Payroll Supervisor; Promotional

Under general direction of a department or division head, this mid-management position directs, supervises, and coordinates payroll functions within the Finance Department including disbursement of funds and payment of salaries and benefits, updating payroll procedures and keeping up to date on Public Employees Retirement System rules, procedures and policies: and provides highly responsible and complex administrative support to the Finance Manager and performs other related work as required.

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.

• Plans, organizes, supervises, coordinates, and troubleshoots the City’s payroll processing functions.
• Supervises the bi-weekly payroll processing in accordance with various Memoranda of Understandings (MOU’s), employment contracts and federal and state rules and regulations.
• Oversees the recordkeeping for payroll-related costs, pension benefit costs and deferred compensation and other payroll deductions: including but not limited to bargaining unit dues, garnishments, and insurance-related deductions.
• Oversees the preparation of required state and federal reports, including reports for the Public Employees Retirement System (CalPERS) and other governmental agencies, and confirms they are submitted timely.
• Assists with the formulation of programs, policies and procedures to comply with local, state and federal regulations. Implements procedures to provide adequate guidance and documentation for assigned staff. Performs department outreach and training.
• Assists with establishing and forecasting payroll-related costs for budgetary and planning purposes.
• Assists in calculating estimates for forecasting labor negotiation packages. Reviews and implements the results of labor contract negotiations to assure all City contractual obligations are fairly applied and executed.
• Participates in the implementation, configuration, maintenance, testing and training of new or modified payroll and timekeeping systems. Performs system testing after upgrades and/or updates are applied.
• Coordinates the annual financial audit and intermittent audits related to salary and benefits.
• Selects, trains, motivates, and evaluates assigned personnel. Works with employees to correct deficiencies and implements appropriate discipline procedures. Ensures excellent customer service is provided to city departments.
• Performs other related duties as assigned or as situation requires.

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

• Interpreting and applying City policies, procedures, and federal and state laws governing payroll accounting.
• Maintaining and reconciling payroll documentation, information, and reports with accuracy and attention to detail.
• Meeting multiple deadlines and strict time frames for payroll processing and required reporting.
• Entering numerical and related information into a computer system with speed and accuracy.
• Following verbal and written instructions and communicating effectively both verbally and in writing.
• Establishing and maintaining cooperative working relationships with co-workers.

• Handle confidential information with discretion;
• Supervise, train, evaluate, and motivate subordinate employees;
• Maintaining, reviewing and reporting account information
• Following and providing oral and written instruction and information;
• Recognize and solve problems;
• Ability and willingness to be proactive in improving the performance of Payroll and the Finance Department;
• Prepare accurate, clear, concise, complete and accurate reports and schedules;
• Communicate effectively both verbally and in written form;
• Establish and maintain effective working relationships with employees, public officials in the course of work;
• Maintain professionalism in attitude, attire, relationships, work product and confidentiality;
• Effectively supervise subordinates;
• Effectively manage workplace diversity issues in a diverse organization;
• Work necessary hours and times to accomplish goals, objectives, and required tasks;
• Plan, organize and prioritize work duties and assignments;
• Maintain professionalism in attitude, attire, relationships, work product and confidentiality;
• Effectively supervise subordinates;
• Foster a teamwork environment;

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

• A bachelor’s degree from an accredited college or university with course work in business classes such as payroll, finance, accounting or a closely related field.

• Minimum Three (3) years or more payroll…