Payroll Specialist OR Senior Payroll Specialist

The salary range listed below is for the Payroll Specialist position:
$26.11 - $31.73 Hourly
$4,525.78 - $5,501.11 Monthly
$54,309.36 - $66,013.32 Annually

The salary range listed below is for the Senior Payroll Specialist position:
$28.72 - $34.91 Hourly
$4,978.36 - $6,051.22 Monthly
$59,740.32 - $72,614.64 Annually

Under general direction, performs moderately responsible duties in the preparation, administration and maintenance of City payroll transactions and records, ensuring the payroll function is carried out in an accurate, timely manner in accordance with legal requirements and sound financial management principles and practices; and does related work assignments.

CLASS CHARACTERISTICS

Payroll Specialist:

This is the entry level class in the Payroll Specialist series, reports directly to the Director of Administrative Services and/or their designee and is distinguished from the Payroll Specialist classification by the performance of routine and varied duties in the preparation administration, and maintenance of City payroll transactions and records. The Payroll Specialist performs difficult and complex responsibilities which require substantial knowledge of City accounting and payroll policies and procedures.

Senior Payroll Specialist:

Under general direction, performs highly responsible duties in the preparation, administration and maintenance of City payroll transactions and records, ensuring the payroll function is carried out in an accurate, timely manner in accordance with legal requirements and sound financial management principles and practices; and does related work assignments.

ESSENTIAL FUNCTIONS:

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

Payroll Specialist:

• Processing and preparation of bi-weekly City payroll;
• Review timekeeping reports to identify and resolve errors in time reported;
• Ensure availability of leave time reported;
• Verify earnings and deductions;
• Ensure payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions;
• Process stop payment requests and reissue checks;
• Verify and calculate overtime payments and verify, audit, edit and process the final payroll, benefit program payables, and paychecks;
• Generate and check final payroll reports and registers;
• Coordinate wire transfer of funds for direct deposit, payroll taxes and other deductions to various banking institutions;
• Ensure the timely and accurate posting of payroll the financial accounting system;
• Process special payroll transactions, such as wage assignments and liens, advances and other special payments;
• Calculate and manually prepare special payroll transaction and pay checks;
• Ensure accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations;
• Answer employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures;
• Maintain various spreadsheets to track time and payments for designated purposes including various City benefit programs;
• Prepare journal vouchers for liability accounts, wage liens, garnishments and deposits for credit union, direct deposits and payroll taxes;
• Responsibl for the generation and mailing of monthly, quarterly, and annual payroll, retirement and tax withholding information to federal and state government agencies and CalPERS;
• Prepare and mail employee W-2 and related tax statements;
• Prepare payments requests and verify and reconcile payments to the City’s health and benefit providers and resolve billing errors and discrepancies with providers;
• Confer with Human Resources Department on non-routine questions regarding employee benefits and individual employees regarding benefits, changes in MOU implementation;
• Maintain confidentiality of records and information, responsible for enforcement and maintenance of all payroll documents as they relate to the City’record retention policy;
• Provides assistance to the City’s outside auditors on payroll related questions and matters; and
• Perform other related duties as assigned.

Senior Payroll Specialist:

• Incumbents provide lead oversight and support in performing the following functions:
• Processing and preparation of bi-weekly City payroll;
• Review timekeeping reports to identify and resolve errors in time reported;
• Ensure availability of leave time reported;
• Verify earnings and deductions;
• Ensure payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions;
• Process stop payment requests and reissue checks;
• Verify and calculate overtime payments and verify, audit, edit and process the final payroll, benefit program payables, and paychecks;
• Generate and check final payroll reports and registers;
• Coordinate wire transfer of funds for direct deposit, payroll taxes and other deductions to various banking institutions;
• Ensure the timely and accurate posting of payroll the financial accounting system;
• Process special payroll transactions, such as wage assignments and liens, advances and other special payments;
• Calculate and manually prepare special payroll transaction and pay checks;
• Ensure accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations;
• Answer employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures;
• Maintain various spreadsheets to track time and payments for designated purposes including various City benefit programs;
• Prepare journal vouchers for liability accounts, wage liens, garnishments and deposits for credit union, direct deposits and payroll taxes;
• Responsible for the generation and mailing of monthly, quarterly, and annual payroll, retirement and tax withholding information to federal and state government agencies and CalPERS;
• Audit and balance accounts in preparation for generating tax reports;
• Generate and reconcile year-end payroll reports; prepare and mail employee W-2 and related tax statements;
• Prepare payments requests and verify and reconcile payments to the City’s health and benefit providers and resolve billing errors and discrepancies with providers;
• Confer with Human Resources Department on non-routine questions regarding employee benefits and individual employees regarding benefits, changes in MOU implementation;
• Training of backup personal for payroll function;
• Coordinate with Human Resources Department staff to provide payroll related information for employment verification requests;
• Maintain confidentiality of records and information, responsible for enforcement and maintenance of all payroll documents as they relate to the City’s record retention policy;
• Provides assistance to the City’s outside auditors on payroll related questions and matters; and
• Perform other related duties as assigned.

MARGINAL FUNCTIONS

These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability.

QUALIFICATION GUIDELINES

Education and/or Experience

• Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for satisfactory job performance.

Payroll Specialist:

Example combinations include graduation from high school or GED equivalent and one (1) year of experience in payroll processing in automated payroll-processing systems.

Senior Payroll Specialist:

• Example combinations include completion of some college level course work in accounting principles, methods and practices and three (3) years of progressively responsible experience in payroll process in automated payroll-processing systems.
• Experience in and knowledge of the municipal payroll environment; One Solution accounting software system; Cognos and CDD report writing is highly desirable.

Knowledge and Skills

Knowledge of procedures and practices governing payroll, time reporting and related financial transactions; automated office methods and practices/data processing systems and applications; basic principles of business mathematics and record keeping; and Microsoft Excel and Word.

Ability to perform routine clerical, financial, record keeping work; reconcile differences within a record keeping system using mathematical skills; make arithmetic calculations quickly and accurately, recognize and correct computational errors, accurately compare, post and transfer numbers, operate a variety of office equipment including a ten-key calculator by touch; comprehend and apply written and oral instructions, work safely, efficiently and independently; understand and apply general fiscal and financial record keeping practices in the performance of assigned tasks; communicate effectively, both orally and in writing; use good judgment in handling highly sensitive and/or confidential matters with discretion and maintain the privacy of such information.

SPECIAL REQUIREMENTS

Possession of or ability to obtain a valid Class C California driver's license and maintain a satisfactory driving record.