Payroll Specialist OR Senior Payroll Specialist
Company: City of Azusa - Azusa, CA
Location: Azusa
Posted on: May 6, 2022
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Job Description:
Under general direction, performs moderately responsible duties
in the preparation, administration and maintenance of City payroll
transactions and records, ensuring the payroll function is carried
out in an accurate, timely manner in accordance with legal
requirements and sound financial management principles and
practices; and does related work assignments.CLASS
CHARACTERISTICSPayroll Specialist:This is the entry level class in
the Payroll Specialist series, reports directly to the Director of
Administrative Services and/or their designee and is distinguished
from the Payroll Specialist classification by the performance of
routine and varied duties in the preparation administration, and
maintenance of City payroll transactions and records. The Payroll
Specialist performs difficult and complex responsibilities which
require substantial knowledge of City accounting and payroll
policies and procedures.-- -Senior Payroll Specialist:Under general
direction, performs highly responsible duties in the preparation,
administration and maintenance of City payroll transactions and
records, ensuring the payroll function is carried out in an
accurate, timely manner in accordance with legal requirements and
sound financial management principles and practices; and does
related work assignments.Essential FunctionsThe following functions
are typical for this classification. Incumbents may not perform all
of the listed functions and/or may be required to perform
additional or different functions from those set forth below to
address business needs and changing business practices.Payroll
Specialist:Processing and preparation of bi-weekly City
payroll;Review timekeeping reports to identify and resolve errors
in time reported;Ensure availability of leave time reported;Verify
earnings and deductions;Ensure payroll checks are calculated in
accordance with legal requirements, City policies and labor
contract provisions;Process stop payment requests and reissue
checks;Verify and calculate overtime payments and verify, audit,
edit and process the final payroll, benefit program payables, and
paychecks;Generate and check final payroll reports and
registers;Coordinate wire transfer of funds for direct deposit,
payroll taxes and other deductions to various banking
institutions;Ensure the timely and accurate posting of payroll the
financial accounting system;Process special payroll transactions,
such as wage assignments and liens, advances and other special
payments;Calculate and manually prepare special payroll transaction
and pay checks;Ensure accurate reporting of changes in pay, payroll
status, taxes, benefits, other deductions, retroactive pay
adjustments and terminations;Answer employee questions regarding
payroll and benefits deductions by explaining requirements,
policies, and procedures;Maintain various spreadsheets to track
time and payments for designated purposes including various City
benefit programs;Prepare journal vouchers for liability accounts,
wage liens, garnishments and deposits for credit union, direct
deposits and payroll taxes;Responsible for the generation and
mailing of monthly, quarterly, and annual payroll, retirement and
tax withholding information to federal and state government
agencies and CalPERS;Prepare and mail employee W-2 and related tax
statements;Prepare payments requests and verify and reconcile
payments to the City's health and benefit providers and resolve
billing errors and discrepancies with providers;Confer with Human
Resources Department on non-routine questions regarding employee
benefits and individual employees regarding benefits, changes in
MOU implementation;Maintain confidentiality of records and
information, responsible for enforcement and maintenance of all
payroll documents as they relate to the City's record retention
policy;Provides assistance to the City's outside auditors on
payroll related questions and matters; andPerform other related
duties as assigned.Senior Payroll Specialist:Incumbents provide
lead oversight and support in performing the following functions:--
-Processing and preparation of bi-weekly City payroll;-- ---
-Review timekeeping reports to identify and resolve errors in time
reported;-- --- -Ensure availability of leave time reported;-- ---
-Verify earnings and deductions;-- --- -Ensure payroll checks are
calculated in accordance with legal requirements, City policies and
labor contract provisions;-- --- -Process stop payment requests and
reissue checks;-- --- -Verify and calculate overtime payments and
verify, audit, edit and process the final payroll, benefit program
payables, and paychecks;-- --- -Generate and check final payroll
reports and registers;-- --- -Coordinate wire transfer of funds for
direct deposit, payroll taxes and other deductions to various
banking institutions;-- --- -Ensure the timely and accurate posting
of payroll the financial accounting system;-- --- -Process special
payroll transactions, such as wage assignments and liens, advances
and other special payments;-- --- -Calculate and manually prepare
special payroll transaction and pay checks;-- --- -Ensure accurate
reporting of changes in pay, payroll status, taxes, benefits, other
deductions, retroactive pay adjustments and terminations;-- ---
-Answer employee questions regarding payroll and benefits
deductions by explaining requirements, policies, and procedures;--
--- -Maintain various spreadsheets to track time and payments for
designated purposes including various City benefit programs;-- ---
-Prepare journal vouchers for liability accounts, wage liens,
garnishments and deposits for credit union, direct deposits and
payroll taxes;-- --- -Responsible for the generation and mailing of
monthly, quarterly, and annual payroll, retirement and tax
withholding information to federal and state government agencies
and CalPERS;-- --- -Audit and balance accounts in preparation for
generating tax reports;-- --- -Generate and reconcile year-end
payroll reports; prepare and mail employee W-2 and related tax
statements;-- --- -Prepare payments requests and verify and
reconcile payments to the City's health and benefit providers and
resolve billing errors and discrepancies with providers;-- ---
-Confer with Human Resources Department on non-routine questions
regarding employee benefits and individual employees regarding
benefits, changes in MOU implementation;-- --- -Training of backup
personal for payroll function;-- --- -Coordinate with Human
Resources Department staff to provide payroll related information
for employment verification requests;-- --- -Maintain
confidentiality of records and information, responsible for
enforcement and maintenance of all payroll documents as they relate
to the City's record retention policy;-- --- -Provides assistance
to the City's outside auditors on payroll related questions and
matters; and-- --- -Perform other related duties as
assigned.MARGINAL FUNCTIONSThese are position functions which may
be changed, deleted, or reassigned to accommodate an individual
with a disability.Qualification Guidelines:Education and/or
ExperienceAny combination of education and/or experience that has
provided the knowledge, skills and abilities necessary for
satisfactory job performance.Payroll Specialist:Example
combinations include graduation from high school or GED equivalent
and one (1) year of experience in payroll processing in automated
payroll-processing systems.Senior Payroll Specialist:Example
combinations include completion of some college level course work
in accounting principles, methods and practices and three (3) years
of progressively responsible experience in payroll process in
automated payroll-processing systems.Experience in and knowledge of
the municipal payroll environment; One Solution accounting software
system; Cognos and CDD report writing is highly desirable.Knowledge
and SkillsKnowledge of procedures and practices governing payroll,
time reporting and related financial transactions; automated office
methods and practices/data processing systems and applications;
basic principles of business mathematics and record keeping; and
Microsoft Excel and Word.Ability to perform routine clerical,
financial, record keeping work; reconcile differences within a
record keeping system using mathematical skills; make arithmetic
calculations quickly and accurately, recognize and correct
computational errors, accurately compare, post and transfer
numbers, operate a variety of office equipment including a ten-key
calculator by touch; comprehend and apply written and oral
instructions, work safely, efficiently and independently;
understand and apply general fiscal and financial record keeping
practices in the performance of assigned tasks; communicate
effectively, both orally and in writing; use good judgment in
handling highly sensitive and/or confidential matters with
discretion and maintain the privacy of such information.
Keywords: City of Azusa - Azusa, CA, Azusa , Payroll Specialist OR Senior Payroll Specialist, Accounting, Auditing , Azusa, California
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