Job description
Class Title
Payroll Technician
Class Code
126
Salary
$4,690.00 - $6,597.00 Monthly
Basic Function
Under general supervision, accurately processes all City employee earnings, benefits and tax-related information in a timely manner; compiles and maintains a variety of payroll and benefit records and reports; and performs related work as required.
Distinguishing Characteristics
This is a specialized class in the accounting series that performs a variety of technical duties in support of the City’s payroll and benefits systems. 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 laws, rules, and regulations. This class is distinguished from the Accounting Assistant II by the in-depth knowledge of the payroll function and related reporting.
Typical Duties
(May include, but are not limited to, those duties listed below.)
- Reviews, verifies, and processes time and payroll records to prepare payroll in compliance with Federal, State, City policies, procedures, regulations and City Memoranda of Understanding.
- Processes, calculates, and maintains records of a variety of payroll actions, including new-hire set up, retroactive pay, wage garnishments, workers compensation award adjustments, long term disability and final paychecks and pay-offs based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions; verifies pay rate changes, cost of living adjustments, incentive and/or premium pay, and benefit withholding; and prepares payroll checks and wire transfers; researches and processes unclaimed checks.
- Reconciles and prepares State and Federal payroll taxes including tax deposits, quarterly reports, annual reports, and W-2’s; tax restatements and re-filings; and reconciles and prepares payments for benefits and insurance.
- Computes, controls and records information relative to employee leaves such as vacation, sick, and holidays.
- Computes and processes claims for payment and prepares related reports relative to benefits and other contributions by the City on behalf of employees such as retirement and insurances; retains records of such payments.
- Prepares billings and correspondence for employees on leave; calculates supplementation payments for retirees enrolled in the City's health plan as well as COBRA recipients; accepts payments and deposits into revenue accounts.
- Responds to in-person, phone and mail inquiries and information requests from City employees, supervisors and managers, insurance carriers, federal and state agencies and others with regard to compensation, leaves, claims, taxes, retirement and other issues related to payroll functions and established MOU interpretation.
- Maintains, audits, verifies and reconciles a variety of reports, journals, or related fiscal data; balances data to various general ledger accounts, registers, journals, and logs according to established accounting techniques and procedures.
- Assists with special projects as required.
- Maintains payroll records and employee files.
- Performs other related duties that may be reasonably expected as part of this classification.
WORKING CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
Minimum Qualifications
The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:
Education and Experience:
High school degree or equivalent; and- Three years of paraprofessional accounting experience which includes one year of payroll and/or benefits processing.
Knowledge:
General accounting practices, procedures, laws, rules and regulations related to the processing and recording of payroll and employee benefits.- Computerized accounting and finance systems related to finance and payroll processes; other computer applications related to work, including word processing and spreadsheet software.
- Record keeping, information processing requirements and rules and policies related to the production of an employee payroll.
- Payroll reporting and payment requirements of various State and Federal agencies and benefit providers.
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Principles and practices of auditing payroll documents.
- Modern office practices, methods, and computer equipment.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Abilities:
Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures of accounting, payroll processing, employee record-keeping functions, basic employee benefits processes, and Memoranda of Understanding.- Review, post, balance, reconcile, and maintain payroll and other financial data.
- Maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll issues.
- Compose correspondence and reports independently or from brief instructions.
- Establish and maintain a variety of record-keeping systems.
- Research payroll and related accounting records and files.
- Make accurate mathematical and financial computations.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Understand and follow oral and written instructions.
- Organize own work, set priorities, and meet critical time deadlines.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
LICENSES/CERTIFICATES
N/A
Career Ladder
- Finance Manager
- Accounting Services Supervisor
- Payroll Technician
- Accounting Assistant II
- Accounting Assistant I
Class Detail
Reports to: Accounting Services Supervisor
Supervises: Non-supervisory
Bargaining Unit: Service
Classification No: 126
Classification No: 126
Date of Issue: 7/13
Update: 8/13
Review: 01/22
SALARY
- This classification belongs to the Service bargaining unit and has a nine-step salary range. All classifications in this bargaining unit add an additional wage Step J on 7/14/18 by MOU agreement. Appointment may be made commensurate with experience. The current salary schedule is posted on the City website. See MOU for salary practices.
UNION REPRESENTATION
- This classification belongs to the Service Employees' bargaining unit. All employees within this unit are represented by the Service Employees' International Union.
APPOINTMENT
- Any candidate selected by the appointing department may be required to pass a pre-employment medical exam administered by a City-selected physician before hire to non-sedentary positions. Prior to starting work, all newly hired employees will be fingerprinted, to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment
. Candidates must present documentation verifying authorization to work in the United States and take a loyalty oath as required by the State of California at the time of hire. Appointments to regular positions are subject to a six-month probationary period (unless specified as 12-month by Service Employees MOU) which is considered a part of the selection process. Probationary employees may be terminated without recourse during this period. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.
LEAVE
Vacation – 80 hours/year up to 5 years, 120 hours/year 6-10 years, plus 8 hours for each year after 10 years up to a maximum of 160 hours/year.
Sick – 12 days/year
Holidays – up to 11 days/year
Floating Holidays - 24 hours per year - prorated for part-time
Floating Holidays - 24 hours per year - prorated for part-time
INSURANCE – (available to employee and eligible dependents)
Medical – Depends on plan selected; City generally pays 95% of the cost of coverage (pro-rated for part-time).
Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage (pro-rated for part-time). Plus an additional $29.50 per pay period.
Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage (pro-rated for part-time). Plus an additional $29.50 per pay period.
Life – City provides a $20,000 life insurance policy.
Long Term Disability – City provides a long term disability plan.
RETIREMENT
All new regular employees become members of PERS. Public Employees' Retirement System (PERS) 2% @ 62 (3 year average). Prior PERS membership may affect retirement formula. Employees contribute 9.75% of their salary to PERS on a pre-tax basis. An employee is vested after 5 years of membership. No Social Security is withheld.
ADDITIONAL BENEFITS (not all inclusive)
457 Deferred Compensation Plan
Accident Protection Insurance
Bilingual Pay if required by position
Cancer and Critical Illness Insurance
Direct Deposit
Discount Bus Pass Program
Flexible Spending Plans for Health & Dependent Care
Longevity Pay (after 10 years and 15 years)
In lieu Medical Reimbursement of $200 /month (if not participating in City offered Medical Plan)
Shift Differential
Supplemental Life Insurance
Tuition Reimbursement
The information included in this listing is subject to change and does not constitute an expressed or implied contract. Leaves and most Insurance contributions are pro-rated for part-time benefited employees.
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