Payroll and Finance Administrator at City of Desert Hot Springs – Desert Hot Springs, California

DEFINITION:

Under general supervision of the Administrative Services Director performs complex and difficult work in support of preparation, review, and maintenance of the City’s payroll functions; ensures all applicable deadlines are met; ensures validation and accuracy of payroll operations, interprets a variety of rules and regulations for payroll compliance; prepares checks, tax reports, and other and related records and reports; researches, analyzes, and resolves pay related issues and/or discrepancies; maintains payroll records and files; interacts with management, supervisors, and employees; and ensures adherence to established payroll policies, procedures, rules and regulations. The Payroll Administrator also performs a wide range of specialized financial and administrative support services related to the Finance Department.

Supervision Received and Exercised
Receives general direction from the Finance Manager.
ESSENTIAL AND GENERAL RESPONSIBILITIES:

Essential Payroll Functions:
Functions may include, but are not limited to, the following:

• Oversee and process a variety of complex technical payroll accounting activities to assure City employees are paid in an accurate and timely manner. Receive, review, verify, and process various payroll records and documents, calculate a variety of payroll-related data.
• Perform, prepare, and process the City’s bi-weekly payroll for all City employees; establish the pay calendar and prepare the system for time input for all City staff; ensure imported time and attendance records are accurate; update employee information; ensures paychecks, direct deposits, FLSA requirements, tax and payroll deductions, fringe benefit calculations and related adjustments received from processing company are correct and timely.
• Compute and process the recordkeeping and transfer of funds for payroll-related costs, pension benefit costs, deferred compensation, and numerous other payroll deductions. Monitor all liability accounts related to payroll activity and maintain the applicable schedules.
• Process pay changes and payroll deduction changes including deferred compensation, flex benefits, and withholding for mandated or voluntary deductions including insurances, tax withholdings, child support, garnishments, or charitable deductions.
• Compute and process pay adjustments due to Workers’ Compensation, long-term disability, leaves of absence, and donated leave; calculates retroactive pay adjustments.
• Monitor and interpret current City MOU’s and IRS regulations for payroll compliance; respond to questions and inquiries regarding payroll procedures, MOU interpretations and tax related filing and deductions.
• Verify and correct balances of vacation, sick, compensatory, and other leave credits; reconcile and adjust employee year-to-date leave balances.
• Balance, review, and prepare CalPERS reporting; create and enter the CalPERS journal entries into the GL; respond to inquiries from CalPERS.
• Balance and review W2s, periodic tax reports, and a variety of other payroll related reports; identify and resolve discrepancies; prepare biweekly, monthly, and year-end reports;
• Prepare and maintain a variety of confidential and sensitive statistical data and records; compile financial information for budgetary and labor relation purposes as requested; run and distribute all reports as requested.
• Balance, audit, reconcile and adjust various payroll and benefit funds and accounts; compare and reconcile forms, statements, records, reports, and other financial documents; provide schedules and reports as required for annual audit; identify, investigate, and resolve payroll issues, errors, and discrepancies.
• Prepare the bi-weekly journal entry and any applicable subsequent correcting, adjusting, reconciling and clearing journal entries. Payroll journal entries should include final reconciliation such as the payroll invoice and manual checks. Monitor and reconcile the pre-paid payroll account to identify and process any additional entries. Reconcile all payroll activity in the general account and payroll account.
• Provide legally required tax, compensation, benefit, and audit reporting to State and other agencies; compiles reports, and analysis associated with collective bargaining processes.
• Establish and maintain detailed permanent payroll records for City employees in coordination with records retention policies; process, input, and update a variety of data including pay rates, deductions, benefits, contributions, tax withholdings, position changes, vacation and sick leave, employee status and other information; set up new pay, deduction, and benefit codes.
• Assist in the coordination and preparation of payroll reporting, such as grant reimbursements and auditing activity with external auditors and other vendors. Establish and maintain effective communication and working relationships with managers, supervisors, employees, and all levels of outside government agencies; respond to questions from employees requiring explanation of laws, rules, regulations, contracts, and payroll issues; explain payroll and benefit procedures; resolve issues in an efficient and timely manner; prepare responses for Public Record Requests and Administration/Delegation of requests.
• Review invoices and related documentation; review and reconcile reports; Research and assemble information from a variety of sources for the completion of forms or the preparation of reports.
• Provide input into payroll policy and practice changes and implementation of new legislative requirements, participate in the planning and implementation process for system updates and new releases, research and remain current on Federal, State, City MOU and IRS changes related to payroll, pension, benefit, and other applicable regulations that would affect the City’s payroll administration; maintain effective payroll processes and documentation in coordination with legal changes and requirements.
• Consult with Human Resources and other authorities on a variety of issues including new deductions, changes to contribution levels, bargaining group changes, benefit deduction tables, leave tables, and timing of implementation.

