Health Care Agency Payroll Manager

PLEASE READ THIS BULLETIN CAREFULLY AS IT CONTAINS IMPORTANT INFORMATION ON THE POSITION AND THE RECRUITMENT PROCESS
 
WHAT WE OFFER 
The County of Ventura offers an attractive compensation and benefits package.  In addition to the salary of approximately $96,319 to $149,830 annually an employee within this position will also be eligible for the following:

• General Salary Increase - 3.5% increase effective December 22, 2024.
• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree not required for the position.  
• Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.
• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.  
• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.        
• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.
• Health Plans - Full time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans: For Plan Year 2025 Tier one for employee only is $509 per biweekly pay period, tier two for employee plus one is $779 per biweekly pay period and tier three for employee plus family is $983 per biweekly pay period.
• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security.  If eligible, reciprocity may be established with other public retirement systems, such as PERS.
• Holidays - 12 paid days per year which includes a scheduled floating holiday.
    

VENTURA COUNTY 
Ventura County is located on California’s “Gold Coast,” approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. Residents enjoy rolling hills and sweeping ocean views in a nearly perfect Mediterranean climate. The beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County “home.”
   
Ventura County is a “general law” county, governed by a five-member, elected-by-district Board of Supervisors. The Supervisors appoint a County Executive Officer (CEO) to oversee the County budget, day-to-day operations, and to advise, assist, and act as an agent for the Board of Supervisors in all matters under the Board’s jurisdiction. It focuses on providing excellent services to its residents by promoting engagement, strategy, execution and accountability to include diversity, equity, and inclusion initiatives to ensure that all employees are treated with respect and without discrimination, and to improve culturally appropriate outcomes for community members.
   
THE AGENCY 
The Health Care Agency oversees a wide variety of divisions, doing extraordinary things, and where employees continually strive for excellence and innovation.
 
Ultimately the agency's goal is to be the health system of choice for the community and physicians in Ventura County. Commitment to valuing the diversity of all persons and to being respectful and inclusive of everyone is facilitated by engaging and educating the community, to improve the overall health of everyone in our county.
 
THE DEPARTMENT 
The Payroll Department is responsible for all aspects of processing the Health Care Agency (HCA) payroll in coordination with the Auditor-Controller’s Office and the County Executive Office. The department’s goal is to provide essential services for accurate and timely payroll compensation to approximately 3,800 County HCA employees.
   
THE POSITION
Under general direction of the HCA Chief Financial Officer, the HCA Payroll Manager plans, organizes, and directs the fiscal activities and operations services of the HCA Payroll Department.
 
The successful candidate will have extensive experience interpreting, analyzing and applying local, state, and federal rules and regulations governing payroll operations and making recommendations to executives; working with automated systems; and be skilled in learning complex payroll operations quickly; and planning, directing, controlling, and managing payroll operations, staff, and services.
   
Additionally, the ideal candidate will have considerable experience with understanding, interpreting and implementing labor agreements; governmental accounting practices, procedures, and standards; supervision of staff in a public-sector environment including conducting performance evaluations; experience with PeopleSoft 9X or later payroll modules, UKG Workforce Dimensions (Timekeeping and Advanced Scheduler), and GGI Advantage 3.1 or later versions.
 
APPROXIMATE SALARIES ANNUAL SALARIES
Manager, Accounting I:  $96,319.60 to $134,847.44
Manager, Accounting II: $107,021.77 to $149,830.49
 
NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.
 
Manager, Accounting I/II are management classifications and are not eligible for overtime compensation.
 
TENTATIVE SCHEDULE
OPENING DATE:  December 3, 2024
CLOSING DATE:   Continuous
First review of applicants anticipated to commence on or around December 10, 2024Duties may include but are not limited to the following:
    

