Payroll Specialist at City of Chula Vista – Chula Vista, California

To perform complex and technical payroll and related accounting duties in the preparation, review, and processing of Citywide payroll records; to maintain centralized payroll operations; prepare, maintain, and distribute a variety of payroll records and reports; and to interpret, apply and explain pertinent policies, laws, rules, and regulations.

DISTINGUISHING CHARACTERISTICS
This is a journey-level and specialized class that performs a variety of complex and technical duties in support of the City's payroll system. Incumbents are responsible for the overall preparation and distribution of payroll, maintenance of payroll records, and required reporting in accordance with Federal, State, and local policies, laws, rules, and regulations.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Payroll Supervisor.

ESSENTIAL FUNCTIONS
Functions may include, but are not limited to, the following: receive, review, verify, and process time recording documents to prepare biweekly payroll processing for all City employees; audit such documents for completeness, accuracy, and compliance with policies, laws, rules, and regulations; prepare and balance payroll reports and record. Process and audit payroll batching reports, error reports, payroll registers, payroll warrants and wire requests, tax deposits, tax tables, periodic tax returns and reports, human resources action forms, leave adjustments, annual paid-time-off accruals, and payoffs, employee’s requested changes, verification of employment requests, annual W-2 forms, rate schedules, and payroll schedules; coordinate, compute, and process pay adjustments due to errors, work injury, workers compensation, long-term disability, leave of absence, donated leave, separations, retroactive modifications, pension plan modifications, and military leave; prepare and submit payroll vouchers for payment, including but not limited to court-mandated deductions, retirement contributions, union dues, charitable contributions, and credit union; post, balance, and reconcile data to various general ledger accounts, registers, journals, logs, and bank accounts according to established accounting techniques and procedures; and reconcile payroll liability accounts; distribute vendor checks, including but not limited to garnishments, spousal support, and Federal and State tax agencies; coordinate responsive payroll related records for subpoena documents for supervisor and/or manager approval to distribute; run reports and distribute checks for all union organizations on contract; prepare tax wires as directed by the Payroll Supervisor on behalf of the Director of Finance; interpret, apply, explain, and ensure compliance with provisions of collective bargaining contracts and personnel rules as they apply to payroll and a wide variety of paid and unpaid leave usage; may suggest contract and rule changes to improve payroll and time reporting as required; interpret, apply, and maintain knowledge of applicable Federal, State and local rules, laws, tax, recent developments, and other regulatory requirements related to payroll operations, City policies and procedures, Memoranda of Understanding, and other documents related to salary and benefits to ensure City compliance; receive and verify time entry submitted by City departments; serve as the payroll/timekeeping liaison with department timekeepers, employees, and management; respond to a variety of payroll related questions from City employees; research and resolve common payroll issues; explain and provide training on City payroll policies and procedures; submit and maintain a variety of files and records related to the City’s payroll system, pension plans, and general accounting techniques and procedures; reconcile transactions and data as directed; record changes and resolve differences; and maintain the accuracy of the payroll, pension, accounting, and financial records; perform and audit complex paycheck calculations and problem solve California Public Employees’ Retirement System (CalPERS) reporting, leave accrual, Fair Labor Standards Act (FLSA) related calculations, and statistical and financial data; identify potential payroll/personnel related problems and report to supervisors or management staff for further action; post and maintain fringe benefit tracking and reporting for employees; and calculate and post taxable fringe pay on employee wages; process recurring payments and as needed wire requests; compile related payroll supporting document for payments; and submit wire request for approval; proofread and check various documents and reports for accuracy, completeness, and compliance with departmental policies, rules, laws, and other regulations; compile, research, and prepare a variety of periodic and special reports relating to assignment; prepare correspondence, memoranda, reports, forms, and other financial documents; provide information to other City departments and outside agencies that require the use of judgment and the interpretation of policies, laws, rules, and procedures; and exercise discretion in dealing with confidential matters and perform with a great deal of autonomy; build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service; perform other related duties and special projects as assigned.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Two (2) years of increasingly responsible experience involving the preparation and processing of payroll and related documents AND training equivalent to an Associate degree from an accredited college with major course work in accounting, finance, or related field. Payroll experience in a public agency is highly desirable.

Knowledge of: Practices and procedures of public agency accounting and payroll processes and techniques; employee benefits processes as they relate to payroll; laws, rules, regulations, procedures, and office practices related to the processing and recording of payroll; computerized accounting and finance systems and computer software and systems related to finance and payroll processes; payroll reporting and payment requirements of various State and Federal agencies; applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including the City's various Union Memoranda of Understanding and related contracts and documents; principles and practices of auditing payroll documents; record keeping requirements, rules and regulations related to assignment; reporting laws and requirements of various State and Federal agencies, insurance, and financial firms; basic business data processing principles and applications; modern office practices and procedures; computer equipment and software applications related to assignment, including Microsoft Office; business mathematics; English usage, spelling, grammar and punctuation.

Ability to: produce accurate paychecks and related reports; maintain detailed and accurate records; work effectively under deadlines; perform complex and specialized financial technical and clerical work related to the preparation, processing and maintenance of City’s payroll records; perform computational tasks and other technical and clerical functions with speed and accuracy; compile and reconcile numerical and financial data; learn and effectively apply the laws, rules and regulations of payroll or financial record keeping; exercise good judgment in the application and interpretation of policy, regulations, and procedures related to assignment; provide technical assistance in specialized procedures to departmental personnel; train and assist other staff as necessary; prioritize work, coordinate several activities, and follow up as required; operate standard office equipment; work effectively in the absence of supervision; work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll issues; communicate clearly and concisely, both orally and in writing; work cooperatively and effectively with others at all levels both within and outside the organization, including labor union representatives; work with various cultural and ethnic groups in a tactful and effective manner.

Physical Demands and Working Conditions
On a continuous basis, sit at a desk for long periods of time. Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; type on a 10-key calculation device; may lift light weight. Work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level. Some movement is required from office to office and there is exposure to the external environment when going to outlying offices and meetings. Work is frequently disrupted by the need to respond to in-person and telephone inquiries.

Recruitment No. 25366505
To be considered, applicants must submit a City Application by 12:00 p.m. on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via e-mail.

Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. The examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility list established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.