Payroll Technician I/II

Description

PAYROLL TECHNICIAN I/II

DEFINITION

Under immediate (Payroll Technician I) or general (Payroll Technician II) supervision, performs complex technical accounting work required to coordinate the preparation of the City’s payroll; maintains centralized payroll operations; prepares, maintains, and distributes a variety of payroll records and reports; prepares information in support of collective bargaining; and performs related work as required

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Payroll Technician I) or general (Payroll Technician II) supervision, from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Payroll Technician I:

This is the entry-level classification in the Payroll Technician series. Initially under close supervision, incumbents learn and perform routine technical duties in support of the City’s payroll system. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Payroll Technician II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Payroll Technician II:

This is the fully qualified journey-level classification in the Payroll Technician series. Positions at this level are distinguished from the Payroll Technician I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in the Payroll Technician class series are flexibly staffed; positions at the Payroll Technician II level are normally filled by advancement from the Payroll Technician I level; progression to the Payroll Technician II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Payroll Technician II level.

Examples of Duties

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

• Processes, calculates, and maintains records of a variety of payroll actions, including new-hire set up, retroactive pay, benefits withholdings, wage garnishments, Worker’s Compensation processing, and final paychecks and pay-offs based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions; prepares payroll warrants and wire transfers; prepares reports and payments for various tax, financial, and insurance organizations.
• Reconciles and prepares Federal and State payroll taxes including tax deposits, quarterly reports, annual reports, W-2's, tax restatements, and re-filings; prepares quarterly Federal and State tax reports.
• Prepares reports and payments for employee retirement benefits; reconciles and prepares payments for employee benefits including insurance coverage.
• Receives, reviews, verifies, and processes time recording documents to prepare payroll for City employees; audits such documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records.
• Applies and ensures compliance with applicable tax laws and rulings with regard to earnings and employee benefits programs.
• Processes personnel transactions making appropriate adjustments/changes in the payroll system.
• Assists departments and employees by providing payroll information; explains procedures; answers labor contract questions pertaining to payroll.
• Implements provisions and associated changes in Memoranda of Understanding (MOUs) in the payroll system.
• Maintains a variety of files and records related to the City's payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences; maintains the accuracy of accounting and financial records.
• Prepares and balances data to various general ledger accounts, registers, journals, and logs according to established accounting techniques and procedures.
• Checks and tabulates statistical and financial data.
• Performs other related duties as assigned.

Typical Qualifications

Knowledge of:

• Public agency finance and accounting functions.
• Payroll processes and techniques.
• Employee benefits processes as they relate to payroll.
• Laws, rules, regulations, procedures, and office practices related to the processing and recording of payroll and financial transactions related to employee benefits.
• Record keeping, information processing requirements, and rules and policies related to the production of an employee payroll.
• Payroll reporting and payment requirements of various Federal and State agencies and benefit providers.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including the City’s various Memoranda of Understanding and related contracts and documents.
• Principles and practices of auditing payroll documents.
• Business arithmetic.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• 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, employee benefits processes, and Memoranda of Understanding.
• Review payroll and other financial documents for completeness and accuracy.
• Review, prepare, balance, reconcile, and maintain accurate and confidential payroll records.
• Compose correspondence and reports independently or from brief instructions.
• Establish, maintain, and 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.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

• Payroll Technician I: One (1) year of experience in bookkeeping, payroll, accounting, or financial record keeping.
• Payroll Technician II: Three (3) years of increasingly responsible experience in the maintenance, processing, and preparation of employee payroll and/or financial and accounting processing and record keeping.

Supplemental Information

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Working conditions

Occasional evening and weekend work may be required as job duties demand.

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) preferred
• Excellent Excel skills

CITY OF DAVIS
BENEFIT SUMMARY SHEET

PASEA



Leave Time

• 3 Weeks of Vacation Per Year to start (increases with years of service)
• 2 Floating Holidays (added into vacation accrual)
• 13 paid Holidays
• Sick Leave: Accrual of 8 hours per month / 12 days per year.
• Parental Leave - 2 Months Paid Parental Leave Available After 1 Year of Employment.

• 125 Cafeteria Plan.
  • The monthly City contribution for Medical insurance for 2025 is $2304.91.
  • The city contributes the premium for the family rate of the City’s self-funded dental plan
    • 2025 monthly premium for family is $210.00
• Up to $500 Cash-in-lieu Per Month if Opting Out of Medical & Dental
• Option to purchase Vision Insurance

• 30k Employer Paid
• Voluntary/Supplemental Coverage Available for Purchase
  • The new hire guarantee issue amount is $120,000

• CalPERS Pension
  • 2.5% at 55 for Classic CalPERS Members
  • 2% at 62 for PEPRA Members (membership date of 1/1/2013 or later)
• The City participates in Medicare (1.45% employee deduction).
• The City does not participate in Social Security
• Survivor Benefit
  • The city contracts with the Public Employees Retirement System for the 1959 Survivor Benefit Level Four (4).
    

• Longevity Pay
  • 2.5% at 10 years of service
  • 2.5% at 20 years of service for a maximum of 5%.
• Retiree Health Contribution
• Medical and Dependent Care Flexible spending accounts available
• City paid long term disability program
• Access to purchase supplemental benefits including short term disability insurance, accident insurance, and additional life insurance products, etc.
• 457 Deferred Compensation Plans Available, including Roth Options
• City paid Employee Assistance Program (EAP)
• Multilingual Pay of 150.00 per month subject to approval and successful certification.
• Bicycle and Computer Loan Programs Available (upon successful completion of probation)