Payroll Specialist

City of Pasadena, CA; Pasadena (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Pasadena, CA is seeking a Payroll Specialist in the Finance Department, Payroll Division, to perform complex payroll duties using a major payroll software system. The role reviews, processes, and reconciles payroll and timekeeping documents and related accounting records, while adhering to city policies and MOUs.

The ideal candidate will manage retroactive salary adjustments, customer inquiries, and CalPERS reporting procedures.

Qualifications

• Associate's degree in accounting or related field required.
• At least four years of progressively responsible payroll experience.
• Experience in a public agency is preferred.

Responsibilities

• Prepares and processes payroll and related financial documents.
• Reviews, calculates and processes payroll changes and adjustments.
• Maintains payroll records related to employee changes, deductions, direct deposits, and tax adjustments.
• Ensures compliance with Federal, State Wage and Hour laws, tax regulations, and City policies and MOU guidelines.

Skills

Payroll processing

Education

Associate's degree in accounting or related field

Job description

The Finance Department, Payroll Division, is seeking a Payroll Specialist to perform difficult and complex support duties utilizing a major payroll software system; reviews, prepares, and reconciles payroll and time keeping documents, accounting records and reports; and performs related duties as assigned.

IDEAL CANDIDATE

Our Payroll Specialists perform complex payroll duties that require an understanding and ability to apply the City’s payroll/personnel policies and procedures, salary and benefit resolutions, and Memoranda of Understanding (MOUs). The complexity of assignments is related to the ability to understand the rules and policies related to special pays for eleven unions and three unrepresented groups. The ideal candidate will be assuming those duties and will be able to interpret those rules and policies, and apply that knowledge when analyzing timesheets and processing them in the payroll system. The ideal candidate will have the ability to analyze and process retroactive salary adjustments, respond to customer inquiries, and be knowledgeable and experienced in CalPERS rules and reporting procedures.

The ideal candidate will be using Tyler Munis, the City’s Enterprise Resource Planning system, and IntelliTime VTI timekeeping system, extensively. Practical knowledge of these systems is highly desirable.

*PLEASE NOTE* The successful candidate must undergo comprehensive background screening and processing, including fingerprinting and credit check.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. For detailed information about the job, please review the Payroll Specialist job description.

• Prepares and processes payroll and other financial documents. Reviews, calculates and processes payroll changes and adjustments. Reviews and reconciles payroll records.
• Performs data entry and maintains payroll records related to employee changes, deduction set-up, direct deposits, leave banks, and tax adjustments.
• Provides effective customer service and communication to all employees on Payroll related matters in a timely and professional manner.
• Balances and prepares Payroll Tax Returns; processes Payroll Tax Deposits; calculates and processes taxable benefits.
• Ensures all payroll and benefit duties are performed in a timely and accurate manner and are executed in accordance with all Federal, State Wage and Hour laws, tax regulations, and City policies and MOU guidelines.
• Ensures timely and accurate close of payroll and confirmation process.
• Verifies data entry to ensure correct calculation of payroll transactions and troubleshoots discrepancies.
• Prepares direct deposit information for transmittal to the bank before established deadlines.
• Calculates and prepares final checks for employees separating from the City.
• Validates payroll adjustments based on changes in deductions and calculates amounts for wage assignments and child support.
• Completes verification of employment documents as needed.
• Prepares pay requests for payroll deductions.
• Performs related duties as assigned.

COMPETENCIES

• Adaptability – Responding positively to change and modifying behavior as the situation requires.
• Attention to Detail – Focusing on the details of work content, work steps, and final work products.
• Writing – Communicating effectively in writing.
• Customer Focus – Attending to the needs and expectations of customers.
• Mathematical Facility – Performing computations and solving mathematical problems.
• Professional and Technical Expertise – Applying technical subject matter to the job.

EDUCATION AND EXPERIENCE

• Graduation from an Associate's degree program in accounting or related field and at least four years of progressively responsible payroll experience working in a payroll unit or section; or an equivalent combination of training and experience.
• Experience in a public agency is preferred.

SELECTION PROCESS

• The selection process will consist of an evaluation of training and experience, with the most highly qualified candidates being invited to participate in a written examination and/ or a panel interview.
• Probationary work period is one year.

VACANCY INFORMATION

• There is currently one vacancy in the Finance Department, Payroll Division.
• The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

Certified Payroll Professional (CPP) certification is highly desirable.