Full Job Description
***THIS RECRUITMENT HAS BEEN EXTENDED. IT WILL NOW BE OPEN UNTIL FILLED. APPLICATIONS WILL BE REVIEWED ON AN ONGOING BASIS.***
Employment Lists shall remain in effect for one year, unless terminated or exhausted. The Employment List generated from this recruitment may be utilized to fill future vacancies while the List remains active.
Position Definition: Performs responsible payroll support and administrative work in processing payroll and accounting transactions; maintains and reconciles assigned payroll or other accounts and compiles, reviews and verifies data and information to prepare assigned payroll or designated accounting reports; provides input on payroll related matters, policies, procedures, and best practices as needed; and performs related work as required.
Distinguishing Characteristics: Payroll Specialist is responsible for performing highly responsible payroll and other assigned general accounting processing, reconciliation, verification, administration and reporting duties. The incumbent performs the payroll duties requiring knowledge of both City policies and procedures, applicable labor contract provisions, best practices, and federal and state laws and regulations in carrying out the timely and complete processing of City-wide payroll.
Supervision Exercised and Received: Receives general direction from a department head or manager. May provide general guidance and supervision to assigned subordinate staff and other employees assisting in the preparation of payroll as needed.
Duties and Responsibilities: Essential Functions: The functions of the classification may include, but are not limited to, the functions below and are subject to changes in operational necessity.
Verifies, audits, edits and processes the semi-monthly payroll; reviews timekeeping problems and discrepancies and works with appropriate departments and/or supervisors to resolve them; generates, reviews and reconciles payroll reports to ensure accuracy and completeness of payroll, earning statements and deductions; identifies and resolves discrepancies; generates payroll checks; transmits direct deposit files; verifies that each employee receives payroll check or earnings statement each pay period;
Communicates payroll policies and procedures to employees; answers technical questions; analyzes, studies and makes recommendations on development and implementation of improved systems, policies, procedures, and best practices related to areas of responsibility;
Processes off cycle payroll checks as needed and performs all payroll tasks including preparing quarterly reports to IRS and State and submission of retirement files and other related documents and payments to the City retirement system; compiles information for, develops, completes, analyzes, reviews, reconciles and files quarterly and annual payroll tax and other required reports for federal and state governmental agencies. Includes generating, reviewing, and distributing W-2's and corresponding reports within mandated timeframes; completes transfer of funds for payroll tax deposits and payroll deduction liabilities;
Sets up, coordinates and maintains payroll schedules and related logs;
Conducts research, data collection, in connection with various department and City operational needs, activities and programs; prepares and presents accompanying correspondence and documentation;
Establishes and maintains payroll records; receives, processes and enters wage garnishments; reviews audits and corrects payroll, retirement, and other related records, as necessary;
Audits, balances and/or reconciles bank statements and assigned accounts; identifies and resolves issues;
Utilizes spreadsheet programs and computer database systems; enters, posts, verifies, handles and retrieves a wide variety of routine to complex payroll or general accounting data, reports and information; compiles, generates and distributes required reports;
Follows all safety rules and protocols included in the Injury and Illness Prevention Program; takes appropriate action as required to identify and correct safety hazards and report safety concerns to his/her supervisor;
Serves as a resource for other employees and departments in identifying policies, procedures, and best practices and assists them in understanding and interpretation; may provide training as needed to employees and departments regarding payroll policies, procedures, and best practices; and
Performs required duties under the City's disaster response plan.
Performs other related duties as assigned.
Qualifications: Minimum Qualifications
Methods, practices, documents and terminology used in payroll, finance and accounting recordkeeping;
Applicable laws, rules and regulations and City policies, procedures and practices pertaining to payroll, time reporting and benefit plans;
Basic accounting and internal control policies and procedures;
Principles and practices of customer service and telephone etiquette;
Preparation and filing procedures for federal and state quarterly and annual payroll reports;
Principles and practices of payroll preparation and management;
Accounting principles and practices;
Data processing requirements associated with automated payroll systems;
Modern office equipment and record keeping methods and practices;
Basic English usage, spelling, grammar, and punctuation;
Payroll tax requirements and employee benefits as regulated by various federal and state
Principles of confidentiality.
