Payroll Specialist

Salary : $60,903.18 - $81,616.34 Annually

Location : Coronado, CA

Job Type : Full-Time

Job Number : 25-00007

Department : Administrative Services

Division : Finance

Opening Date : 02 / 03 / 2025

Closing Date : 2 / 24 / 2025 12 : 59 PM Pacific

FLSA : Non-Exempt

The Organization

The City of Coronado is accepting applications for

Payroll Specialist

The Department of Administrative Services is responsible for the divisions of Finance, Human Resources, and Information Technology. The employees in the department support and reinforce City-Wide operations with the goal of developing its most valuable resources - its people. This goal is jointly accomplished through the preservation of the City's financial resources; the commitment to attract and retain a skilled workforce; and the effective management of the City's information systems.

The Finance Division is essential in overseeing the City's financial operations, ensuring accountability, and fostering efficient, compliant processes. Comprising of six staff members, the division manages the development and administration of the City's $100 million budget and the Annual Comprehensive Financial Report (ACFR). It also handles an average of 350 accounts payable transactions weekly and processes 480 bi-weekly payroll payments. As part of a full-service city, the Finance team is committed to providing exceptional service to all nine City departments while also acting as the administrators of the City's financial system.

The Position

The Payroll Specialist is a stand-alone journey-level classification that is assigned to the Administrative Services Department / Finance Division and is responsible for the complex and technical duties associated with City-wide payroll processing and related duties. 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. Incumbents provide training and guidance to Department payroll liaisons applying well-developed technical payroll knowledge and exercising judgment and initiative. The Payroll Specialist is a full-time, non-exempt, and self-represented position.

The following tasks are typical for positions in this classification. Any single position may not perform all these tasks and / or may perform similar related tasks not listed here.

• Prepares and processes the City's bi-weekly payroll for all City employees, including auditing submitted payroll information and timesheets from operating departments; and prepares the system for time input for all City staff; prepares checks and direct deposit information.
• Receives, reviews, enters, audits and processes payroll data; ensures adherence to established payroll policies, procedures, rules, and regulations; makes corrections as applicable.
• Processes pay changes and payroll deduction changes such as deferred compensation, benefits, withholding for mandated or voluntary deductions including child support, garnishments, or insurance deductions.
• Prepares and posts all post-payroll reporting for deductions and tax withholding, schedules payments, and retains appropriate reporting documentation.
• Monitors and reconciles employee leave balances.
• Monitors current City memorandum of understandings (MOUs), IRS regulations, pension regulations for payroll compliance; responds to inquiries regarding payroll procedures.
• Establishes and maintains earnings and deduction codes in the payroll system; researches and resolves problems related to earnings and deductions; assures that appropriate adjustments are completed.
• Answers a variety of payroll related questions from City employees; researches and resolves difficult and complex payroll issues; explains City payroll policies and procedures.
• Establishes and maintains annual payroll calendars.
• Coordinates and processes leave cash out and conversion programs including accrued leave, comp time, holiday, and sick leave conversion.
• Balances, reviews, and prepares W-2s, quarterly tax reporting, and a variety of payroll related reports; identifies and resolves discrepancies; prepares fiscal year end reports; processes and enters journal transactions as necessary for general ledger posting.
• Participates in payroll tax activities in compliance with local, state, and federal regulations.
• Computes and processes retroactive pay adjustments, Workers' Compensation disability pay, short and long-term disability, leaves of absence, and donated leaves.
• Participates in the maintenance and monitoring of approved personnel operating budgets within the area of assignment, assists with processing budget transfer requests and related payroll allocation change requests for the department as necessary. Participates in the annual budget preparation for the department personnel budget.
• Participates in tracking tuition reimbursements for employees and balances.
• Designs or modifies forms for appropriate payroll accounting or financial transaction documentation. Creates and updates standard operating procedures for the area of assignment.
• Provide assistance in preparation for year-end auditing procedures, prepares payroll related accruals and related reports for auditors.
• Calculates and reconciles California Public Employees' Retirement System (CalPERS) pension contributions, enters earnings and contributions into the system, reviews, processes biweekly pension reports, and makes payments in the system, processes adjustments to contributions and ensures compliance with CalPERS regulations.
• Prepares and maintains a variety of statistical data and records including electronic payroll records, prepares payroll related reports which includes the preparation and posting of CalPERS retirement reports.
• Consults with Human Resources on a variety of issues including new deductions, changes to contribution levels, bargaining group changes, benefit deductions set-up, leave, CalPERS, and timing of implementation.
• Implements and provides recommendations for technological improvements and upgrades to systems and processes related to timekeeping and payroll.
• Verifies wages for employment verification requests and unemployment claims.
• Performs other duties as assigned.

