Payroll Administrator

Finance
Full-time
City of Fountain Valley
Until Filled
714-593-4400
714-593-4494

CLASS DEFINITION
Performs a variety of complex and specialized payroll and accounting duties in compliance with all applicable laws, regulations and standards; reviews and resolves all payroll discrepancies, ensures the timely process of the city’s bi-weekly payroll; supervises technical and clerical staff; and perform other duties as assigned. 

DISTINGUISHING CHARACTERISTICS
This is a journey level classification responsible for performing more complex payroll tasks to include the maintenance, processing and preparation of employee payroll, financial and accounting processes, and record keeping. 

SUPERVISION RECEIVED AND EXERCISED
The incumbent works under the general direction of the Budget Manager and directly supervises technical and clerical staff.

Job Overview
  • Receives and processes Personnel Action Forms, verifies employee time sheets, and enters data into the payroll system.
  • Coordinates payroll runs, corrects errors and balances payroll for each pay period; compiles routine reports related to payroll activity; and requests cash transfers and deposits related to payroll.
  • Processes payroll, generates payroll checks and performs cash transfers for direct deposit.
  • Reconciles payroll and tax withholding records; reports and deposits Federal and State income tax withholding to the appropriate government agency; and prepares and distributes Federal and State W2 forms. 
  • Receives and uploads to the California Public Employees' Retirement System the bi-weekly report; makes corrections and adjustments as required; and prepares the summary report for employer's contribution to retirement plan.
  • Interprets and implements Memorandums of Understanding, employment contracts, deferred compensation plan documents and a variety of laws and regulations, including the City's Human Resources Rules and Regulations, Council Resolutions and Policies, City ordinances, Administrative Regulations, as well as, California Public Employees' Retirement law and Fair Labor Standards Act.
  • Advises the City’s bargaining team with respect to labor negotiations and ability to implement various negotiated items.
  • Reviews and manages work processes to ensure effective workflow. Provides work direction, technical guidance and training to others assisting with the payroll function. Identifies, develops and implements changes in operational procedures to improve efficiency/effectiveness.
  • Calculates and prepares manual checks for separations, retirement, retroactive adjustments and other payroll related calculations.
  • Interacts with employees, Human Resources, auditors, State and Federal agencies and the Public Employees' Retirement System staff to answer questions and resolve payroll-related problems.
  • Administers the deferred compensation program including posting to ledger and checking accounts and serves as liaison between deferred compensation provider and employees.
  • Participates in the development, implementation and modification of the City’s payroll system. 
  • Stays current on payroll procedures, best practices, regulations and relevant legislative changes through review of law, and regulations and specialized training, workshops, and seminars.
  • Performs other duties as assigned.
 
Qualification Guidelines
Any combination of education, training, and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

EDUCATION:
Graduation from an accredited college or university with major coursework in business administration/accounting or a related field.

EXPERIENCE:
Four (4) years of progressively responsible experience in administering payroll in an internal and centralized process including two (2) years of municipal payroll experience and one (1) year in a supervisory or lead capacity. 

REQUIRED KNOWLEDGE AND SKILL LEVELS:
  • Advanced knowledge of the principles and practices of administering and overseeing a centralized payroll. 
  • Financial investment principles and practices.
  • Principles of cost allocation plans and budgetary systems and procedures.
  • Principles of auditing and statistical reporting.
  • Advanced payroll accounting procedures and reporting.
  • State and Federal withholding requirements.
  • Fair Labor Standards Act regulations and guidelines.
  • Advanced knowledge of CalPERS, Public Employee Retirement Law (PERL), reportable compensation and payroll reporting requirements. 

REQUISITE ABILITIES:
  • Apply accounting principles to the maintenance of accounting, financial and payroll processes.
  • Interpret, apply, explain and assure compliance with applicable Federal, State and local laws, rules and regulations.
  • Prepare, examine and verify financial statements, reports and analyses.
  • Prepare financial reports and statements in accordance with predetermined requirements.
  • Establish and maintain effective working relationships with employees, City officials, vendors and the public.
  • Ability to plan and prioritize while exercising sound judgment and decisiveness in evaluating information.
  • Proficient in the use of a variety of computer software, including Word, Excel, Outlook, PowerPoint, and other modern software packages, as well as analyze complex automation requests. Experience with Tyler Munis ERP system is highly desirable.
  • Ability to lead, motivate, and develop staff. 
  • Exercise discretion and maintain confidentiality.
  • Meet strict, recurring deadlines.
  • Communicates effectively, orally and in writing.

LICENSE REQUIRED:
A valid California Class C Driver's License.
Certification as Certified Payroll Professional (CPP) through the American Payroll Association (APA) is highly desirable.

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:
Work is primarily performed in an office environment requiring prolonged sitting or standing; walking, kneeling, crouching, squatting, stooping, bending, leaning and twisting; operate a computer terminal, typewriter and calculator; exposure to computer glare, vibrations and pitch; ability to lift, carry and move objects totaling approximately 15 pounds in weight and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed. 

NOTE:
The above statements are intended to describe the general nature and level of work performed by persons assigned to this job. They are not intended to be a comprehensive list of all duties, responsibilities and skills required.

FAIR LABOR STANDARDS ACT DESIGNATION:
Exempt

EQUAL OPPORTUNITY EMPLOYER:
The City of Fountain Valley is an Equal Employment Opportunity Employer.

CLASSIFICATION HISTORY:
Established: February 15, 2022
 
Recruitment Information

Please apply immediately as this recruitment may close at any time upon receiving enough qualified applicants.


The City of Fountain Valley is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Candidates with a disability who may need accommodation during the selection process must notify the Human Resources Department at least 72 hours in advance of the exam date.

Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.