Payroll Specialist

Payroll Specialist

Under general supervision, the Payroll Specialist performs specialized, technical, and detailed work in the preparation, processing, and maintenance of the City's payroll system. This position ensures compliance with applicable municipal, state, and federal laws, policies, and procedures related to payroll, tax reporting, and benefit reconciliation.

Works under the general supervision of the Payroll Supervisor in the Controller's Office. This position does not supervise other staff but may provide functional guidance to staff performing payroll-related duties, including Accounting Specialists serving as backup support.

The following essential functions are those that are critical, integral, necessary, crucial, primary and fundamental to the job. Incumbents who possess the requisite skill, experience, education, and other job-related requirements of a position are expected to perform the essential functions of the job with or without a reasonable accommodation. The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Prepares, reviews, and processes biweekly payroll for all city employees, ensuring accuracy, completeness, and adherence to city policies, collective bargaining agreements, and applicable laws.

Maintains, verifies, and audits time and attendance records submitted by departments to ensure proper reporting of regular hours, overtime, leave accruals, FLSA compliance, and other payroll-related data.

Maintains payroll records, including new hire setups, pay rate changes, deductions, tax withholdings, direct deposit enrollments, and benefit adjustments.

Audits payroll system reports and reconciles payroll registers to identify discrepancies or errors; works proactively to correct inaccuracies prior to payroll finalization.

Processes wage garnishments, child support orders, liens, and other mandatory deductions in compliance with legal requirements.

Reconciles and processes benefit deductions, including health insurance, retirement contributions (CalPERS or similar systems), deferred compensation plans, flexible spending accounts, and other voluntary deductions.

Collaborates with the Human Resources Department to ensure accurate and timely input of employee status changes, such as new hires, promotions, terminations, and leave of absence updates.

Prepares and files quarterly and annual payroll-related tax reports (e.g., IRS Form 941, state withholding, unemployment taxes) and ensures compliance with federal and state tax laws.

Assists with year-end payroll processes, including W-2 and ACA (Affordable Care Act) reporting, reconciliation of tax filings, and resolution of tax-related discrepancies.

Assists with balancing payroll accounts, working closely with the Controller's Office to ensure financial accuracy.

Investigates and resolves payroll-related discrepancies, employee pay inquiries, and corrections, providing exceptional customer service to all staff.

Prepares payroll audit documentation and assists external or internal auditors during audits of payroll processes and records.

Analyzes payroll procedures and makes recommendations for improving payroll systems, workflows, and internal controls.

Assists in testing, implementation, and maintenance of payroll and timekeeping systems during upgrades or transitions.

Ensures confidentiality and security of payroll records in accordance with city policies, labor agreements, and legal requirements.

Provides training and support to staff on payroll-related procedures, time reporting systems, and benefit reconciliation processes as needed.

Serves as the subject matter expert for payroll functions and supports Accounting Specialists or other staff serving as backups during absences or peak periods.

Maintains records for compliance with applicable laws and regulations, including the Fair Labor Standards Act (FLSA), IRS regulations, and state labor codes.

Assists with special projects or reports related to payroll operations as assigned by the Payroll Supervisor or Controller.

Education and experience : High school diploma or equivalent (GED) required. Two (2) years of experience in payroll processing, accounting, or a related financial position. Municipal or government payroll experience is highly desirable. An Associate's degree in Accounting, Finance, Business Administration, or a related field may substitute for one year of experience.

Required Licenses or Certifications : Must possess a valid California Class C Driver's License. Certification as a Certified Payroll Professional (CPP) is desirable but not required.

Required Knowledge of : City organization, operations, policies and procedures. City Code, City Ordinances, Standard Operating Manual, personnel policies and procedures, and applicable Memoranda of Understanding. Principles and protocols for the evidentiary gathering of information, documents, financial records and other data that may be used in court and legal hearings. Principles, practices, and procedures of payroll processing, wage reporting, and benefits reconciliation. Municipal payroll practices, including union contracts, wage laws, and public agency regulations. Applicable federal and state regulations, including FLSA, IRS tax codes, and retirement system laws. Payroll software systems, time and attendance systems, and Microsoft Office Suite (Excel, Word, Outlook). Basic accounting and financial reconciliation principles. Best practices for records management and confidentiality.

Prolonged periods sitting at a desk, operating a computer, and using standard office equipment. Occasional lifting and carrying of files, documents, or equipment weighing up to 25 pounds. Work is performed primarily in a standard office environment with moderate noise levels. Must be able to work extended hours during peak payroll periods or deadlines.