To view the full job description, click the following link : Payroll Specialist

Minimum Requirements

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 :

Experience :

Education / Training :

Examination & Selection Process :

Application Review :

A completed City of Coronado employment application and resume must be received by the Human Resources Division. Applications will be received on the basis of relevant education, training, and experience. This recruitment will remain open until the position is filled.

Examination Process :

Applications will be reviewed on the basis of relevant education, training, and experience. Applicants considered most qualified will be contacted and invited to participate in an examination process consisting of an oral interview (100%).

Candidate Selection :

The selected candidate will be issued a conditional offer, subject to the successful completion of background check and medical examination.

Additional Information :

All candidates who successfully obtain a 70% or above in each phase of the exam process will be placed on an eligibility list for a period of at least six (6) months. The City of Coronado participates in E-Verify, all new employees are required to submit verification of legal right to work in the United States. The City of Coronado is an equal opportunity employer (EOE). Individuals with disabilities who will require reasonable accommodation in order to participate in any portion of the examination process may voluntarily request the accommodation from the City five working days prior to the requested accommodation. Documentation of the need for the accommodation may be required upon receipt of the request.

Supplemental Information

The Coronado Community :

Rich in history, natural beauty, and a charming ocean village atmosphere, Coronado is most deserving of its royal "nickname" - The Crown City.

Surrounded by the Pacific Ocean, Glorietta Bay, and San Diego Bay, this picturesque seaside resort destination is linked to the Southern California coastline and the city of San Diego by the graceful and stately San Diego - Coronado Bridge, and to the south by a narrow strip of land known as the Silver Strand.

This uniquely enchanting city which measures 13.5 square miles, is home to some of the world's most pristine beaches, 18 public parks, an 18-hole golf course, tennis courts, a public pool, and recreation facilities, as well as dedicated bicycle paths.

This vibrant, thriving community welcomes more than 2 million visitors annually to soak up the sun and the sand while enjoying the lush surroundings and village appeal of Coronado. With 15 hotels, including amongst them three world-class resorts, 1,900 hotel rooms, and many highly acclaimed restaurants, this island community has a resident and Navy population of approximately 23,000 as well as a flourishing tourist population. Coronado is also home to Naval Air Station North Island, Coronado (NASNI) Naval Amphibious Base Coronado (NAB), and Silver Strand Training Complex, Coronado, supported by nearly 20,000 military and civilian personnel.

What Coronado has to offer :

TO VIEW AN AERIAL TOUR OF OUR CROWN CITY, CLICK HERE

ANNUAL LEAVE

Self-Represented employees accrue annual leave (combined vacation and sick leave) at the following rates :

HOLIDAYS

The City observes 11 holidays and provides eight (8) hours of holiday pay to employees on the following days :

In addition to the above specified holidays, employees are credited with two eight (8) hour floating holidays each fiscal year in observance of Lincoln's Birthday, Juneteenth, and Cesar Chavez's Birthday.

RETIREMENT

Enrollment in the California Public Employees' Retirement System (CalPERS) as follows :

PEPRA Members : 2 at 62

Participants enrolled in the CalPERS Retirement Plan after January 1, 2013, are considered new members. The retirement benefit is based on age at retirement, years of service, and a consecutive 36-month compensation period. Employees currently pay 7.50% (pre-tax) toward the retirement contribution, which for PEPRA members, is determined by CalPERS each fiscal year based upon the actuarial report.

