms, and HRMS.

  • Enter data into the relevant data collection format or program (e.g. web application, Microsoft Excel, Microsoft Access).

  • Identify missing information and verify and update files to include all relevant data.

  • Perform self-audit at all phases of the data collection, data entry and data reporting to ensure that data is complete and accurate (e.g. no typographical errors, consistent with source document).

  • Compile data, review computerized queries to identify missing data fields, and assist in consolidating/analyzing data. Ensure data compiled is clear, any requested reports are accurate and meet all necessary report requirements.

  • Receives and reviews source documents to ensure completeness and appropriateness prior to data entry and ensure conformity to established policies and procedures.

Performance Standard:

Demonstrates experience with data entry procedures and skill in the operation of a computer. Ability to configure worksheets and understand functions of Microsoft Excel software package and proficient in the use of Microsoft Word software package. Demonstrated ability to work with limited supervision, with flexibility to vary specific tasks as needed and coordinate with other staff to accommodate project deadlines, perform data abstraction and data entry.

Responsibility: 25%

Reception/Customer Service:

  • Perform general office duties such as answering multiple phone lines, preparing written correspondence, customer service, assisting with clerical tasks as required as well as providing clerical support to the management team.

  • Operate and perform basic cleaning and maintenance of office machines and equipment. Clear paper jams in copiers, scanners, and printers. Operates office equipment such as; personal computers, calculators, facsimile machines, stuffers, scanners, and copiers.

  • Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication.

  • Perform various clerical or office assistance tasks such as scanning documents and verifying accuracy of data from scanned documents.

  • Provide customer service to university employees on payroll related issues and assist in managing the payroll email box. Responds to routine inquiries requiring knowledge of relevant department policies and procedures.

Performance Standard:

Demonstrated ability to perform clerical tasks and to operate various office related equipment and to quickly learn other computer software programs related to activities of the department.

Responsibility: 25%

Form/Document Preparation:

  • Perform routine processing activities, including checking forms for completeness and accuracy.

  • Prepare, process, review, transactions and records. This includes processing 800 forms, reviewing, auditing calculations, producing form letters/notifications for uncashed checks, W-2 request, etc.

  • Type, proofread, review, and correct correspondence, documents, records, and other written material.

  • Review payroll documents and forms for accuracy and completeness.

  • Assist auditors in their performance of audits by locating materials for the purpose of providing supporting documentation and/or information on internal process.

  • Creates documents in Word and develops predefined templates, mail merges and form letters.

  • Check for completeness and process in appropriate computer systems payroll documents such as direct deposit forms, tax forms, and other forms related to payroll transactions.

Performance Standard:

Ensures all materials and correspondence are correct before distribution or completion. Creates mail merge documents, Excel spread sheets in a timely manner. Meets payroll calendar deadlines with respect to processing forms.

Responsibility: 25%


  • Maintain and archive payroll data and records in a safe manner to ensure compliance with data protection and university record retention guidelines.

  • Maintain basic financial, payroll, and/or statistical records.

  • Establish new files by creating folders, and compiling relevant material.

  • Manage filing systems. File documents and develop or modify filing practices, including use of electronic rather than paper records.

  • Handle organizational and clerical support tasks. This may include organizing files, scheduling appointments, coping, scanning and proofreading.

  • Managing internal filing system. Manage Iron Mountain off-site file inventory and prepare files for off-site storage.

  • Destroy and dispose of documents per university retention guidelines.

  • Train student employees on filing system.

Performance Standard:

Demonstrates ability to maintain files and databases with accuracy and keeps them updated on a regular basis.

Skill in filing documents according to alphabetic and numeric sequences.

Other Considerations:

In order to perform the duties of this position, explain:

  • The minimum knowledge/education level required. (All qualifications listed must be job related. State the minimum type and level of education and/or skills necessary and why they are necessary. Keep in mind that relevant experience can be substituted for formal education requirements).

One year of relevant post high school education or equivalent and 1-2 years of related experience.

  • The analytical skill required. (What is the complexity or standardization of the tasks which are performed?)

    Strong analytical skills providing the foundation to probe, gather and analyze large volumes of data to ensure accurate input/output using a variety of applications. Requires strong computer skills (MS Access, MS Excel and MS Word, or similar applications for database management, spreadsheet and word processing). Accuracy and close attention to detail and excellent organizational skills are required.

  • Both the level and budget volume (Dollar amount) of financial responsibility/accountability. (What is the extent of the incumbent’s responsibility for calculating and verifying figures; gathering data; preparing requisitions or budget documents; monitoring or analyzing expenditures; preparing reports; approving purchases; planning and authorizing department or grant budgets, etc.?)

Not applicable.

  • Both the diversity and complexity of the supervision exercised.

    No supervision exercised.

  • The scope of human resources impact on this position? (Explain supervisory role in hiring, firing, promoting, evaluating, increasing salaries, etc., of other employees. Does this position carry “lead” responsibility?)

There is no human resources impact on this position.

  • Both the level and nature of the internal contacts. (What, if any, University departments does the incumbent contact. Why are these contacts made and how frequently are they made?)

Effectively interface with supervisors, team members, and other departments within the University on a daily basis.

  • Both the level and nature of the external contacts. (What, if any, interactions does the incumbent have with people or organizations outside the area/department, e.g., the general public, service representatives, government agencies, community leaders, alumni, students, etc.? Why are these contacts made and how frequently are they made?)

    Will work effectively with staff and departments administrators.

    How To Apply

All applicants must apply online.

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