If you are selected for interviews, they will take place in person tentatively on Wednesday, June 7, 2023, so please hold that date.

Please note: The City of San Luis Obispo is currently offering a lump-sum incentive for most positions which may be valued up to $2,500. The City of San Luis Obispo is also honoring service credit towards vacation accrual for completed public sector years of service.

JOB SUMMARY:

Performs a variety of highly technical accounting duties involving payroll and employee benefit payment activity, including receiving, reviewing, entering, auditing, and processing payroll data; maintains payroll files and records; prepares various payroll-related reports in compliance with federal, state, and local laws, rules, and regulations governing employee and retiree pay; ensures adherence to established payroll policies, procedures, rules, and regulations; prepares and processes post-payroll payments, including tax payments and employee contribution plans; communicates with employees and managers regarding inquiries or changes to pay and deductions; and performs related work as assigned.

CLASS CHARACTERISTICS:

The Payroll Specialist class is distinguished from the Accounting Assistant series and the Financial Specialist class by its responsibility for the overall preparation and distribution of bi-weekly payroll, performance of the more difficult and complex payroll transactions and reconciliations, and maintenance of payroll records for the City. The Payroll Specialist is distinguished from the Accountant classification in that the latter is a professional accounting classification that performs the full range of professional accounting work.

SUPERVISION RECEIVED AND EXERCISED:

Receives direction from the Accounting Manager. May exercise technical or functional supervision over support staff.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• Receives, verifies, and processes time and employee data to prepare payroll in compliance with federal, state, and local policies, procedures, regulations, and City memoranda of agreement.
• Ensures timely and accurate posting of payroll-related employee data, including account numbers, tax status, various deductions, and payment methods; investigates and corrects payroll inaccuracies.
• Verifies and maintains records for incentive and premium pay, deductions and withholdings, retroactive pay, wage garnishments, workers compensation award adjustments, long-term disability, and final paychecks and payoffs.
• Verifies records for pay rate changes, cost of living adjustments, incentive and premium pay, and deductions and withholdings.
• Records and processes data and information related to employee leaves, such as vacation, sick, and holiday, including any discretionary or mandatory payments, as specified in City MOAs.
• Prepares technical reports to meet external reporting requirements, such as federal and state quarterly tax returns, employee W-2 tax statements, CalPERS retirement contributions, benefits contributions, and other payroll deduction reporting.
• Responds to inquiries and information requests from City employees, supervisors, and managers; insurance carriers; federal, state, and local agencies; and others with regard to compensation, leaves, claims, taxes, retirement, and other issues related to payroll functions and MOA interpretation.
• Provides input to Human Resources regarding the feasibility of implementing bargaining unit proposals in the payroll system.
• Interprets and applies a variety of City and Finance Department policies, procedures, and documents, such as employee wages, benefits, pension policies, and MOAs.
• Trains and advises staff on payroll and employee benefit payment procedures; identifies and resolves problems and inconsistencies; prepares and maintains operational and procedural documentation; ensures documentation is current, accurate, and maintained appropriately.
• Prepares unemployment insurance reports, employee verifications, and special reports required by auditors and other City departments.
• Performs related duties similar to the above in scope and function as required.

KNOWLEDGE AND ABILITIES:

Knowledge of:

• Operations, services, and activities of a payroll processing system.
• Principles and practices of payroll preparation, reporting, and maintenance.
• Methods and techniques of calculating various payroll deductions.
• Federal, state, and local taxes and other pay-related withholdings.
• Practices, methods, and procedures used in automated accounting, auditing, and financial record keeping and report preparation.
• Principles and practices of municipal finance, auditing, and reconciling a variety of financial and accounting documents and records.
• Electronic financial systems and software applications.
• Business math and elementary statistical methods and techniques.
• Word processing and spreadsheet software, including the ability to create and modify complex spreadsheet formulas.

Ability to:

• Perform a variety of payroll processing duties; review, verify, and process a significant volume of payroll-related documents; calculate payroll and paid time off calculations.
• Prepare and maintain employee payroll, benefit payment activity, and accounting records.
• Analyze, interpret, and apply federal and state regulations and procedures regarding payroll and pay issues.
• Research, interpret, identify, and resolve payroll data, coding, configuration, and systems problems in an electronic financial system.
• Manage a variety of simultaneous work projects and carry them to completion.
• Plan, organize, and assign the work of others.
• Share goals, objectives, techniques, and work methods.
• Reconcile financial transaction records, ledgers, and journals.
• Understand transactions and relationships among accounting documents.
• Detect fiscal record keeping errors rapidly and efficiently.
• Understand and assist in the preparation of financial statements and reports.
• Communicate effectively, both orally and in writing.
• Display a high degree of emotional intelligence when communicating sensitive payroll issues.
• Maintain discretion and confidentiality of employee payroll transactions, as appropriate.
• Organize and prioritize work to meet deadlines.
• Work with minimal supervision.
• Establish and maintain effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE:

An Associate degree in accounting, business, or a closely related field.

and

Three years of experience performing paraprofessional or clerical accounting duties, including one year of payroll processing.

or

An equivalent combination of education and experience.

POSSESSION AND MAINTENANCE OF:

• A valid California class C driver's license and a satisfactory driving record.

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Livescan Fingerprinting (DOJ)

For a detailed spreadsheet of employee benefits by bargaining group, please view our Benefits Summary.

Retirement: California Public Employee's Retirement System (PERS). The City participates only in the medicare portion of Social Security.

Health: the City has a cafeteria plan for health, dental and vision insurance and contributes towards medical insurance. Employees may choose from several health insurance options. There are also two dental plans to choose from. See the Benefits Summary link to determine the contribution amount.

Life and Accidental Death and Dismemberment (AD&D) Insurance: group term life and AD&D insurance is provided for all regular employees. The amount of coverage varies depending on the classification. Employees may purchase additional life and AD&D insurance for themselves and their dependents.

Vacation: employees receive 12 days per year increasing to 20 days after 20 years.

Holidays: employees receive 12-13 days per year depending on the classification.

Sick Leave: employees receive 12 days per year.

Administrative Leave: is a benefit available to management employees. The number of administrative leave hours varies depending on the classification.

Flexible Work Schedule: is available to many positions within the City organization.

Long Term Disability Insurance: is available for regular employees. The amount of benefit and contribution by employee varies by classification.

Deferred Compensation: is available for employees to set aside a portion of their salary on a pre-tax basis to supplement retirement.

Wellness Program: offered to help employees gain knowledge, skills and motivation to improve the quality of their lives and well-being.

Employee Assistance Program: a counseling and consultation service designed to help employees and eligible family members with a wide range of personal issues.

Flexible Benefits Program: available to help employees save taxes on: (1) Pre-tax health insurance premium deductions, (2) Unreimbursed/ uncovered medical expenses, and (3) Dependent care expenses.

Tuition Reimbursement: up to $1500 annually for job-related educational costs is available to employees who have passed probation.

Trip Reduction Incentive Program (TRIP): incentives are available for employees who voluntarily participate in alternative forms of transportation to and from work.

Computer Purchase Program: interest-free loans to employees who have passed probation and who purchase computers for personal use with City approved software configuration.

Professional Association for City Employees (PACE): voluntary organization for professional development training classes, monthly membership meetings with a variety of speakers, and social functions designed to facilitate interaction with employees from all departments in a relaxed setting away from work.