Accounting/Finance Specialist (Payroll)

Salary : $87,948.48 - $112,378.68 Annually

Location : West Hollywood, CA

Job Type : Full-time Regular Status

Job Number : 25-50601-02

Department : Finance & Technology

Division : FIN - Accounting

Opening Date : 01 / 30 / 2025

Closing Date : 2 / 20 / 2025 5 : 00 PM Pacific

FLSA : Non-Exempt

Bargaining Unit : WEHOME

JOB SUMMARY

The City of West Hollywood seeks an Accounting / Finance Specialist with a background in payroll administration. The incumbent will primarily be responsible for maintaining and reconciling timekeeping records, reconciling benefits, and processing a variety of payroll transactions.

The ideal candidate will :

• Be committed to providing excellent customer service, be a team player, and effectively communicate city policies with courtesy.

Have experience working in an environment with sensitive and confidential information, demonstrating sound judgment, personal initiative, and discretion.

Have an understanding of timekeeping and payroll functions.

Have experience working with automated financial, payroll, and timekeeping systems.

Have the ability to pay close attention to detail with a high degree of accuracy.

Be results-oriented and able to perform effectively in a deadline-driven environment.

Demonstrate problem-solving, professionalism, and strong organizational abilities.

Have excellent editing and proofreading skills.

Have a high energy, enthusiasm, and motivated demeanor.

Experience with payroll in municipal settings is highly desired.

Experience with Tyler Eden and Tyler ERP is a plus.

Job Flyer : https : / / www.weho.org / home / showdocument?id=61061&t=638736867635405212

Reports to : Accounting Manager

EXAMPLES OF DUTIES

JOB SUMMARY :

Performs complex technical and administrative functions related to financial processes, including : receiving, verifying, and processing invoices, purchase orders / purchasing functions, etc.; processing payroll; entering information into computer system; processing and issuing checks; receiving and processing payments; developing and distributing various reports; preparing journal entries; and updating and maintaining all accounting / financial information, schedules, lists, data, and files related to any of these functions.

ESSENTIAL JOB FUNCTIONS : (All responsibilities may not be performed by all incumbents.)

Processes payroll under very strict and significant time constraints, including : corresponding with staff regarding payroll matters / due dates; entering employee, time, leave and other payroll related information in the computer systems; reviewing employee time and payroll / benefit information for accuracy; ensuring accurate processing of contract requirements as applied to pay and benefits; interfacing payroll information with accounts payable information; reviewing audit and balancing reports; calculating and processing salary increases; tracking information related to the retirement program and making adjustments; reconciling accounts; preparing journal entries; and processing payroll closing functions.

Processes purchase orders and other purchasing functions, including : ensures accounting transactions related to purchases are in accordance with City policies and procedures and ensures the availability of funds; assists with the posting of requests for proposal and bid documents on various websites; assists with reviewing contract terms as needed and as related to purchasing functions; and reconciles encumbrance balances against the General Ledger. Reviews and posts requisition requests, purchase order change orders and purchase order liquidations. Performs year-end rollover and / or liquidation of purchase orders. Responds to requests for information, including public records requests, and advises other staff on purchasing policies.

Processes business tax certificates and renewals, including : assisting business owners in completing forms and answering questions related to in person or online services; coordinating of mailing lists and mass email notifications; printing, mailing or emailing digital tax certificates and renewals; conducting research to locate businesses operating without licenses; calculating related fees, penalties and taxes; coordinating renewal processes; and posting payments.

Assists in business tax certificate processes, including; developing and revising forms and instructions based on municipal code; issuing annual tax forms; identifying new businesses; and reporting delinquent accounts.

Assists in revenue maximization functions, including : coordinating use of confidential state tax data to correct allocations of sales tax data; and identifying businesses not paying taxes.

Maintains property and vehicle schedules, including : registering new vehicles; working with auction houses to sell property and vehicles; and ensuring that vehicles and property are properly insured and disposed of.

Participates in the installation of new and revised programs, systems and procedures; creates databases and prepares reports and spreadsheets.

Researches and adheres to Federal, State and County laws while reporting financials accordingly.

Implements, interprets, translates and provides assistance to staff pertaining to the City of West Hollywood Department of Finance Policies and Procedures, when appropriate.

Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports.

Assist the division with administering, enforcing and interpreting City codes, ordinances, policies and administrative decisions related to division operations.

Analyzes and resolves administrative situations and problems; researches, compiles and summarizes information; set priorities and meets critical deadlines; follows up on assignments with minimal direction.

Assists the division in developing and communicating goals and objectives, work plans, budgets, policies and office procedures; recommends improvement when necessary.

Assists in reviewing various financial documents and reports; composes correspondence and communicates with vendors, business owners, constituents, staff, etc., to provide information and troubleshoot problems related to various accounting / financial functions.

Investigates departmental questions concerning transactions and makes corrections, posts and balances journal entries; reconciles and balances various accounts; generates balances and distributes various reports.

Develops and maintains various filing systems; files and retrieves documents in an orderly fashion so that materials can be easily located; opens, stamps, sorts, and distributes incoming, interoffice, and / or outgoing mail.

Assists supervisor and other staff in completing accounting / financial and general ledger functions and submitting deposits; provides assistance in analyzing financial records and reports.

Processes and assists in year-end functions related to accounting / financial operations; analyzes reports; maintains spreadsheets; prepares journal entries.

Types letters, memos, labels, reports, purchase orders, requisitions, forms or other correspondence on a computer.

