Senior Payroll Analyst / Payroll Analyst

Senior Payroll Analyst / Payroll Analyst

The City of Covina is now accepting applications for the position of Senior Payroll Analyst / Payroll Analyst in the Finance Department. This recruitment may be filled at any level depending on qualifications.

Definition : Under general direction, performs difficult and advanced journey-level professional, analytical and administrative duties related to administering employee compensation and benefits through payroll. Performs a wide variety of complex analyses, studies and research projects as requested by management staff, including analysis impacting City-wide payroll issues and operations; plans, coordinates, directs, and evaluates current systems, procedures and operations; utilizes a complex payroll system to ensure payroll is processed on time, accurately and in compliance with government regulations and applicable Memoranda of Understanding (MOUs); performs the full range of Payroll Analyst duties, and performs other duties as assigned.

Distinguishing Characteristics : The Senior Payroll Analyst is the advanced lead classification within the Payroll series. Incumbents in this classification are expected to demonstrate a high level of independent problem-solving abilities and perform the full scope of administrative, analytical and management duties within the Payroll section of Administrative Services-Finance. Incumbents in this class are assigned the most complex and difficult work, and carry out assignments using independent judgment and problem-solving skills. This classification is distinguished from the next lower classification of Payroll Analyst in that it has overall responsibility for Payroll.

The Payroll Analyst is the journey level class and requires thorough knowledge of payroll procedures and the ability to exercise sound independent judgement, where the incumbent is expected to independently perform the full scope of duties of the Payroll Technician job classification in addition to performing the more complex responsibilities. This position receives only occasional instruction or assistance as new or unusual situations arise and has a strong working knowledge of City procedures and policies. This class is distinguished from the Senior Payroll Analyst in that the latter performs the most complex duties and responsibilities within the payroll classification series.

Supervision Received / Exercised : Direction is provided by the Finance Management staff. May exercise direct or indirect supervision over technical and office support staff.

Essential Functions : (include but are not limited to the following)

• Performs a variety of complex administrative, operational and analytical duties in support of payroll; performs a variety of professional and complex analyses, studies and research projects including those related to City-wide budget, finance and operating issues.
• Coordinates and participates in organizational studies involving payroll or operational systems, procedures, functions, processes and techniques; identifies issues, collects data, analyzes alternatives and makes recommendations.
• Prepares, reviews, and balances quarterly reports for the City and outside agencies; files quarterly tax returns; drafts, reviews, and submits year-end reports and related year-end procedures.
• Evaluates, reviews, edits, and processes W-2's for the City; prepares transmittal reports for filing W-2's to the Federal and State government.
• Reviews and verifies the accurate data entry of personnel actions into the automated personnel system as it relates to payroll, and other duties and activities of payroll staff; works closely with Human Resources staff and departmental timekeepers for compensation and benefits issues and ensures accuracy and timeliness.
• Interprets policies, rules, and regulations and responds to inquiries relating to payroll; assists Human Resources in processing employment verifications, assists employees with individual payroll calculations and payroll related questions, and processes payment of workers' compensation benefits, health and disability insurance premiums, and other payments and dues during the payroll process.
• Prepares, drafts, and edits journal entries for payroll accruals, compensated absences, and other worksheets related to fiscal year-end processes; reconciles the general ledger accounts and provides data to auditors.
• Implements new systems, methods and procedures; monitors progress in meeting goals and objectives; updates with management staff to inform and advise on issues; makes adjustments as necessary.
• Participates in budget development and administration; prepares reports and analyses related to impact of budgetary decisions; prepares multi-year financial forecasts; maintains related computer applications; provides data and analysis for arbitration and contract negotiations; researches and collects relevant data pertaining to local and / or regional collective bargaining agreements.
• Analyzes Federal, State, and local legislative proposals for impact on employee compensation, retirement and benefits; prepares analysis and briefings on enacted legislation, judicial interpretations, and regulatory agency directives for City compliance.
• Coordinates payroll activities with other departments, outside agencies and organizations; serves as a liaison with other departments and outside agencies; resolves sensitive issues.
• Prioritizes and coordinates work assignments; reviews work for accuracy; recommends improvements in workflow, procedures and use of equipment and forms; may direct the work activities of assigned clerical and technical personnel;
• Participates in the development and implementation of goals, objectives, policies and priorities; recommends and implements resulting policies and procedures.
• Provides excellent customer service to employees, retirees, vendors, outside agencies and organizations; receives and responds to complaints and questions relating to compensation.
• Trains backup personnel on payroll functions; participates in selecting, training, motivating and evaluating staff.
• Seeks opportunities for professional growth and training.
• Attends meetings as a representative of the Payroll Division.
• Performs other related duties as assigned.

Physical, Mental and Environmental Working Conditions :

Physical : Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires dexterity and coordination for fine manipulation for grasping and repetitive hand movement for tasks such as handling files and single pieces of paper, or in preparing and retrieving statistical reports and data using a computer keyboard. Some reaching for items above or below desk level. Additionally, the position requires both near and far vision in reading correspondence, written reports and work-related documents, and hearing within normal audio range with or without correction when performing work, inspecting work and operating equipment or vehicles. The need to lift, carry and push supplies, equipment, plans, and other documents weighing up to 25 pounds is also required, as well as speech sufficient to communicate in group settings without the aid of a microphone.

Mental : Operations require almost continuous attention. Strong cognitive abilities and remaining alert and aware of surroundings are necessary for problem-solving, working through assignments, and safety. Incumbents are required to use written and oral communication skills, read and interpret data, information, and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines with frequent interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Environmental : Work is performed in a standard office setting. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise. On occasion, work schedule may include evenings and weekends. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Minimum Qualifications : (The following are minimal qualifications necessary for entry into the classification.)

Knowledge / Abilities / Skills : (The following are a representative sample of the KAS's necessary to perform essential duties of the position.)

Knowledge of : Practices and procedures governing payroll, time reporting and related financial transactions; automated office methods and practices / data processing systems and applications; basic principles of business mathematics, statistics and recordkeeping systems, Microsoft Excel and Word; and general office procedures. Modern principles, practices and techniques of payroll administration and automated payroll systems operation; principles and practices of payroll accounting; processing payroll for a municipality; applicable federal, state and local laws, codes and regulations.

Ability to : Ability to independently perform difficult clerical and financial recordkeeping functions using good judgement; reconcile differences within a recordkeeping system using mathematical skills; make arithmetic calculations quickly and accurately, recognize and correct computational errors, accurately compare, post and transfer numbers, operate a variety of office equipment including a ten-key calculator by touch and payroll software programs; comprehend and apply written and oral instructions; work safely, efficiently and independently; understand and apply general fiscal and financial recordkeeping practices in the performance of assigned tasks; communicate effectively