Payroll Assistant

The Finance Division of the Administrative Services Department is seeking one detail-oriented employee to join the payroll team.

The Payroll Assistant, Under general supervision, performs a variety of complex technical and administrative accounting support duties in the preparation, maintenance, and processing of processing payroll for the City of Chico; balances and maintains manual and computerized accounting and financial records; and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff. 

This journey level classification is responsible for independently performing complex technical and administrative support duties involved in processing payroll. Positions at this level exercise judgment and initiative in 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. This classification differs from the Payroll Technician class in that the latter is responsible for a greater level of complex tasks including FLSA overtime calculations, compliance with payroll related governing regulations, and CalPERS pension reporting. 

EXAMPLES 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 where appropriate so qualified employees can perform the essential functions of the job.

 Performs biweekly organization and preparation of the payroll process; receives, reviews, verifies, and processes time recording documents to prepare payroll for City employees; prepares scanned payroll documents and reports prior to each payroll cycle; prepares retroactive payment calculations due to employees for previous pay periods; 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; maintains employee records for voluntary and non-voluntary deductions; sorts, prints, and files employee documents generated during payroll following each payroll cycle; prepares payroll checks; prepares reports and payments for various tax, financial, and insurance organizations.
• Interprets, applies, explains, and ensures payroll compliance with government regulations, employment contracts, personnel rules, and Memoranda of Understanding (MOU’s); performs manual calculations for adjustments that are compliant with rules and regulations as well as consistent with standard procedures; accurately maintains employee paid and unpaid leave usage and balances; suggests contract and rule changes to improve payroll and time reporting.
• Processes and maintains a wide variety of documents associated with employee payroll including withholding forms, plan participation forms, court orders, etc.; enters timesheet data into software programs; identifies problems or issues and resolves as necessary; applies and ensures compliance with applicable tax laws and rulings with regard to employee benefits and wage earnings.
• Transfers timecard data from timecard software into accounting software; manually enters adjustments; reviews/checks adjustments entered by others and finalizes payroll information.
• Reconciles and prepares post-payroll reports; communicates with Human Resources regarding payroll-related changes and corrections and maintenance of payroll and employee files. 
• Reconciles, prepares, and enters payroll vendor invoices and payments into accounting software to enable payment; prepares and processes bills, checks, and invoices; receives monies from payment of bills, fines, bonds, and fees.
• Assists with monthly bank reconciliation to identify and resolve discrepancies; runs reports and reconciles accounts as part of annual audit process, as assigned; prepares, reconciles, and maintains financial or statistical records including preparation and maintenance of spreadsheets.
• As assigned, performs cash flow and cash investment duties; prepares cash deposits; posts information to records; balances municipal accounts; prepares journal entries; prepares and disseminates information to various public inquiries regarding fees, bonds, fines, and licenses; performs general clerical duties; trains less experienced staff.
• Processes financial and statistical reports, letters, and memoranda.
• Receives and verifies timesheets; checks for available paid leave accruals inputs into payroll system; advises supervisors and employees on requirements of union contracts for time reporting.
• Prepares reports and payments for employee retirement benefits; prepares quarterly federal and state tax reports.
• Generates payroll reports for other departments and employees following each payroll cycle; assists departments and employees by providing payroll information.
• Maintains a variety of files and records related to the City's payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of the accounting and financial records.
• Assists customers, departments, and employees by providing answers and information regarding specific account information, discrepancies, general accounting procedures, and/or department specific issues and problems; researches issues regarding specific transactions; and updates related files and departments on action items.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Knowledge of:

• Record keeping, information processing requirements, and rules and policies related to the production of an employee payroll.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including the City’s various bargaining unit Memoranda of Understanding and related contracts and documents.
• Procedures utilized in a municipal accounting system.
• Procedures and terminology related to a general ledger accounting system.
• Principles and practices of auditing financial documents.
• Mathematical principles.
• Principles and practices of posting financial transactions to the general ledger.
• Methods and techniques of reconciling and balancing financial documents.
• City 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 City 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 technical accounting duties in support of general accounting and payroll programs.
• Understand, interpret, apply, explain, and ensure compliance with applicable federal, state, and local laws, codes, rules, regulations, policies, procedures, and standards relevant to work performed in accounting and payroll processing.
• Review financial documents for completeness and accuracy.
• Review, post, balance, reconcile, and maintain accurate financial records.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex issues.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• 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.  

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, supplemented by specific accounting training and specialized training in the use of automate accounting systems.

Experience:

• Four (4) years of responsible accounting experience involving financial recordkeeping duties.

Licenses and Certifications: 

• None.

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 25 pounds. 

Environmental CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.