CITY OF GLENDALE INTERDEPARTMENTAL COMMUNICATION DATE: October 12, 2011 TO: FROM: BY: Members of the Civil Service Commission Matt Doyle, Director of Human Resources Alex Souto, Human Resources Associate SUBJECT: New Class Specification for Approval - Payroll Specialist Series BACKGROUND Attached for your approval is the new class specification for the Payroll Specialist Series. Currently, the Payroll Section of the Finance Department is comprised of four positions and the Payroll Supervisor that perform unique and highly specialized payroll functions. With the exception of the supervisor, staff hold nonpayroll related titles such as Sr. Accounting Services Specialist, Sr. Accounting Technician, and Accountant I. These general accounting classifications are responsible for performing a wide variety of duties. As a result, when recruiting for these positions, it becomes difficult to attract the right pool of applicants who possess the requisite payroll qualifications. The new class specification series identifies the specific job duties of Payroll staff more accurately than their current classifications. Furthermore, the creation of a payroll specific class specification series will assist the Finance Department in recruiting and developing individuals with payroll backgrounds. In accordance with Civil Service Rule IX-2, the affected employees will be transferred into their new classifications via Similar Qualifications Transfers that will be presented for approval during an upcoming meeting of the Civil Service Commission. The Glendale City Employees Association (GCEA) has been given an opportunity to review the class specification and has not expressed any concems. RECOMMENDATION That the proposed class specification for the Payroll Specialist Series be approved as submitted.
PAYROLL SPECiALIST SERIES Payroll Specialist I Payroll Specialist II Payroll Specialist III DEFINITION Under general direction, classifications in this occupational series perform a variety of specialized payroll support functions, including the review, preparation, processing, and reconciliation of payroll and time-keeping documents, reports, and related accounting records. ESSENTIAL FUNCTIONS All classifications may perform the following essential functions: 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, tax adjustments, etc. Provides effective customer service and communication to all employees on Payroll related matters in a timely and professional manner. Coordinates timekeeping activities and maintains payroll records. 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. Reviews and maintains updated procedures. Assists and coordinates the workflow and procedures between Payroll and City departments. 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. Generates payroll and financial reports using queries and other report writing tools. Payroll Specialist Series Page 1 of 5
Responds to requests for employment and income verification. Maintains traditional and automated filing systems by sorting, filing, shelving or storing materials, and checks accuracy and completeness of information being filed. Sorts incoming mail or packages into categories requiring a variety of handling, routing or filing procedures. Prepares materials for mailing. Ensures Department services are provided with the highest customer service and ethical standards. Assumes responsibility for ensuring the duties of the position are performed in a safe, efficient manner. Performs other related duties as assigned or as the situation requires. MINIMUM REQUIREMENTS Knowledge, Skills & Abilities Knowledge of: Federal and State tax regulations/withholding laws. Basic mathematical operations such as addition, subtraction, multiplication and division. Payroll concepts, including standard timecard calculations. Standard payroll reporting processes and procedures. City and departmental policies and procedures. CalPERS reporting rules and procedures. English grammar usage, spelling, punctuation, and business vocabulary. Knowledge of Enterprise Resource Planning (ERP) systems such as PeopleSoft is highly desirable. Knowledge of and skill in: Good customer service practices. Skill in: The use of Microsoft Word, Excel, and Outlook. The operation of a 1 O-key calculator. Making independent judgments and decisions based on standard policy or procedure. Ability to: Interpret and explain laws, rules, regulations, and MOU's. Detect fiscal recording errors quickly and efficiently. Analyze and reconcile payroll records. Address and resolve employees' concerns in a professional and discretionary manner. Handle heavy workload, prioritize work and meet deadlines. Enter and retrieve data utilizing the City's Enterprise Resource Planning (ERP) systems and formulate reports utilizing spreadsheet software. Work independently and in a team environment with minimal supervision to accomplish the goals and tasks of the Payroll Section. Foster a teamwork environment. Establish smooth working relationships and resolve interpersonal conflicts. Payroll Specialist Series Page 2 of 5
