Job Description
DEFINITION
Under general supervision, performs specialized technical and administrative work in the preparation and processing of payroll. Reviews, prepares, processes, reconciles, and maintains payroll and timekeeping documents and accounting records and reports; assists employees with payroll-related questions and problems. EDUCATION AND EXPERIENCE
High school graduation or equivalent, preferably including or supplemented by courses in accounting or financial record keeping and two years of progressively responsible experience in performing payroll, statistical or other financial work. Experience working with automated payroll systems is preferred. EXAMPLES OF ESSENTIAL DUTIES AND FUNCTIONS
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific tasks to address business/organizational needs and changing business/organizational practices: Oversees and prepares bi-weekly payroll processing in accordance with various Memorandums of Understanding (MOUs), employment contracts, and Federal and State regulations. Performs data entry and maintains payroll records related to employee payroll changes, deductions, direct deposits, leave banks, tax adjustments, retirement benefits, etc.; Provides effective customer service and communication to all employees, departmental timekeepers, and City management on payroll-related matters in a timely and accurate manner; Responds to inquiries regarding employee paychecks; Coordinates with Human Resources and other City Departments regarding changes in employee status; Explains applicable personnel and payroll rules and procedures consistent with bargaining agreements, personnel policies, Fair Labor Standards Act (FLSA) guidelines, and other employment-related guidelines; Verifies data entry to ensure correct calculation of payroll transactions and troubleshoots discrepancies; Performs analysis and troubleshoots payroll system processes; Receives and verifies timesheets and works with department timekeepers to ensure accurate timekeeping data entry; Ensures all payroll and benefit duties are executed in accordance with all Federal and state Wage and Hour laws, tax regulations, and City policies and guidelines; Calculates and prepares final checks for employees separating from the City; Generates and provides payroll and financial reports; Utilizes various financial systems to execute payroll and payroll-related accounting entries; Reconciles payroll account balances (e.g., timesheets, direct deposits, wage attachments, benefits, etc.) for the purpose of maintaining accurate account balances and complying with established guidelines. Prepares required State and Federal reports as well as other payroll-related reports and reconciliations for CalPERS and other governmental agencies. Perform internal audits of various payroll areas and prepare materials for the annual financial audit. Verify, reconcile, and process W-2's. Assists in the preparation of payroll-related information for investigations, annual and periodic reports, and worksheets for City Management, and participates in special projects, as assigned. KNOWLEDGE, SKILLS, AND ABILITIES TO
Standard payroll reporting processes and procedures; Federal, State, and local laws, codes, and regulations that pertain to payroll functions; City and Departmental policies, procedures, systems, programs, and functions related to payroll processing; Office practices and the operation of fiscal office equipment; Principles and practices of effective record keeping applicable to the maintenance of a variety of administrative, personnel, payroll, statistical, and financial records; Personal computer, other standard office equipment, and software applications used by the assigned department; Customer relations and public relations techniques, including telephone and online customer etiquette; City codes and ordinances and administrative rules and regulations affecting departmental operations; City and Department Mission, including strategic goals and objectives; General City Operations. Maintain accurate, clear payroll and financial records; Apply, interpret, and explain City and Department administrative rules and regulations affecting payroll operations; Make complex mathematical calculations and reconciliations quickly and accurately; Use initiative and judgment in discussing problems with the employees involving office practices and policies and maintain confidentiality regarding critical and sensitive information; Exercise judgment and tact in dealing with customers in difficult situations; Maintain attention to detail in a work environment of frequent interruptions; Shift priorities as departmental workload demands require; Interact with a wide variety of clientele while retaining a professional work environment; Communicate clearly, both orally and in writing, and follow oral and written directions; Effectively operate a personal computer and other standard office equipment; Learn and effectively use automated financial accounting and payroll systems and data processing applications; Learn and effectively apply the policies and procedures of assigned work units; Compose letters from general oral and written instructions. PHYSICAL REQUIREMENTS AND WORKING CONDITIONS
Work is performed in an office environment and may require occasional travel to offsite facilities. Job duties involve sitting, standing, and walking for prolonged or intermittent periods of time and reaching, bending, and twisting at the waist to perform desk work and operate general office equipment, including a personal computer and keyboard, for prolonged or intermittent periods of time. The operation of a personal computer also requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch, and glare from the computer. Will be required to speak and participate in internal and public meetings. Additionally, the position requires near vision in reading correspondence and statistical data. Acute hearing is required when providing phone and personal service. The noise level in the work environment is usually low. Employees must be able to safely lift and carry books, files, and reports weighing up to 25 pounds. Must be able to lift files and reports from countertops or file drawers. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