IMPORTANT JOB FUNCTIONS :

Assists in administering various financial programs, including : receiving and coding payments; sending out notices; reconciling accounts; and processing journal entries.

Maintains and upgrades knowledge, skills, and development by attending seminars and training programs and reading trade and professional journals and publications.

Follows up on inquiries from various agencies, groups, media, staff, etc., regarding department programs and services.

Coordinates and schedules meetings.

Orders supplies by generating requisitions and processing payments; coordinates functions of web site used for purchasing supplies.

Photocopies reports, memos, and other various documents for staff.

Disseminates a variety of information to various agencies, divisions, or departments via telephone, email, mail or FAX.

May serve as backup for other positions within the department.

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED :

Computer

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience :

Three (3) to four (4) years of progressively responsible related experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of :

Basic principles and practices of accounting.

Record keeping, report preparation, filing methods and records management techniques.

General office procedures, policies and practices, as well as knowledge of computer and other general office equipment.

Applicable state, federal and local ordinances, laws, rules, and regulations and legislative issues.

Standard business arithmetic, including percentages and decimals.

Skill in :

Identifying and resolving office administrative situations and problems.

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

Operating and routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.

Using a computer and all computer software applications to perform the essential and important functions of the job.

Using a computer to accurately and rapidly enter and retrieve data and information.

Preparing clear and concise reports, correspondence, and other written materials.

Communicating orally and in writing with staff, public, and City and governmental officials to give and receive information in a courteous manner.

Abilities :

Ability to learn policies and procedures, codes, ordinances and departmental operating standards.

Ability to understand and carry out oral and written instructions.

Ability to establish and maintain effective working relationships with others.

Ability to identify confidential material and information and maintain confidentiality of same.

Ability to communicate in English both orally and in writing at the appropriate level.

Ability to perform complex mathematical calculation at the appropriate level.

Ability to deal with problems involving several concrete variables in standardized situations.

While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull and / or lift up to 25 pounds occasionally.

Working Conditions :

The incumbent's working conditions are typically moderately quiet.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent / applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent / applicant when possible.

Retirement

The City participates in the California Public Employees' Retirement Systems (CalPERS). The retirement formula will be based on appointment date and membership status with CalPERS, e.g. 2% @ 62 for New Members (average of three highest years) or 2.7% @ 55 for Classic Members (single highest year) with less than a six-month break in service from another CalPERS or CalPERS reciprocal agency. New Member employees are responsible for paying the employee contribution of one-half of the total normal cost of the plan (currently at 7.25%), as defined by CalPERS, through a payroll deduction. Classic Members are responsible for paying the employee contribution of 8% through a payroll deduction. The City does not participate in Social Security.

100.00 per month Retiree Health Savings (RHS) account contribution paid by the City (employer contribution).

Health Benefits

Leaves

160 hours - after 10 years of service.

Personal Leave : 36 hours per year (prorated by quarter).

11 City paid holidays.

5 / 40, 9 / 80 & 4 / 10 work schedule (depends on department / division's operational needs)

Other Benefits

Annual MTA pass issued to all WEHOME employees.

Life insurance equal to 1.5 times your annual salary, plus $20,000, to a maximum of $120,000 (effective the 1st of the month following hire date).

Disability Insurance : 66 2 / 3% of salary to cap of $3,077 per week, after a 29-day waiting period for short-term disability.

Optional Benefits : AFLAC, Supplemental Life Insurance, Pre-Paid Legal Services, Flexible Benefit Plan (FSA) for medical reimbursement and dependent care assistance and cash out of accrued Vacation and Administrative Leaves (if applicable).

Tuition reimbursement at 100% of the fee schedule for the University of California (UC Tuition Resident fee) for job-related courses pre-approved by the Department Director (up to $14,436 for Fiscal Year 2024-2025) and Required Textbook reimbursement (up to $2,500 for Fiscal Year 2024-2025).

The following Supplemental Questionnaire is part of the examination for this position and will be used in determining your qualifications. In order to receive every consideration in the selection process, you must complete all questions with concise but detailed answers and provide all requested information. 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. The hiring department will review each answer to evaluate your qualifications. Responses such as "See Resume" or "See Application" will result in your application not being considered.

Verification : Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.

Note : Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of West Hollywood.

By continuing in the recruitment process, you are certifying that all information provided in the Supplemental Questionnaire is true to the best of your knowledge. If you are selected to continue in the recruitment process, your qualifications may be evaluated through employment verification, reference checks, and written, skill assessment, and oral examinations.

Select "Yes" to reflect that you have read and understand this statement.

What is your highest level of education completed?

Please list any specialized certifications you have related to accounting, payroll, and / or human resources. If none, please enter 'N / A'.

Please select your year(s) of accounting and payroll related experience.

Please select the areas in which you have experience. Check all box(es) that apply :

Please select the system(s) you have experience using.

Do you have experience in administering automated payroll systems and employee timekeeping?

Please describe in detail your payroll experience. In your response, please include the following information in this order :

If you do not have this experience, please type 'N / A'.

Please describe your experience in benefits billings and reconciliation. If you do not have this experience, please type 'N / A'.

Please describe any experience you have with implementing new time-keeping systems or new ERP systems. In your response, please include the specific functions you performed and the name of the system(s). If you have no such experience, please enter 'N / A'.

What is your level of competency in Microsoft Excel? Please select one of the following :

Required Question

Salary : $87,948 - $112,379