JOB
This recruitment is subject to close without advance notice. Important Dates: Written Exam and Interviews will be held on July 18, 2024 Finalist Interviews will be held on July 24, 2024The City of San Marino is looking to fill a vacancy in the Finance Department as a result of an internal promotion. The Finance Department is comprised of a Finance Director, Accounting Manager/Controller, an Accounts Payable Account Clerk, and a Payroll Account Clerk. The ideal candidate must be an effective communicator, possess a great attitude, provide excellent customer service to both external and internal customers, have strong multi-tasking skills and have a passion for public service. The City of San Marino is a General Law city and operates under a Council/Manager form of government. The City has approximately 141 FTEs within the departments of the City Manager’s Office, Community Development, Community Services (Recreation and Library), Finance, Fire, Human Resources, Parks & Public Works, and Police. San Marino is a full-service city with a supportive staff dedicated to working together. Directors, managers, and part-time employees are unrepresented; all other employees are part of the City Employees Association (CEA), Firefighters Association (FFA), or Police Officers Association (POA).GENERAL PURPOSEUnder direct supervision of the Accounting Manager/Controller, the Account Clerk assigned to Payroll provides a variety of clerical duties involving accounting, payroll, accounts payable, financial record keeping and generating, collecting, processing and recording City revenue; purchase orders, billing, purchasing office supplies, and performs a variety of clerical tasks relative to assigned area of responsibility. DISTINGUISHING CHARACTERISTICSThis classification is characterized by the performance of a variety of tasks within a framework of established procedures and with occasional instruction and assistance.
EXAMPLE OF DUTIES
ESSENTIAL FUNCTIONSThe duties, skills, and demands described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. Duties: Reviews time sheets submitted by departments to ensure conformance with appropriate bargaining unit contracts and administrative policies and regulations.Inputs and/or uploads personnel information and time sheet data into the City’s payroll system.Compiles payroll data, enters time sheets, and ensures biweekly payroll is processed accurately and in compliance with City policies and procedures.Processes paystubs and pay checks for City employees via the City’s payroll system; sends paystubs via the City's Employee Self-Service Portal; uploads direct deposit and check data to banks; prints payroll checks. Prepares spreadsheets of payroll liability payments via ACH; pays federal and state biweekly taxes online; uploads data online for various payroll liabilities.Reconciles CalPERS biweekly payroll data to submit for contribution in CalPERS online system; makes payments in CalPERS system once reconciliation is approved.Distributes leave balance reports to all City departments after each pay period.Prepares and processes retroactive salary and retroactive benefit calculations; prepares and processes payroll adjustments needed from a prior pay period, including timesheet corrections or benefit deduction corrections. Responds to various payroll inquiries regarding pay, benefit deductions, or leave accruals, including income verification calculations and reprints of paystubs or W-2s.Prepares garnishments, including responding to the garnishing agency, garnishment calculation, providing documents to employees, and setting up garnishments in the payroll system. Assists with annual audit by preparing various year-end schedules, payroll accruals, compensated absences, and responding to auditor payroll inquiries and requests for relevant materials and information.Prepares and processes quarterly payroll reconciliation (IRS 941 and CA State DE-88) and forms.Prepares and processes annual payroll reconciliations for W-2 forms.Performs a variety of specialized and responsible work in the administration, processing, and distribution of City payroll.Provides technical payroll assistance to departments and City staff.Coordinates payroll functions with City departments and employees to ensure employees are accurately compensated in accordance with established resolutions, policies, and memoranda of understanding.Performs a variety of accounting clerical duties involving financial recordkeeping and generating, collecting, processing and recording City revenue; processes cash receipts; totals cash and checks; reconciles cash drawer.Reviews and verifies invoices for assigned accounts, audits invoices for accuracy.Fills in as a backup to Accounts Payable Clerk and enters invoice amounts into computer system; types, logs, copies, files and disperses payments.Processes purchase orders and enters information into computer; coordinates purchasing functions with other departments; follows up on orders and back orders; maintains contact with vendors. Ensures compliance with established accounting procedures.Creates and sets up files for new vendors in the City's financial system; makes changes to existing vendor files; contacts vendors regarding the follow-up questions as necessary.Assists with the preparation and processing of payroll, health insurance billings; generates computer reports; prepares correspondence, processes payments and enters information into computer; and distributes checks as appropriate.Maintains office supplies for the Finance Department along with the Accounts Payable Clerk; receives requests for supplies; locates affordable prices; approves orders; and places orders and distributes supplies.Performs a variety of general clerical duties including typing, maintaining files and records and performing data entry and retrieval of financial information using a computer terminal.Operates a variety of office equipment including a computer, typewriter, copier, calculator, and facsimile machine; utilizes various computer applications and specialized software packages.Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Cover letter and resume required.