What are the responsibilities and job description for the Payroll Specialist position at City of Coronado, California?
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 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
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:
- At least three (3) years of increasingly responsible technical or clerical accounting experience, with at least two (2) years of payroll experience.
- Payroll experience in a public agency and experience processing fire and/or police payroll is highly desirable.
Education/Training:
- Equivalent to the completion of twelfth grade, supplemented by specialized or college level course work in payroll, accounting, finance or a related field.
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.
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.
A rich benefits package contributes to the total compensation value. Benefits include a monthly cafeteria allotment of $2,186 voluntary retirement savings/deferred compensation, tuition reimbursement, group term life, short-term and long-term disability coverage, an employee assistance program, and more.
The Retirement Benefit Formula for Classic CalPERS hired prior to January 1, 2013, is Members is 3% at 60. The current employee contribution rate is 9.5%.
The Retirement Benefit Formula for PEPRA CalPERS Members, hired after January 1, 2013, is 2% at 62. The current employee contribution rate is 7.50%.
Lateral Vacation Service Credit, effective January 1, 2023, employees shall be given credit for prior verifiable public service employment for annual leave accrual rates.
As part of ensuring our employees maintain a work/life balance, employees earn 144 hours of Annual Leave per year for the first 5 years. After 5 years, the accrual rate increases.
The City provides Term Life and Accidental Death & Dismemberment (AD&D) insurance in an amount equal to a one-time annual salary or $50,000, whichever is greater, at no cost to the employee.
The City provides short- and long-term disability insurance equal to 66 2/3% of income. Employees that earn over the maximum benefit of $5,000/month available under the long-term disability plan, have the option to purchase enhanced long-term disability insurance.
The City provides up to $2,000 per fiscal year for reimbursement of directly related costs of tuition, school fees, books, and required materials for approved courses and professional development opportunities. Student Loan Repayment can be used under this benefit.
Longevity Pay; bonus at 10 years and every 5 years after.
Access to community pool and gym.
Valuable experience, training opportunities, and engaged leadership in a supportive community environment.
TO VIEW AN AERIAL TOUR OF OUR CROWN CITY, CLICK HERE
Salary : $60,903 - $81,616
