PAYROLL SPECIALIST

RECRUITMENT DEADLINE: The Court will accept applications until a sufficient number of qualified candidates have applied, and this recruitment may close at any time without notice. Applicants are strongly encouraged to apply early, with priority consideration given to those who submit their materials by October 23, 2026. 

• The first review of applications is scheduled for October 26, 2026.
• This recruitment will include an online testing component. The assessment is anticipated to be available from Wednesday, November 4, through Sunday, November 8. *Dates are subject to change*.

ABOUT THE POSITION
Under general supervision, performs a variety of technical and administrative duties in support of the preparation and processing of payroll and personnel actions; ensures employee work time is properly recorded and coded and employees are paid accurately, on time, and in accordance with applicable laws, policies, and collective bargaining agreements; responds to and answers employee pay, benefits, and related questions and requests for information; prepares, maintains, and distributes a variety of routine payroll records and reports; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS
This journey-level classification is responsible for independently performing technical duties in support of payroll programs and activities. Positions at this level exercise judgment and initiative within their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. 

The Payroll Specialist is distinguished from the Senior Payroll Specialist in that the latter performs the more complex work assigned to the series, such as the focus on and specialization in payroll processing and/or provides technical and functional direction over assigned staff.

For additional details about the role, please review the full job description: PAYROLL SPECIALISTEXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Receives, reviews, verifies, and processes time/attendance files to prepare payroll for all Court employees; audits documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records.
• Processes, calculates, and maintains records of a variety of payroll actions, including, but not limited to, new-hire set-up, overtime hours, salary adjustments, incentive and/or premium pay, retroactive pay, benefits withholdings, wage garnishments, withholding changes, and final paychecks based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions; processes manual checks, voided checks, and payroll reversals as needed.
• Generates, reviews, analyzes, checks, and maintains various monthly, quarterly, and annual reports of various payroll and personnel actions.
• Researches, analyzes, and resolves technical and/or payroll related problems or questions; provides payroll information, explains procedures, and answers questions pertaining to payroll. 
• Prepares confidential reports for management and for staff planning and/or labor negotiations relating to salaries, severance costs, time and attendance, and accrual balances.
• Processes off cycle payments and deductions. 
• Enters withholding data, direct deposit requests, deductions and employee information into the payroll system.
• Creates and submits correspondence, emails, and verifications submitted by inside and outside customers for a variety of payroll issues.
• Tracks and monitors accrual balances to ensure they remain within the accrual caps and assists with the projection of total compensation cost for budget preparations and/or other needs.
• Processes new hire forms; assembles and processes documents and related information, including payroll, benefits, position control, and other pays and deductions; verifies accuracy and completeness of all paperwork, including dependent plan eligibility; participates in new employee orientation as needed.
• Interprets, applies, explains, and ensures compliance with provisions of collective bargaining contracts and personnel rules as they apply to payroll and benefits.
• Applies and ensures compliance with applicable tax laws and rulings with regard to the employee benefits program as well as earnings. 
• Maintains a variety of files and records related to the Court’s payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences.
• Tracks position control for the Court; reviews position documents and develops organizational charts; submits change requests. 
• Independently composes, types, edits, and proofreads a variety of documents, including forms and standard reports and correspondence; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Screens calls, visitors, and incoming mail and emails for payroll section; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from employees. 
• Observes and complies with all Court and mandated safety rules, regulations, and protocols.
• Performs related duties as required.

Knowledge of:

• Court-wide as well as departmental and divisional administrative procedures, practices, and principles.
• Principles of Court payroll procedures, processing, reconciling, and accounting.  
• Records management principles and practices.
• Payroll and human resources systems and software.
• Math and statistical techniques used in payroll and benefits administration.
• Benefits programs, offerings, and policies administered by the Court. 
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• Court and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and Court staff. 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Perform payroll auditing work accurately and in a timely manner.
• Review timekeeping, payroll, and other documents for completeness and accuracy.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Process retroactive payments and deductions.
• Plan and manage time effectively to meet payroll processing timelines.  
• Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex benefits, timekeeping, or payroll issues. 
• Perform accurate mathematical calculations. 
• Maintain accurate program records and files.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the Court in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals. 
• Prepare clear and concise reports, correspondence, documentation, and other written materials. 
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to completion of the twelfth (12^th) grade.

Experience:
Two (2) years administrative experience supporting human resources, benefits, or payroll systems and operations.  

Licenses and Certifications:

• Possession of a valid California Driver’s License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

1. Human resources will review all applications to see who meets the minimum qualifications (and desirable qualifications, if listed). Only those who meet the requirements will move forward in the process. 
2. Your answers to the supplemental questions may be scored and ranked. Depending on how many people apply, you may also be asked to complete an online assessment or a screening interview. 
3. If you pass step 2 and meet the minimum qualifications, your name will be placed on the eligible list. From there, you may be considered for an interview. 

Please note that being on the eligible list does not guarantee an interview or a job offer. All candidates will be notified via email of their status at each step of the process. Additional steps in the selection process may include an internal reference check.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.