Job Purpose/Summary
Under general supervision, performs routine to moderately complex technical and specialized duties in the preparation, processing and maintenance of the City-wide payroll and related records; general ledger accounting, accounts payable, purchase requisitions, business licenses and performs related duties as assigned.
About the City of Banning
The City of Banning is located in the San Gorgonio Pass area of Southern California. The community of over 30,000 people is diverse with income levels slightly lower than other areas of Riverside County. However, growth and development is occurring rapidly, which will create new jobs, increase the population and raise income levels. Our employees are the most important asset in preserving our Proud History, Creating a Prosperous Tomorrow, and in responding to the community’s needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities.
City Vision
The City of Banning promotes and supports a high quality of life that ensures a safe and friendly environment, fosters new opportunities and provides responsible, fair treatment to all and is the pride of its citizens.
Core Values
Customer Service Excellence: We excel in what we do by staying responsive, flexible, patient, effective, and professional.-
Integrity: We are ethical, accountable and compliant with our responsibility to the public and community.
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Teamwork: We work together and maintain great communication and respect and foster a fun and enjoyable atmosphere to take pleasure in what we do.
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Yes-Minded: We recognize diversity and maintain a positive attitude to do all we can to serve the community in the safest and most responsible manner.
Performance expectations
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Leadership: Contributes to a positive work culture consistent with the City of Banning Leadership Philosophy, actively welcomes new approaches to public service and supports change and process improvements at all levels within the organization.
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Management: Able to independently assess and organize personal work performance while contributing to the overall organization.
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Teamwork: Demonstrates ability and willingness to work collaboratively with a team.
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Communication: Communicates effectively with peers, supervisors, subordinates, and individuals to who service is provided.
- ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
REPRESENTATIVE DUTIES: Depending on the area of the assignment, duties may include, but are not limited to the following:
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Reviews and processes payroll action forms and resolves discrepancies with Human Resources;
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Ensures employees are correctly set up in the payroll system;
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Verifies, audits, edits and processes biweekly employee payroll in accordance with City policies and procedures and labor contract agreement provisions;
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Generates reports and verifies accurate reporting of changes in pay, payroll status, benefits, taxes and other deductions, as well as retroactive pay adjustments and terminations;
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Verifies and edits attendance and work hours data entered by departments;
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Works with departments to resolve reporting problems and errors; enters work hours, leaves taken, overtime and account codes for employees with labor distribution and for part-time employees;
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Processes adjustments to individual employee pay to correct errors;
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Processes employee payroll deductions, benefits elections and tax changes;
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Monitors eligibility dates and initiates set up of annual enrollments/increases and floating holiday accruals. Processes and data enters special payroll transactions, such as wage assignments, liens, and child support payments;
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Makes payroll system adjustments to ensure appropriate payroll tax treatment of retroactive and other special wages;
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Generates and checks preliminary and final payroll reports and registers;
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Runs leave accrual processes;
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Generates paychecks; processes void and reissued paychecks;
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Ensures timely and accurate posting of payroll to the financial accounting system and generates electronic bank deposits;
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Generates and distributes a variety of system reports and ensures appropriate documentation for audit purposes;
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Posts deduction and benefit amounts to subsidiary ledger accounts; prepares payment authorizations for vendors;
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Generates EFT transfers for tax deposits;
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Reconciles quarterly tax reports to the general ledger; prepares and submits quarterly tax returns and media files for transmission;
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Reconciles payroll liability accounts, resolves discrepancies and posts adjusting journal entries; responsible for required maintenance of payroll software;
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Answers department and employee questions regarding payroll and benefits deductions by explaining requirements, policies and procedures;
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Researches and remains current on Federal and State payroll tax law changes, pension, benefits and other applicable regulations affecting payroll;
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Maintains required files and records; researches transaction history to verify payroll totals, accruals and audit questions.
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Performs user testing of system updates. Attends a variety of meetings, training sessions and seminars as required.
Knowledge of:-
Federal, State and City laws, regulations, rules and guidelines applicable to timekeeping, payroll preparation and pay reporting.
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Methods, practices, documents and terminology used in processing payroll transactions and in payroll recordkeeping.
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The City’s payroll system and associated practices and procedures for processing payroll information and interpreting input and output data.
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Payroll and deductions policies, practices and procedures, including garnishment and employment verification.
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Records management and file maintenance procedures.
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Standard office practices and procedures.
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Principles and practices of quality customer service and sound business communication
Ability to:-
Read, understand, interpret and apply relevant City, County, State and Federal statutes, rules, regulations, ordinances, codes, administrative orders, policies and procedures and other operational guidelines and directives.
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Assess and prioritize multiple tasks, projects and/or demands.
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Work within deadlines to complete projects and assignments.
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Establish and maintain effective working relations with co-workers, staff, vendors, contractors, visitors, the general public and others having business with the City of Banning.
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Skill in operating a personal computer utilizing a variety of software applications.
Skills in:-
Operate a computer using word processing, spreadsheet and accounting system applications; operate a calculator and other standard office equipment.
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Organize, set priorities and exercise sound judgment within established guidelines.
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Interpret, apply and reach sound decisions in accordance with City rules, policies and department procedures.
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Make calculations and tabulations and review payroll and related documents and information with speed and accuracy.
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Understand and follow written and verbal instructions.
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Learn and apply new information.
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Schedule, organize, analyze and complete work in accordance with established guidelines.
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Prepare clear and accurate payroll records and reports.
MINIMUM QUALIFICATIONS:
Associate's degree in business administration, accounting, business management or related field and three (3) years of experience performing increasingly complex and highly responsible office and administrative support work, of which at least two (2) years involved administrative support work for one or more managers. Volunteer experience will be considered .Experience in municipal payroll operations, insurance deductions, accounts payable, purchasing, and customer service, along with experience in municipal payroll operations is desirable. A bachelor’s degree is preferred.
ADDITIONAL REQUIREMENTS:
Must have and maintain a valid California Class C Driver’s License. American Payroll Association certification is desired. May be required to work outside the traditional work schedule.
Working Conditions
The regular work schedule is generally Monday through Friday, 8 am to 5 pm. Work is primarily performed in an office which is busy, oriented to public service and subject to occasional work interruptions. Noise level is moderate. Occasional attendance at meetings before or after regular work hours is required.
Physical Requirements
Continuous repetitive arm/hand movement is essential to performance. The incumbent in this position must be able to discern voice conversation, have the physical ability to perform essential job functions, and have hand-eye coordination sufficient to operate computers, do keyboarding and operate other office equipment. The incumbent must have the ability to produce legible handwritten documents and may need to push, pull, lift and carry up to 20 pounds.
The City of Banning is an equal opportunity employer. All employees and candidates for employment will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex/gender, race, national origin, religion, creed, color, marital status, veteran status, age, national origin, pregnancy, sexual orientation, gender identity, disability, genetic information or any other basis prohibited by law.
While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. This job description does not constitute an employment agreement between the Employer and Employee and is subject to change as the needs of the Employer and requirements of the job change.
