Payroll Specialist

The following duties are intended only as illustrations of the various types of work that may be performed. The omission of a specific statement on duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Each individual in the classification does not necessarily perform all the duties listed. Employees may perform other related duties at an equivalent level as required. 

• Processes, calculates, and maintains records of a variety of payroll actions, overtime hours, incentive and/or premium pay, retroactive pay, wage garnishments, workers compensation claims, and final paychecks and pay-offs based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions.

• Prepares technical reports to meet external reporting requirements, such as federal and state quarterly tax returns, employee W-2 tax statements, CalPERS retirement contributions, benefits contributions, and other payroll deduction reporting.

• Ensures timely and accurate posting of payroll-related employee data, including account numbers, tax status, various deductions, and payment methods; investigates and corrects payroll inaccuracies.

• Maintains compliance with federal, state, and local payroll laws and regulations.

• Compiles and inputs employees’ payroll information including, but not limited to, deductions and benefits; supports open enrollment changes.

• Records and processes data and information related to employee leaves, such as vacation, sick, and holiday, including any discretionary or mandatory payments.

• Verifies and maintains records for incentive and premium pay, deductions and withholdings, retroactive pay, wage garnishments, workers’ compensation adjustments, long-term disability, and final paychecks and payoffs.

• Verifies and maintains records for pay rate changes, cost of living adjustments, incentive and premium pay, and deductions and withholdings.

• Collaborates with Human Resources for onboarding and offboarding processes and procedures.

• Prepares and processes payroll data related to CalPERS; prepares and processes retiree healthcare reimbursement.

• Addresses employee concerns or questions regarding payroll processes and personal information.

• Responds to inquiries and information requests from District employees, supervisors, and managers; insurance carriers; federal, state, and local agencies; and others with regard to compensation, leaves, claims, taxes, retirement, and other issues related to payroll functions and MOU interpretation.

• Reviews, reconcile, and process semi-monthly and/or monthly payments for payroll-related invoices.

• Performs other related duties as assigned.

Any equivalent combination of training and experience which provides the required skills, knowledge, and abilities may be considered qualifying at the sole discretion of the District. The education or experience requirement may be modified or waived at the sole discretion of the General Manager. At least one of the education or experience requirements must be met; however, both requirements cannot be modified or waived. A typical way to obtain the knowledge and skills would be:

Education and Training:

• Possession of High School Diploma or equivalent.

Experience:

• Two (2) years of increasing experience in financial record keeping or payroll processing experience.

Knowledge of:

• Applicable federal, state, and local laws, and regulations pertaining to payroll administration.

• Methods and practices used in financial and statistical work.

• Principles and practices of records management.

• Report writing techniques.

• Modern office procedures, practices, and equipment.

• Financial and statistical record-keeping techniques.

• Applicable laws, codes, regulations, policies and procedures.

• Communicate effectively orally and in writing using all communication mediums.

• Use tact, initiative, prudence, and independent judgment with general policy, procedural, and legal guidelines.

• Understand and follow oral and written directions.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Ability to:

• Prepare and maintain accurate financial and statistical records and reports.

• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, FLSA exemptions, policies, and procedures of accounting, payroll processing, employee record-keeping functions, basic employee benefits processes, and Union Memoranda of Understanding.

• Exercise independent judgment and initiative.

• Perform mathematical calculations.

• Reconcile figures.

• Follow written and oral instructions.

• Meet strict deadlines with frequent interruptions.

• Work effectively with people, resolve conflicts, and maintain confidentiality.

• Communicate effectively, both orally and in writing.

• Maintain accurate records.

• Establish and maintain effective and cooperative working relationships with City employees, various businesses and agencies, and the general public.

• Provide effective customer service

• Mobility: frequent use of keyboard; frequent sitting at a desk and in meetings for long periods of time; occasionally reaching and twisting to reach equipment surrounding desk; occasional walking, standing, bending, stooping, and squatting; occasional pushing, pulling, or lifting up to twenty (20) pounds.

• Vision: constant use of overall vision; frequent computer use; occasional color and depth vision.

• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching; frequent operation of office equipment and instruments.

• Hearing/Talking: frequent hearing and talking in person and on the phone.

• Emotional/Psychological:frequent decision-making and concentration, frequent public and/or coworker contact; occasionally works alone.

• Driving: ability to use fine and gross motor coordination for driving.