USC Human Resources Administration

Job code: 113215Payroll Records Specialist

Grade: G |Overtime eligible: Yes |Date approved: July 30, 2004


Maintains the university central files for all payroll/personnel records. Responds to internal and external requests for copies of file or microfiche documents. Responds to verification of employment in accordance with university policy.


Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)

% Maintains filing systems for all payroll/personnel records. Reviews work to ensure that documents are filed in accordance with master schedule.

% Responds to requests received from university employees and departments for copies of file or microfiche documents. Researches file documents and retrieves records from microfiche files when necessary. Ensures university policies and procedures are followed.

% Responds to verification of employment from external agencies, e.g., local, state and federal government agencies. May assist credit reference verifications on request. Ensures university policies and procedures are followed.

% Schedules and assigns work for file room. Reviews work or provides feedback, as required. Trains new employees and gives guidance, as needed.

% Assists with biweekly time report certification. Assists with payroll check-off after each payroll run.

% Assists with general clerical/administrative duties, e.g., Orders office supplies, calls for repairs/services, answers phones, runs errands, etc.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.


Minimum education Preferred education
High school or equivalent  
Minimum experiencePreferred experience
6–12 months 1 year
Minimum field of expertise Preferred field of expertise
File clerk or general office. Demonstrated interpersonal skills.  
  • Assemble and organize numerical data
  • Communicate with others to gather information
  • Coordinate work of others
  • Edit routine documents
  • Gather data
  • Maintain filing systems
  • Read handwritten text
  • Research information
  • Understand and apply policies and procedures
Supervises level
Leads one or more employees performing clerical/secretarial work


Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer