Payroll Technician I/II

City of Merced; Merced (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

City of Merced seeks a Payroll Technician I/II to develop, maintain, and process the City payroll. You will respond to inquiries, manage payroll records, and prepare reports for agencies. Training and progression opportunities are provided as you gain proficiency with the City’s payroll system.

The role involves processing new employees, verifying classifications and deductions, and ensuring FLSA compliance across bargaining units. The position reports to the Payroll Supervisor.

Qualifications

• Knowledge of payroll policies, procedures, and labor contracts.
• Ability to maintain accurate payroll records and calculate payroll items.
• Familiarity with federal, state, and local payroll rules and regulations.

Responsibilities

• Develop and coordinate the City payroll process.
• Provide guidance and training for staff on payroll functions.
• Enter and review employee time and leave records for accuracy.
• Research payroll discrepancies and implement corrections.
• Prepare payroll reports for internal and external stakeholders.
• Ensure compliance with applicable payroll laws and reporting requirements.
• Assist with retirement system reports and related filings.

Skills

Payroll procedures

Public sector payroll

Accounting principles

Computerized payroll systems

Customer service

Education

Associate degree in accounting or business

Tools

City payroll system

Job description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under supervision (Payroll Technician I) or general supervision (Payroll Technician II), perform a variety of complex assignments in the development, maintenance, and processing of the City payroll; develop and prepare payroll reports required by other agencies; respond to employee and other inquiries regarding the payroll system; perform a variety of complex account and statistical record keeping work; and perform related work as required.

DISTINGUISHING CHARACTERISTICS

Payroll Technician I

This is the entry and first working level in the Payroll Technician class series. Incumbents learn and perform a variety of basic payroll processing and record keeping work. This class is distinguished from Payroll Technician II in that incumbents perform a lesser scope of assignments which does not require the same level of knowledge of City payroll systems and procedures. Many of the assignments are performed in a training and learning capacity with the expectation that an incumbent will increasingly perform the assignments on a more independent basis, as the requisite work background is acquired on the job. When an incumbent becomes familiar with City payroll policies and procedures and demonstrates good sustained work performance, they may be promoted to the Payroll Technician II level.

Payroll Technician II

This is the paraprofessional level class in the Payroll Technician class series. Incumbents have responsibility for the development and maintenance of the City payroll system, including preparation of payroll reports. This class is distinguished from the Payroll Technician I by performance of a broader range of more complex technical payroll and accounting support with less guidance and supervision.

REPORTS TO

Payroll Supervisor or designee.

CLASSIFICATIONS SUPERVISED

Has responsibility for providing some work direction for other staff involved with payroll functions.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Develop and coordinate the City payroll process.
2. Provide some direction, coordination, guidance, and training for other City staff involved with payroll functions.
3. Receive and input, or review input of employee time and leave records into the City payroll system, checking for accuracy and needed corrections.
4. Coordinate and research payroll discrepancies with Department payroll staff and make necessary corrections.
5. Process new employees into the payroll system; verify status, job classification, salary, demographics, deductions, accruals, taxes, retirement plan, and benefits.
6. Maintain and update a variety of payroll information and records.
7. Prepare a variety of reports for employee benefit vendors and other government agencies.
8. Interpret and apply benefit memoranda of understanding and contracts for payroll implementation.
9. Ensure payroll data and reporting are in compliance with Federal, State, and local rules and regulations; calculate and verify payroll items according to Fair Labor Standards Act (FLSA) compliance and each bargaining unit's memorandum of understanding.
10. Prepare a variety of payroll, accounting reports, forms, transfers, journal entries, refunds, and deposits.
11. Prepare quarterly tax returns, W-2 distributions, and related filings with Federal and State requirements.
12. Assist with the development and submission of retirement system reports.
13. Review and ensure proper posting of deduction codes in payroll records.
14. Maintain and update employee leave balance data.
15. Work with representatives of other agencies regarding interpretation and accuracy of payroll documents and reports.
16. Serve as a major source of information regarding payroll processing, policies, regulations, and procedures in response to inquiries from City staff and management; calculate new fiscal year hourly cost rates with wages and overhead and cost recovery hourly rates for City staff.
17. Operate and work with computerized City payroll and financial management systems.
18. Serve as back-up to the Payroll Supervisor as needed.
19. Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• City personnel policies and functions, including labor contracts.
• Policies, procedures, requirements, and methods used in the development and maintenance of payroll systems.
• Laws, rules, and regulations related to public agency payroll records and procedures. Complex accounting procedures.
• Principles and methods of financial and statistical record keeping.
• Computerized payroll and financial information systems used by the City.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

• Provide direction, coordination, guidance, and training for the development of the City payroll.
• Analyze problems and situations and adopt effective procedures to resolve problems.
• Perform a variety of complex financial and statistical record keeping work required for the development and maintenance of the City payroll.
• Read, understand, and interpret codes, statutes, and information related to the development and maintenance of the City payroll.
• Read and interpret labor contracts and memoranda of understanding as they relate to payroll administration.
• Reconcile discrepancies in payroll and financial records.
• Gather and organize data and information.
• Prepare technical correspondence and memoranda.
• Prepare financial, statistical, and payroll reports.
• Make mathematical calculations quickly and accurately.
• Work with computerized financial and payroll information systems.
• Deal tactfully and courteously with City staff and representatives of other Government agencies staff when explaining payroll functions and resolving payroll problems.
• Provide excellent customer service and support.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines

- Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Payroll Technician I

Education/Training:

Completion of an Associate's degree from an accredited college with an emphasis in accounting, business or a related field.

Experience:

One year of payroll processing or accounting experience.

Payroll Technician II

Education/Training:

Completion of an Associate's degree from an accredited college with an emphasis in accounting, business or a related field.

Experience:

Five years of increasingly responsible financial and statistical record keeping experience, including experience in developing and administering a payroll system.

License or Certificate

Possession of an appropriate California Driver License.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Environment:

Work is performed in an office environment; continuous contact with staff and the public.

Physical:

Frequently stand and walk; sit for extended periods; normal manual dexterity and eye hand coordination; lift and move objects weighing up to 25 pounds; corrected hearing and vision to normal range; verbal communication; and use of office equipment, including computers, telephones, calculators, copiers, and FAX.