Payroll Clerk
Job description
About the Role
Seeking a supremely organized and detail-oriented payroll clerk with impeccable follow-through and a love of efficiency to work in-office in Ditmars Steinway, Queens starting 11/03 and going into early 2027.
The ideal candidate is pursuing a career in production payroll, has at least some applicable experience, is dedicated to mastering their assigned tasks, and is eager to take on additional responsibilities.
You will work with a smart, funny, emotionally-intelligent team of Local 161 members with rigorous professional standards who maintain consistent employment. A successful clerk would have ongoing employment and advancement opportunities as well.
This position includes hands-on training with immediate feedback from the payroll accountant throughout your workday. Candidates should be receptive to real-time guidance and corrections, understanding that ongoing instruction is a normal part of the learning process and professional development in a fast-paced production environment.
The guaranteed compensation assumes a 60-hour workweek. Long hours are typical of the industry. We won't require you to stay for a full 12-hour day if the work is finished, but you should anticipate working the hours required to complete your responsibilities and support the team.
Essential Skills
-Work efficiently with digital filing systems
-Follow file naming and organizational systems consistently
-Follow detailed instructions and established procedures
-Keep logs accurate and up to date
-Perform data entry accurately with strong typing skills
-Aptitude to quickly learn and navigate new software
-Ability to multitask and pivot as needed
-Utilize technology to maximize efficiency
-Ability to troubleshoot and resolve tech issues
-Digital document handling: Ability to format files to print correctly, convert image files to pdfs, etc.
-Track deadlines and prioritize tasks accordingly
-Handle confidential information responsibly and maintain security of sensitive records
-Identify and flag incomplete or missing documentation
-Handle high-volume paperwork during busy production periods
-Ask clarifying questions when needed to ensure accuracy
-Adapt to changing priorities and evolving protocols as production needs shift
-Work both independently and collaboratively with the payroll team
-Demonstrate reliability and punctuality
-Stay focused during repetitive tasks
-Communicate in a clear, friendly, and professional manner both in writing and in person
-Awareness to be honest about what you know and what you don't, to not give the crew incorrect or incomplete information because you're unsure of the facts or don’t fully understand them.
-Social & situational awareness and sensitivity
Required Qualifications
-Previous production experience
-Strong computer skills
-Strong attention to detail and ability to meet deadlines
-Excellent organizational and communication skills
-Availability to work required hours
-Commitment to the duration of the production
-Related skills or background demonstrating your capacity to fulfill the core requirements of this role
Preferred Qualifications
-Previous payroll experience
-Experience with RABS and/or EverySet
-Experience with SmartStart/SmartTime/SmartTime Mobile/SmartAccounting
-Experience with Adobe Acrobat, Excel, Box/Dropbox,
-Experience with Evermap AutoSplit plug-in for Adobe Acrobat
-Experience with Box Sign/Docusign/AdobeSign etc.
Compensation
Non-union, $1500 per week. $10/day computer rental which caps at $500. $15/week cell phone allowance. Catered meals and craft service.
Key Responsibilities
Process daily payroll for SAG & non-union background actors with digital vouchers and edits.
-Receive and file skins from background casting.
-Review breakdown against skins and flag discrepancies.
-Liaise with background PA, 2nd ADs, supervising payroll assistant, and digital voucher admin/tech support to ensure vouchers are correct/complete and resolve any questions or issues.
-Run and file hotcost report, distro to key accountant.
-Audit breakdown on PR and provide corrections if necessary.
-Release vouchers to the payroll company as soon as possible after addressing any discrepancies.
-Audit payroll edits against vouchers and correct any errors.
-Release all payroll on time to avoid penalties and grievances.
Monitor and manage email inbox.
-Respond to email promptly.
-Reach “inbox zero” daily.
-Create and maintain an organized email archive folder system.
-Receive/process/file distros, crew paperwork, etc.
-Answer basic crew questions and appropriately escalate those which are beyond your scope of knowledge.
Oversee crew onboarding.
-Receive and log new start paperwork requests, following up for any missing info.
-Draft starts in SmartStart and submit to payroll accountant to review.
-Send each new crew member the appropriate welcome email template.
-Verify I9s
--Follow up for documents and/or escalate as needed to ensure compliance.
-Receive and process box rental forms.
--Update log as received.
--Name and file.
--Add to weekly box rental invoice generator google sheets workbook.
-Receive and process 401k forms.
--Name and file.
--Upload to SmartStart and notify paymaster.
--Note 401k and amount on crew startcard in SmartTime.
File weekly payroll files.
-Download and log all timecards and audit for complete approvals.
-Download and log check copies are received for all invoices.
-Update crew box rental invoice generator spreadsheet, export weekly box rental invoices to pdf.
-Extract as separate files and name check copies, timecards, box rental invoices manually and/or using an Adobe plugin. Audit that everything is matched. Notify payroll accountant, resolve any issues from her audit, and file everything in crew payroll folders, creating new ones for new employees.
-Post payroll in SmartAccounting when prompted, logging transaction numbers.
-Download, log, stamp, and add transaction numbers to payroll invoices.
Proactively follow up via email or phone with crew for missing documents, timecards, approvals, etc.
Quickly resolve the crew’s payroll-related tech support issues if possible, or direct them to EP support.
Perform all tasks to the satisfaction of the payroll accountant, in the manner instructed, within the expected timeframe.
Other related duties as assigned.
$1,500 / per week
About The List
The List is brought to you by Emily Rice & Co in partnership with Wrapbook. With over 20 years of post production accounting experience and offices in Los Angeles and New York, Emily Rice & Co are experts in incentives, cost reports, payroll, and delivering your project for distribution.
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