Handle confidential information with discretion. Maintain a filing system. Maintain accuracy while performing routine repetitive tasks. Read, write, communicate effectively and comprehend directions in English. Maintain, direct, improve, and analyze payroll processing and procedures. Model and practice the highest standards of ethical conduct. Other Characteristics Willingness to: Work overtime as requested. Assume responsibility for maintaining a safe working environment. Varies with classification. Education/Training Varies with classification. License/s) / Certification/s) Varies with classification. Note An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements. PAYROLL SPECIALIST I Distinguishing Characteristics: Under direct supervision, this classification in the Payroll Specialist Series provides routine payroll staff support. Additional Essential Functions: Processes W-4 forms. Completes Employment Verifications. Calculates and processes garnishments, tax liens, support orders, and other similar requests in accordance with applicable laws. Sends notifications regarding garnishments to employees and agencies as required. Reviews and analyzes monthly billings and provides necessary updates to applicable benefit providers. Prepares and reconciles reports and creates Request for Demands for applicable benefit remittances in a timely fashion. Performs CalPERS Payroll processing and submission functions. Performs Worker's Compensation payroll processing duties. Serves as 457/401 benefits liaison. Additional Minimum Requirements: Two years of experience working in a payroll unit or section. Education Graduation from high school or attainment of GED or CHSPE certificate supplemented by 24 units of college coursework in a related field. Payroll Specialist Series Page 3 of 5
PAYROLL SPECIALIST II Distinguishing Characteristics: Under general supervision, this journey-level classification in the Payroll Specialist Series performs complex and independent payroll support duties, Additional Essential Functions: Provides payroll reports to departments and management Initiates direct deposit files on bank website, Monitors bank activity for direct deposit returns, Creates and sends positive pay files to the bank, Maintains position control data and processes Human Resource requisitions and related transaction forms, Assists with reconciling and maintaining all Payroll related accounts, Performs Worker's Compensation payroll processing duties, Serves as 457/401 benefits liaison, Balances and prepares Payroll Tax Returns, Processes Payroll Tax Deposits, Prepares accounting journal entries, Researches, reviews, reconciles, and maintains all payroll related items, Calculates and processes taxable benefits, Compiles monthly payroll reports for monthend entries, Provides timely Payroll entries for General Ledger processing, Additional Minimum Requirements: Three years of progressively responsible experience working in a payroll unit or section, Education An Associate's Degree in Accounting or a related field is required, License's) I Certification(s) Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) certification is highly desirable, PAYROLL SPECIALIST III Distinguishing Characteristics: This lead-worker classification performs the most highly complex and independent payroll support duties utilizing a major payroll software system, Additional Essential Functions: Balances and prepares Payroll Tax Returns, Processes Payroll Tax Deposits, Prepares accounting journal entries, Researches, reviews, reconciles, and maintains all payroll related items, Calculates and processes taxable benefits, Compiles monthly payroll reports for monthend entries, Provides timely payroll entries for General Ledger processing, Maintains position control data and processes Human Resource requisitions and related transaction forms, Performs advanced analysis and trouble shooting of payroll system processes, Recommends process improvements, May train staff and provide input to supervisor on staff performance, Oversees the activities of the Payroll Section in the absence of the Payroll Supervisor. Additional Minimum Requirements: Knowledge, Skills & Abilities Ability to: Understand and apply payroll/personnel policies and procedures, salary and benefit resolutions, and Memoranda of Understanding (MOU's), Payroll Specialist Series Page4 of 5
Develop procedures for processing payroll tasks. Perform statistical analysis and make complex mathematical calculations and reconciliations. Analyze tax laws related to payroll and deferred compensation. Work independently with minimal supervision. Provide clear work instruction and lead the work of others. Provide input to supervisor regarding employees' job performance. Four years of progressively responsible and complex payroll experience working in a payroll unit or section. Previous lead-worker experience is highly desirable. Education An Associate's Degree in Accounting or a related field is required. A Bachelor's Degree in Accounting or a related field is highly desirable. License(s) I Certification(s) Fundamental Payroll Certification (FPC) is required. Certified Payroll Professional (CPP) certification is highly desirable. FLSA DESIGNATION Payroll Specialist I - Non Exempt Payroll Specialist II - Non Exempt Payroll Specialist III - Non Exempt New Class S ecification Series Approved b Commission 10/12/11 J Payroll Specialist Series Page 5 of 5
Director of Finance Accounting Services Administrator Accounting Services Administrator Proposed Structure Payroll Supervisor (1) Payroll Supervisor (1) Accountant I (Vacant) Payroll Specialist III (Vacant) Senior Accounting Technician Payroll Specialist II Senior Accounting Services Specialist (2) Payroll Specialist j (2) Finance Department: 2011