Payroll Specialist

***DISCLAIMER: The City reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received. The City is in compliance with the Americans with Disabilities Act and will make all reasonable accommodations for the disabled to participate in employment programs and facilities. Women, minorities, and disabled individuals are encouraged to apply. The finalist must pass a pre-employment physical and drug screen.***

DEFINITION:

The Payroll Specialist is a confidential position that performs responsible journey level para-professional technical fiscal work; prepares and processes the bi-weekly payroll and related taxes; performs responsible accounting, administrative and technical duties for City payroll; and performs routine financial analysis.

DISTINGUISHING CHARACTERISTICS:
The Payroll Specialist is the confidential advanced/journey level classification in which incumbents are expected to perform the most complex paraprofessional payroll assignments and technical financial assignments. This classification is distinguished from the next higher classification of Senior Finance Technician in that the latter is a professional level class responsible for the more complex, responsible, difficult and technical accounting duties.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the Finance Analyst. This position exercises no supervision but may provide training for those assigned to assist with payroll backup.

ESSENTIAL FUNCTIONS:

• Performs the bi-weekly payroll process, ensuring accurate and timely preparation, verification, and processing for all City employees, elected officials, boards, and commissioners, including reviewing personnel actions, employment agreements, timesheets, and time-entry submissions for compliance and accuracy.
• Prepares and assists with weekly, bi-weekly, monthly, and annual payroll reports and supports completion of required Federal, State, Local and other agencies reporting for taxes, compensation, benefits, and audits.
• Coordinates payroll activities with City departments and provides technical assistance regarding payroll reporting, documentation requirements, and problem resolution.
• Monitors payroll data for accuracy, compliance, and alignment with policy, and assist in troubleshooting payroll system issues. 
• Performs quarterly and year-end payroll processing and responds to employee inquiries regarding deductions and payroll matters.
• Prepares and processes payroll-related calculations including taxes, deductions, benefits, leave transactions, levies, garnishments, workers’ compensation, advances, and other required adjustments. 
• Reconciles payroll activity, payroll accounts, and related transactions within the general ledger to ensure accuracy and compliance with applicable laws, MOUs, and City policies.
• Maintain and process special payroll functions such as buy-backs, retirement reports, and special checks.
• Assist in maintaining payroll and accounting systems and procedures; coordinates and tests implementation of changes relating to MOUs, legislation, tax tables, and other pay-related updates.
• Provides technical and administrative support to Finance Operations and to the Finance Analyst.
• Research, compiles, and prepares payroll and accounting-related documentation, analyses, and supporting records.
• Complete special payroll-related projects assigned.
• May compile payroll analyses or reports in support of collective bargaining processes as requested.
• Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, staff, and the public.

OTHER DUTIES: (included but are not limited to the following)

• May answers telephone; route and screen calls; greet customers at counters and direct them to the proper location; respond to public inquiries in a courteous manner.
• May receive payments, issues receipts, balance cash, prepare daily bank deposits, and replenish amounts; may post receipts to various City accounts and funds; may operate cash register, receive and posts payments for various fees.
• May assist with audit and budget preparation.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS:

Education:
The required qualification is to possess an Associate’s degree in accounting, finance, or related field. 

Experience:

The required qualification is to possess three years of responsible paraprofessional accounting experience; one year of hands-on payroll processing experience is highly desirable.

Experience/Education Equivalency Guidelines:
Related work experience or additional education may be substituted for the required minimum qualification on a year for year basis.

License/Certificate:
Possession of a valid Class C California driver's license. American Payroll Association Certificate is desirable.KNOWLEDGE/SKILLS/ABILITIES:

Knowledge of:
Modern principles and practices of financial record keeping, report writing, bookkeeping, business license and basic governmental accounting; research methods and procedures; standard office and administrative procedures and practices; bank deposits and cash handling procedures; computer operations and databases; basic principles of mathematics; applicable federal, state, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office practices, methods, and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices.

Skill to:
Operate an office computer and a variety of word processing, spreadsheet and software applications, including payroll, billing, receivables, payables and other financial systems.

Ability to:
Prepare, maintain, and reconcile various financial, payroll, accounting, and statistical records; administer and enforce the City's business license and purchasing provisions; process applications and all related documents; learn and excel in computer applications and software for accounts receivable and payable, and governmental reporting; keep accurate payroll records; respond to questions from the public and City staff regarding policies and procedures; perform mathematical calculations quickly and accurately; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; organize, prioritize, and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.