Understand pertinent procedures and functions quickly and apply with substantial independence;
Maintain accurate and interrelated financial records, and identify and reconcile errors;
Accomplish difficult financial clerical work involving independent judgment;
Apply accounting, auditing, and financial analysis principles to specialized work assignments;
Perform financial and statistical record keeping work;
Prepare clear, concise, and easily understood statistical and narrative reports;
Communicate clearly and concisely, both orally and in writing; and
Establish and maintain effective relationships with those contacted in the course of work.
Experience and Education Guidelines: Any combination equivalent to experience and education that would most likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Associate of Arts degree from a community college or equivalent course work in accounting or finance, or a closely-related field.
Experience: Three years of recent progressively responsible technical work experience performing duties in payroll processing, bookkeeping or financial record keeping, preferably in municipal accounting operations with two years of experience in the payroll function.
Licenses/certifications/other requirements: Must pass a comprehensive background check and be willing to work such hours as are necessary to accomplish the job requirements; travel to attend meetings, seminars and conferences. Classification requires the possession and continued maintenance of a valid class "C" California driver's license for operating a motor vehicle.
Conditions of Work: During the course of performing the functions of this position, the employee may encounter the following conditions:
Working indoors, computer monitor use, working alone or with other individuals.
Additional Information: Salary and Benefits: The current monthly salary range for this position is $5,786.00 - $7,031.00. Employment may begin at any step of the range, depending upon the qualifications of the person selected. For benefit information, please refer to the Human Resources tab on the City of San Leandro website www.sanleandro.org.
Application and Selection Process: Apply online by scrolling to the top of the job posting and clicking on the "Apply" link. Completed applications must be on file with the Human Resources Division. This recruitment will remain open until filled.
Important: Applications with "See Resume" as a substitution for the work experience description and/or unclear past employment information will not be considered. The application for employment and supplemental questionnaire must be submitted to be considered for this position.
Based on a review of the applications, a limited number of the best qualified applicants will be invited to participate in the selection process, which may include a qualifying written examination, structured oral board interview, written exercise, or other elements determined by the City to be appropriate. All applicants invited to the examination(s) will be notified of date, time, and place of examination(s).
The selection process will consist of the following schedule:
TBD - Structured Oral Interview (weighted 100%). Candidates must achieve a passing score of 70% or higher to be placed on the Eligible List. This date is tentative but it is highly recommended that you plan your calendar accordingly. No make-up dates will be offered.
Departmental Interview dates are to be determined.
The selected candidate will be subjected to a background investigation which may include, but is not limited to, a personal and employment history assessment, criminal history check, financial background check, medical, polygraph, psychological testing, and verification of a valid California driver's license.
In accordance with Federal law, the City of San Leandro will hire only those individuals who are legally authorized to work in the United States. As a condition of employment, you will be required to present proof of your identity and employment eligibility.
A one year probationary period, which is an integral part of the selection process, is used to observe and evaluate the employee's ability to effectively and responsibly perform the duties of the position.
This position is designated as a non-represented Confidential classification in the Finance Department.
Americans with Disabilities Act: In accordance with the Federal Americans with Disabilities Act, the Human Resources Division will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise the Human Resources Division prior to 5:00 p.m. of the final filing deadline if accommodations are required. Medical documentation must be provided upon request.
Disaster Service Worker: All government employees are disaster service workers as defined by California Government Code Section 3100. In addition to everyday duties, employees have the added responsibility of helping throughout any disaster.
Mission Statement: We, the employees of the City of San Leandro are dedicated and committed to serving the citizens of this community. We strive at all times to achieve the highest professional standards, to communicate a vision of the future, and to enhance the quality of life for every citizen.
Retirement: The City of San Leandro contracts with the California Public Employees' Retirement System (CalPERS).
Veteran's Preference: If applying for first-time employment with the City of San Leandro within five years of separation from full-time active service, veteran's preference points will be given to honorably discharged veterans who served a minimum of three consecutive years of full-time, active service in the Armed Forces of the United States. Candidates must receive an overall passing score in order to qualify for the application of veteran's preference, which will result in a three percent increment to that passing score. Applicants wishing to qualify must, prior to the application deadline, attach or provide a DD Form 214 as proof of eligibility for the veteran's preference.
The City of San Leandro is an Equal Opportunity Employer.
Information contained herein is subject to change without notice.