Payroll Supervisor

Under general supervision, performs a variety of specialized and responsible work in the administration, processing, and distribution of theCity's payroll. Provides technical staff assistance to departments and city staff. Responsible for supervising the Payroll staff.

DISTINGUISHING CHARACTERISTICS: The Payroll Supervisor is distinguished from the Payroll Coordinator in that this position exercises functional and technical supervision over payroll professionals. Additionally, incumbents in this position are fully aware of the operating procedures and policies within the work unit and have thorough knowledge in the federal and state payroll laws and regulations.

Position Snapshot/A Day in the Life:
The Payroll Supervisor is part of the Finance Division and plays a vital role in overseeing and managing the payroll processes within the City. The incumbent will lead the day-to-day operations of payroll processing, and ensuring employees are paid timely and properly. This role oversees bi-weekly payroll cycles, audits payroll data, resolves discrepancies, maintains compliance with Federal and State payroll laws and regulations, collaborates with Human Resources and Finance teams, supports internal and external audits, responds to employee inquiries, and provides guidance and training to payroll staff. The Payroll Supervisor also evaluates and recommends changes to in payroll processes/procedures, ensures compliance with policies and collective bargaining agreements.

The incumbent must have the ability to:

• Participate in the development and implementation of goals, objectives, policies, and priorities related to activities of the division.
• Coordinate and participate in the preparation and distribution of payroll.
• Understand, interpret, and apply the fundamental principles of payroll accounting.
• Ensure accurate reporting of changes in pay, payroll status, taxes, benefits, deductions, wage garnishments, and retroactive pay adjustments.
• Maintain payroll records regarding salary changes, retirement, employment tax withholding, fringe benefits, voluntary deductions and leave balances. Input personnel information and time sheet data.
• Review and edit documents, correct errors, and balance payroll for each pay period.
• Review and approve quarterly and annual federal and state tax reports; prepare and distribute W-2's.
• Ensure CalPERS pension plan extracts are accurate and filed timely; respond to CalPERS payroll reporting inquiries, discrepancies, audit responses, and action plans.
• Perform other accounting tasks as assigned, such as preparation of journal entries relating to payroll and reconciliation on a computerized system.
• Prepare reports and analysis required by auditors.
• Analyze and implement new laws and regulations.
• Learn and apply personnel policies and procedures.
• Analyze fiscal data and draw logical conclusions.
• Participate in special studies and projects as required.
• Provide supervision, performance evaluations, and training to assigned staff.
• Effectively communicate, both verbally and in writing, with a variety of audiences.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Maintain prompt and regular attendance.
• Sound judgement and attention to detail.
• Performanyothertasksorfunctionsdeemednecessarytothedailyoperationsofthe employer.
• This position is always evolving. Therefore, employer reserves the right to modify this job description as necessary.
  
  

A combination of experience and training that would provide the required knowledge and abilities is qualifying. The employee must have the knowledge of:

• Generally accepted payroll accounting principles and procedures.
• Principles and practices of payroll record keeping and reporting.
• Automated payroll systems.
• Principles and procedures of effective supervision.
• Pertinent federal, state and local laws, codes and regulations.
• Knowledge of complex principles and practices of public agency finance, including payroll data processing systems and procedures; pertinent federal, state, and local public sector laws, codes, and regulations, including Fair Labor Standards Act (FLSA).
• Knowledge of CalPERS reportable compensation, taxation, and payroll reporting requirements.
• Principles of supervision, training, and performance management.
• Familiarity with payroll and accounting standards, practices, and regulatory requirements.
• Knowledge of relevant tools, software, and/or technology used within the role.
• Understanding of organizational policies, procedures, and best practices.
• Principles and practices of excellent customer service.
• Knowledge of safe work practices, OSHA regulations, and workplace health and safety procedures to ensure a safe working environment.

The incumbent must have the ability to:

• Use a personal computer, telephone, and other electronic devices, to access information, complete documentation, and communicate effectively.
• Understand and follow both oral and written instructions accurately.
• Identify issues, evaluate data, and implement effective solutions (problem solving).
• Manage multiple priorities and meet deadlines.
• Work collaboratively with others in a team environment.
• Perform tasks accurately and thoroughly, with a focus on quality.
• Supervise, motivate, and train team members effectively.
• Make sound decisions in a timely manner.
• Manage and resolve conflicts or disagreements constructively.

Experience: A minimum of four (4) years of increasingly responsible technical payroll experience and administration, preferably for a municipality, and at least one year of supervisory or lead experience.

Education: An Associate's Degree in business administration, accounting, finance, or a related field is required. Alternatively, a combination of seven (7) years of payroll administration experience and certification as a Payroll Professional by the American Payroll Association may be considered as a substitute. A Bachelor's Degree from an accredited college or university in accounting, finance, public administration, business administration, or a closely related field is highly desirable. Preferred Qualifications: Knowledge and experience in Tyler Munis or similar ERP system.

Licenses and/or Certifications:

Incumbents are required to complete a Statement of Economic Interest Form (700 Form) annually and ethics training bi-annually, pursuant to AB 1234.

Required Question