Essential Finance Functions:

• Enter invoices for the Administrative Services Department.
• Approve Purchase Orders at Level 2 for the Administrative Services Department and back-up at Level 1 Approvals.
• Take credit card payments over the phone or at the Administrative Services Building front counter and accept cash or check payments for Transient Occupancy Tax or Dispensary/Cultivation Tax payments.
• Review payment refund requests, audit back-up and GL Account to ensure that the funds were initially received to validate the refund request prior to the Finance Manager or Administrative Services Director approval.
• Receive all end-of-day deposits from city departments i.e., Community Development, Animal Control, Police Department, City Manager’s Office, Senior Center, and Recreation Center. Reconcile all prior day deposits, process checks through remote capture and prepare cash bag deposits.
• Assist with accounts payable full cycle bi-weekly check-run process and mailing of the checks.
• Set-up monthly, quarterly, annual, and reimbursement billings, and any additional type of billing or invoices, upon request.
• Review minutes and agenda post Council meeting and update the Master Contract Log. Notify procurement staff of outstanding contract executions and any additional financial requirements needed. Assist with the preparation of the Quarterly Contracts Management Report for the Council including the Staff Report.
• Prepare cash receipts for the Finance Department including Cash, Checks, Credit Cards and ACH transactions.
• Provide administrative and financial office support to department staff and Director as needed.

Occasional functions:

• May assist other staff as needed and with overflow work as assigned.
• Overflow work may include, but is not limited to, end of month and year-end tasks.

KNOWLEDGE AND ABILITIES:
Knowledge of:

• Principals of business and public administration, accounting, and basic analysis and research techniques.
• Pertinent Federal, State, local laws, codes, and regulations as they relate to a payroll operation.
• Operations, services, and activities of a payroll processing system including retirement plans, deferred compensation, disability, and benefits.
• Advances principles and practices of payroll preparation, reporting and maintenance.
• Financial record keeping, bookkeeping, auditing, budgeting, and basic governmental accounting principles and practices.
• Methods and techniques of calculating various payroll deductions.
• Business arithmetic, including percentages and decimals, and credit collection methods.
• Filing and record management.
• Professionalism, customer service and telephone etiquette.
• Internet and accounting software.

Ability to:

• Support the City’s goal of providing professional, reliable, and consistent customer service.
• Interpret, explain, and enforce department policies and procedures.
• Independently prepare, maintain, and reconcile various complex financial, accounting, payroll, statistical, auditing, and numerical records.
• Interpret, understand, and process personnel and payroll transactions.
• Prepare and maintain employee payroll and accounting records.
• Research and analyze payroll records and reconcile payroll problems.
• Prepare and reconcile a variety of payroll reports.
• Organize, research, and maintain office files.
• Create and effectively use spreadsheets.
• Make arithmetic calculations with speed and accuracy using initiative and sound independent judgement within established guidelines.
• Type accurately at an acceptable speed on a computer keyboard, operate standard office equipment.
• Multitask, organize work, set priorities, and follow up with minimal direction.
• Use initiative and independent judgment within established guidelines.
• Pass pre-employment screening and background check including a credit check.

SKILLS:

• A detailed oriented approach to tasks.
• Develop and maintain effective working relationships with others.
• Able to read, analyze, and interpret collective bargaining agreements, City policies, and laws pertaining to payroll and finance.
• Able to apply concepts of intermediate math skills relating to accounting, analysis, proposals, and payroll.
• Maintain confidentiality and handle sensitive data or information.
• Exercise good judgement and absolute confidentiality in maintaining critical and sensitive information and exercise discretion.
• Able to solve practical problems and deal with variables in situations with limited standardization. Can interpret instructions in written, oral, diagram, and schedule form.
• Able to use Microsoft Outlook and Office Suite including Excel, accounting software, and payroll software.

EXPERIENCE AND EDUCATION:
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:

• Associate’s degree with major course work in accounting, finance, business administration, or a closely related field.
• A Bachelor’s degree from an accredited college or university with major coursework in accounting, personnel administration, business administration, public administration, or related field is preferred.
• Four (4) to six (6) years of increasingly responsible payroll or accounting experience.
• ADP Payroll experience is preferred.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred.

License/Certification:

• Valid California driver’s license with a good driving record at time of appointment.

WORK ENVIRONMENT, PHYSICAL DEMANDS, AND BEHAVIOR REQUIREMENTS:

Environmental Conditions:
Working conditions are mostly a typical office environment. On occasion, may work in the field in various weather conditions.
Physical Conditions:
Essential functions may require, in the performance of daily activities, bending, stooping, kneeling crawling, standing, sitting, or walking for prolonged period of time. Mobility to work in typical office settings and use standard office equipment; stamina to sit for extended periods of time; strength to lift and carry a case of paper; vision to read printed materials and computer screens; dexterity to write and type; and hearing and speech to communicate over the telephone.
Work is subject to performance under exposure to computer screens and moderate office noise.
Behavior Requirements:
Dependable, prompt, regular attendance. Professional telephone and email etiquette, including returning voicemails and emails promptly. Ability to cooperate with the public and co-workers. Tolerance for the stress of multiple simultaneous, possible conflicting demands. Ability to plan, organize, and prioritize tasks with an attention to detail.

EQUAL OPPORTUNITY EMPLOYER
The City of Desert Hot Springs is an equal employment opportunity employer, and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, citizenship, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition, genetic information, religious or political affiliation, or veteran status.