Classic Members : 3 at 60

Participants enrolled in the CalPERS Retirement Plan prior to January 1, 2013, with no break in service or a break in service of less than 6 months are considered Classic Members. The retirement benefit is based on age at retirement, years of service, and the single highest year of compensation. Employees pay 9.5% (pre-tax) toward retirement benefits.

Deferred Compensation

Employees are eligible to join the ICMA-RC 457 deferred compensation plan. This plan allows employees to set aside pre-tax wages for retirement.

ADDITIONAL BENEFITS

Cafeteria Benefit Plan

The City provides a Cafeteria Benefit Plan with a monthly allotment of $2,168 that can be used to help cover the cost of medical, dental, vision, supplemental life insurance, and ancillary benefits. The City participates in the CalPERS Group Health Benefits, which offers several options including HMO and PPO plans. Any remaining balance from the Cafeteria Benefit Plan can be designated to a health reimbursement account (HRA) for reimbursement of eligible health care expenses and / or dependent care flexible spending account (FSA) for eligible dependent care expenses.

Short-Term & Long-Term Disability

The City provides short-term disability insurance equal to 66-2 / 3% of income (up to $1,000 / week) after a 14-day waiting period. The City provides long-term disability insurance with a monthly benefit of up to $5,000 after a 90-day waiting period. Employees have the option to elect enhanced long-term disability insurance (up to $8,000 / month).

Life Insurance

The City provides group term life insurance and AD&D in an amount equal to $50,000 or one times base annual salary, whichever is greater. In addition to the basic group life insurance provided by the City, employees may purchase up to $500,000 of supplemental life insurance. Coverage over $150,000 is subject to approval by the insurance provider. Employees may also elect supplemental life insurance coverage for their spouse / registered domestic partner and child(ren).

Employee Assistance Program

The City provides an Employee Assistance Program (EAP). The EAP provides confidential evaluation and up to 6 free counseling visits for employees, family members, and anyone residing in the home of an employee.

2,000 Tuition Reimbursement

Each fiscal year $2,000 is available for reimbursement for costs such as tuition, fees, books, and other required materials for approved courses leading to a college degree. Reimbursement is made upon written verification of satisfactory completion of coursework. All expenses in excess of $2,000 will roll over to subsequent years and will be reimbursed up to $2,000 per year so long as the employee remains employed with the City. Student Loan Repayment can be used under this benefit.

Longevity Pay

Bonus at ten (10) years and every five (5) years after.

Lateral Service Credit

Effective January 1, 2023, employees shall be given credit for prior verifiable public service employment for annual leave accrual rates.

Social Security & Medicare

The City participates in Social Security and Medicare.

For more information regarding benefits and retirement CLICK HERE .

For more information regarding Personal Authorization & Compensation Plan (PACP), CLICK HERE

The supplemental questionnaire is used to further evaluate your experience and education to determine your eligibility for this position. Please answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the "Work History / Experience" section of your Employment Application. Failure to complete the "Work History / Experience" section of the employment application will result in your application not being considered. Please do not refer your response to your resume. A resume will not be considered in determining your qualifications.

Which of the following best describes your highest level of education?

Which of the following best describes your experience in full-cycle payroll processing?

Which of the following best describes your experience processing and issuing payroll checks to employees?

Please list the tasks you have completed related to full-cycle payroll processing, include the number of years, and a brief description of each task.

Please describe your experience with any of the following tasks : creating pay codes, processing retroactive pay, issuing final paychecks, reporting payroll taxes, paying garnishments, communicating with unions, processing payroll related accounts payables, entering journal entries associated with payroll. Include the number of years, and a description of the tasks.

While not required, the ideal candidate will have experience in a municipal payroll environment. Describe your experience processing fire, police, or other municipality payroll. Include the number of years, and description of tasks assigned.

Describe the types of financial reports and / or spreadsheets you have created. What computer programs / applications did you use?

Describe the types of financial reports and / or spreadsheets you have created. What computer programs / applications did you use?

Describe your experience using a payroll processing system, including your level of responsibility.

Required Question

Salary : $60,903 - $81,616