Administrative Specialist (Police Finance Services)

City of Pasadena, CA - Pasadena, CA (30+ days ago)


The City of Pasadena's Police Department is seeking one payroll specialist to perform complex payroll functions for a department of over 300 represented employees. The ideal candidate will primarily possess prior payroll experience, preferably in a public agency, with familiarity in interpreting Memoranda of Understanding (MOU) provisions related to employee compensation and benefits. This position also supports purchasing and accounts payable functions.

Must type 45 net words per minute with 95% accuracy, evidenced by a typing certificate. Please note that you must attach a valid typing certificate as a document to your application. Applications without a valid typing certificate attached will be deemed incomplete. Click here to review detailed information regarding the typing certificate requirements.

Essential Functions
The following list represents some of the essential job functions for this position. Please click class description for additional information.

1. Reviews payroll/personnel transactions and makes necessary corrections; reviews the more difficult and complex payroll transactions for compliance with MOU provisions and City and department policy and procedures; calculates and reconciles employee time accruals; reviews for accuracy and approves time rolls; completes and processes personnel action forms for the department, including new-hire offer letters and forms, changes of status, changes in benefits and salary, and application of bilingual and skill pay.

2. Performs accounting, statistical and financial recordkeeping duties; receives, analyzes and approves for payment routine to complex requisitions/purchase orders and vendor invoices; creates records and codes and inputs data into departmental and City tracking systems and databases; prepares and processes requisitions and purchase orders; validates invoices against contract terms; calculates budget usage and account percentages and tracks multiple funding sources; assists in budget tracking and forecasting; responds to questions regarding accounting policies and procedures and the status of specific vendor payments; monitors and tracks petty cash and purchase cards.

3. Oversees the department's application of personnel regulations and procedures, Memoranda of Understanding (MOU's) as they apply to areas of assigned responsibilities; develops and supervises the maintenance of employee personnel files and databases for the department; oversees completion of workers' compensation and leave of absence paperwork.

4. Acts in a liaison capacity for employees with the Human Resources and Finance departments; serves as a source of information to employees regarding provisions of the City's benefits plans, MOU provisions and City and department policy and procedures; researches and resolves personnel and payroll-related issues; trains department employees on new personnel policies, procedures and programs.

5. Researches, compiles and prepares statistical records and reports; prepares position control and vacancy reports; prepares salary/overtime analysis; performs routine budget, cost-benefit and other types of financial analysis.

6. Performs related duties as assigned.

Qualification Guidelines

Knowledge of:
1. City policies, procedures, practices, terminology and codes used in timekeeping and payroll processing.

2. City ordinances, codes, procedures and practices regarding purchasing, contracts, accounts receivable and accounts payable processing.

3. Standard procedures and practices for processing and recording accounts payable and related financial transactions.

4. Operations of the City's human resources, purchasing, accounts payable and general ledger systems.

5. Bookkeeping and elementary accounting.

6. Sound business communications.

7. City human resources policies, procedures and relevant provisions of applicable Memoranda of Understanding as they apply to departmental timekeeping, payroll recordkeeping and human resource support responsibilities.

Ability to:
1. Make calculations and tabulations and review fiscal and payroll documents accurately and rapidly.

2. Analyze problems, evaluate alternatives and recommend or adopt effective courses of action.

3. Set priorities and exercise sound independent judgment within areas of responsibility.

4. Communicate effectively, both orally and in writing.

5. Understand, interpret, explain and apply applicable laws, codes and ordinances.

6. Represent the City effectively in dealings with vendors and fellow employees.

7. Operate a computer and a variety of computer software programs (Microsoft Word; Excel with knowledge of basic formulas) and databases related to area of assignment.

8. Type net 45 words per minute with 95% accuracy or above.

9. Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.

10. Establish and maintain effective working relationships with all those encountered in the course of work.

Core Competencies

Ability to take initiative/responsibility - to be counted on to find appropriate solutions, and for taking the necessary action without any prompting.
Analytical skills - to evaluate large or complex situations in a logical and systematic way.
Customer service skills - to promptly address the needs of internal and external clients.
Organization/Planning skills - to carefully prepare and organize work assignments with often competing deadlines.
Problem Solving ability - to find appropriate methods and means of analyzing situations and exploring possible solutions.
Resourcefulness - in systematically and comprehensively gathering information needed to solve problems or work challenges efficiently and effectively.
Time Management skills - in meeting a variety of payroll-related timelines.
Teamwork orientation - to work in an intimate office of four and fostering a supportive working relationship with others.

Education, Training and Experience:
Graduation from an accredited two-year college with an Associate's degree in administration, accounting, personnel management or another relevant field AND at least five years of progressively responsible experience in financial (payroll) support; or an equivalent combination of training and experience. Experience in a public agency is highly preferred. Additional education of the required type may be substituted for up to two years of the required experience. A bachelor's degree is highly desirable.

Selection Process
The employment process will consist of an evaluation of training and experience and the most highly qualified candidates may be invited to participate in a written, structured interview or performance examination. Probationary test period is one year.

Vacancies
As a result of the selection process, an eligible list of candidates will be established which will be used to fill this vacancy and other similar vacancies that may occur in future. There are currently two full-time positions in the Police Department.

Special Requirements
Must possess a valid California Class C driver's license and comply with the City's Motor Vehicle Safety Policy during the course of employment.

Successful completion of a comprehensive background investigation is required which may include a review of employment history, criminal conviction record, credit history, use of intoxicants and/or other controlled substances, and psychological evaluation.

Must type 45 net words per minute with 95% accuracy, evidenced by a typing certificate. Please note that you must attach a valid typing certificate as a document to your application. Applications without a valid typing certificate attached will be deemed incomplete. Click here to review detailed information regarding the typing certificate requirements.