• Plans, organizes, manages and directs the activities and operations for the Health Care Agency (HCA) Payroll Department; responsible for processing payroll for all of HCA; manages and participates in the development of department goals, objectives, policies and procedures; 
• Analyzes the HCA payroll fiscal data requirements for related operations and directs the development and implementation of systems and procedures to meet those requirements; advises and provides technical direction to staff and serves as backup to staff related to UKG Timekeeping and Advanced Scheduler;
• Develops and implements payroll policies and procedures and ensures that activities are conducted in accordance with laws, ordinances, labor agreements, rules and regulations; recommends and administers policies and procedures; 
• Interprets and applies provisions of applicable labor agreements related to timekeeping and payroll matters;
• Directly and through subordinate staff, selects, trains, and supervises professional, technical and clerical accounting staff; organizes and assigns appropriate workload levels; assigns and reviews work; establishes performance standards and evaluates work; provides or coordinates staff training; conducts performance evaluations; implements discipline procedures; ensures the provision of a high performing payroll operation to accurately coordinate activities; 
• Analyzes new legislation, labor agreements, and changes in Human Resource regulations to determine impact on the department’s operations; advises executives accordingly, and devises strategies for coping and complying with changes; 
• Plans and prepares various comprehensive financial, management and statistical reports; 
• Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate staffing levels; assesses and monitors workload, administrative and support system, and internal reporting relationships; identifies opportunities for process improvement; directs implementation of change;
• Develops and implements long and short-term strategic plans in support of department’s goals and objectives; 
• Assists in the development of the department’s annual budget; monitors and controls the budget to ensure conformance with expenditure plans; 
• Attends and conducts a variety of meetings including management and staff meetings; 
• Performs other related duties as required. 

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.
   
EDUCATION, TRAINING, and EXPERIENCE: 
Extensive education and experience which has led to the acquisition of the required knowledge, skills, and abilities.
     
An example of qualifying experience and education includes:
Possession of a Bachelor's degree with at least eighteen (18) semester units of college-level accounting coursework, including one (1) semester of Managerial Accounting and one (1) additional upper division business related course,
PLUS 
Five (5) years of progressively responsible professional payroll experience of which two (2) years at the I level, or four (4) years at the II level, must be at a supervisory or management level with responsibilities for fiscal and payroll operations;
OR 
Two (2) years as a Principal Accountant for the I level, or as a Manager, Accounting I for the II level, for the County of Ventura with payroll operations experience.
   
Experience Substitutions 
The following may substitute for one (1) year of professional fiscal experience for a maximum substitution limit of one (1) year experience:  

• Certified Public Accountant (CPA) license issued by the State of California  
• Certified Information Systems Auditor (CISA) designation
• Certified Payroll Professional (CPP) certificate
• Project Management Professional (PMP)
• Master’s degree in Business Administration (MBA), Public Administration (MPA) or a related degree.  

Education/Experience Substitution:
Professional level payroll experience may be substituted for up to two (2) years of undergraduate education on a year-for-year basis, provided the candidate possesses at least eighteen (18) semester units of college-level accounting coursework, including one (1) semester of Managerial Accounting and one (1) additional upper division business related course work.
 
NECESSARY SPECIAL REQUIREMENTS 
Intermediate proficiency in Microsoft Word, Excel and Access or a similar database management system
Beginning proficiency with Outlook and Teams
 
Experience:  

• Processing payroll within a large, diverse enterprise with 2,000 or more full time employees; 
• Managing fiscal system projects, such as implementation of or updates to automated payroll systems, implementing procedures in compliance with local, state and/or federal rules and regulations governing operations, or similar projects;   
• Planning, directing, controlling, and managing payroll operations and services with labor agreements applicable to payroll.

NOTE: The ability to communicate effectively in writing must be demonstrated in the completion of the employment application and supplemental questionnaire.
 
Verification of the required undergraduate education including 18 semester units of college-level accounting and business coursework is required:

• Submit your college transcripts/grade reports from an accredited college or university which shows your name, and courses completed to katie.reynolds@ventura.org within three days of your application being submitted;      
• If you need additional time to submit transcripts, contact the analyst conducting the recruitment for an extension.   
• Unofficial transcripts are acceptable.   
• Degree(s) from a foreign institution require an academic credential evaluation to determine the U.S. equivalency.   
• If the name on this documentation is different from the name on your application, include documents that show the name change (e.g., a marriage certificate).   

DESIRED 
Possession of a relevant certification (e.g., Certified Payroll Professional, Certified Public Accountant).
   
Experience with:  

• Proficiency with SQL
• Knowledge of financial and operational auditing standards and techniques;
• PeopleSoft 9X or later payroll modules, UKG Workforce Dimensions (Timekeeping and Scheduler), CGI Advantage 3.1 or later versions;  
• Supervision of staff in a public-sector environment including performance management.   

 
Knowledge, Skills, and Abilities 
Thorough and comprehensive knowledge of: operations, services and activities of the Health Care Agency Payroll  functions including: time reporting, payroll processing, deduction control, reporting, records maintenance and documentation, and payroll accounting; Generally Accepted Accounting Principles (GAAP), practices and standards; financial and operational auditing standards and techniques; principles and practices of leadership, motivation, team building and conflict resolution; principles and practices of supervision, training and performance evaluation in a public-sector environment; principles and practices of organization, administration and personnel management; principles and practices of project management; local, state and federal rules and regulations governing payroll operations including government accounting and auditing practices, procedures and standards, and with labor agreements applicable to department functions, practices, procedures, and standards applicable to payroll, and with memorandums of agreement applicable to department functions, practices, procedures and standards applicable to payroll; knowledge of the application of automated systems for payroll processing and reporting; use and capabilities of integrated timekeeping and payroll systems; computer applications, systems, and hardware used in the management of timekeeping and payroll.
   
Skilled in: research, problem solving, data analysis; learning complex payroll operations quickly; interpreting and applying provision of codes, regulations, statutes, labor agreements and ordinances relevant to payroll operations? planning and implementing the application of automated systems for payroll processing and reporting; developing and conducting effective presentations to County management, executives, Board of Supervisors and employees; use of computers and related technology including software applications specific to the work performed, such as financial management and large human resource and payroll systems, such as PeopleSoft 9X or later, UKG Workforce Dimensions, or CGI Advantage 3.1.

Ability to: plan, organize, lead and manage the work of supervisory, professional, technical and clerical payroll staff; model leadership behavior; manage change and encourage/support staff impacted by change; gain cooperation through dialogue and influence; analyze and evaluate administrative and abstract payroll/accounting/auditing concepts and procedures; develop and implement new or revised policies and procedures to adapt to internal and external policy changes or legal mandates; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations; exercise sound judgment in sensitive situations; communicate effectively, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work; work under pressure and/or frequent interruptions; use timekeeping and payroll software, such as UKG and Oracle PeopleSoft, to perform and complete tasks; creating and keeping deadlines; multitasking and prioritizing tasks.
 
At the II level:
Ability to: coordinate the development of agency wide payroll policies that will adapt to internal and external policy changes or legal mandates; provide payroll/financial/fiscal advice to executive management including making or negotiating payroll fiscal related decisions for budgetary, strategic planning or labor negotiation purposes.FINAL FILING DATE: 
This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it.  Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.
   
FIRST REVIEW of applications will commence on or around December 10, 2024.
     
To apply on-line, please refer to our web site at www.ventura.org/jobs.  A paper application can be obtained by calling (805) 654-5129.  Our address is County of Ventura Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.
   
Note to Applicants:  Sufficient information must be provided under the Education/Work Experience portions of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility.  A resume may be attached to supplement your responses in the above sections; however, it may not be submitted in lieu of the application. 
     
NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible.  If interested, please click here (Download PDF reader) for additional information.
   
SUPPLEMENTAL QUESTIONNAIRE - qualifying 
All applicants are required to complete and submit the questionnaire for this exam at the time of filing. This questionnaire and may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.
   
APPLICATION EVALUATION - qualifying 
All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the recruitment process.
 
TRAINING and EXPERIENCE EVALUATION
The Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.
 
NOTE: The selection process will likely consist of an Oral Exam, which may be preceded by or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.
  
ORAL EXAMINATION - 100% 
A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.
 
NOTE: If there are three (3) or fewer qualified applicants, an examination may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.
 
ELIGIBLE LIST
Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.
 
The eligible list established from this recruitment may be used to fill present and future Regular (Temporary or Fixed-term), Intermittent, or Extra Help vacancies for this position only. There is currently one (1) Regular vacancy within the Health Care Agency Payroll Department.
   
BACKGROUND INVESTIGATION 
The selected candidate may be subjected to a thorough post-offer, pre-employment background investigation which may include inquiry into past employment, education, criminal background information, and driving record.
   
EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.  
 
For further information about this recruitment, please contact Katie Reynolds by e-mail at katie.reynolds@ventura.org or by telephone at (805) 654-2629.

Salary : $96,319 - $149,830