PAY RANGE: N21
This is second supervisory level work directing the examination and verification of all payroll deductions and wages paid to employees in all departments and agencies of the City. Work includes overseeing the preparation of payments to health insurance agencies and employee unions. Contact with departmental representatives to explain policies governing payrolls and to resolve problem payroll transactions are of major significance to the work. Work also includes technical accounting work reconciling the city-administered plan’s health and welfare benefits. Interacting with departmental accounting officials and information technology personnel from the City’s Division of Technology is essential to the work. Work is performed under the supervision of the Payroll Manager.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
· The employee must have supervisory responsibility for the timely and accurate processing of city-wide payrolls and payments to providers of employee benefits.
· Work must be performed within the Payroll unit of the Central Finance Department.
· The position must supervise through a subordinate supervisor.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Assigns, directs, and evaluates the work of a group of payroll examiners and an assistant payroll supervisor engaged in reviewing and verifying the input of data into the City's payroll system; resolves problems arising during the processing such as interpreting regulations; coordinates the processing of payrolls in a timely manner with the City's data processing operations; checks constantly to see that deadlines are being met; reviews work during processing by spot checking computations; rechecks completed payroll for overall accuracy.
Participates on the systems development team for ongoing updates and changes for the payroll and employee benefits systems.
Supervises the preparation of reports and statements detailing the amount to be held for all payroll deductions including pension payments, withholding tax, and health insurance; supervises the maintenance of records relating to the pay status and deductions of all City employees; directs the preparation of special payrolls.
Reconciles errors in the monthly payments of health and welfare benefits for the city-administered benefit plan; adjusts funds to reconcile errors; maintains the computerized financial accounting systems (FAMIS) as it relates to the health and welfare benefits.
Maintains the levy system of wage deductions for unpaid child support orders, taxes owed, student loan payments, rent owed, etc.; ensures deductions are made in compliance with local, state and federal regulations; ensures calculations include appropriate surcharges.
Provides assistance and direction to a clerical staff responsible for organizing, entering and verifying a large volume of data concerning Citywide accounting transactions, reviewing and resolving input errors, posting and processing adjustments to the City payroll and assembling financial data for easy input; revises existing procedures.
Sets up and participates in meetings with departments and central agencies and others to coordinate and facilitate the payroll process (e.g. Labor Relations, Risk Management, Personnel, Mayor’s Office of Information Services, Health and Welfare vendors).
Supervises the initiation of payment for health and welfare plans covering City employees in accordance with existing policies and agreements; plans, assigns, reviews and corrects the work of subordinates in preparing payments from operating funds to vendors and City employees based upon computer-generated credit reports; reviews the adjustment of City credit report figures to conform to payroll corrections; oversees and reviews the reconciliation of vendor billings with City credit reports.
Oversees payments to life insurance providers, unions, escrow accounts, direct deposits, deferred compensation, and other city administered plans; develops and implements policies, procedures, and methods for implementing and managing these plans; oversees the conversion of manual payroll and benefit transaction processes to a computer automated system; confers with computer professionals as to capabilities, needs or processes of payroll and benefit transactions and processing and transfer to an automated system.
Confers with and advises departmental officials concerning procedures to be used in preparing and posting departmental payroll; interprets Civil Service regulations and administrative board rulings concerning such matters as sick leave and vacation time; interprets changing Civil Service Regulations as they apply to pay; determines policies and procedures for administering those changes.
Receives all arbitration awards from the Payroll Manager and determines method for calculating and administering award; makes assignment to a Payroll Examiner 2 for implementation.
Assists agency officials in the development of processes necessary for new payrolls; advises officials on the proper implementation of new and revised payroll procedures; advises City officials regarding the impact of changes in the payroll, personnel, pensions and benefits systems on the payroll preparation process.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
· the regulations, policies, Administrative Board rules, and other procedures relating to the processing of payrolls
· civil service regulations relating to the processing of payrolls
· labor contracts and arbitration awards relating to the processing of payrolls and employee benefits
· accounting principles, practices and procedures
· the principles and practices of governmental accounting
· the computerized accounting database utilized by a large municipality including file structure, data entry methods, data processing hierarchy, and data retrieval capabilities
· standard accounting procedures pertaining to payrolls
· computer terminals operation
· supervisory principles and techniques
· bookkeeping principles and practices
· business arithmetic
· office machines used in processing and checking payrolls
· regulations, policies, and procedures relating to employee benefit options and making payments for the provision of employee benefits
· the applications and capabilities of computers and relevant software as they relate to city payroll transactions and recordkeeping
· analyzing and evaluating proficiency and work flow
· preparing and interpreting a variety of financial reports and statements
· establishing and maintaining effective working relationships with associates and departmental representatives
· explain civil service regulations and personnel department and finance department policies to departmental officials
· prepare clear and concise reports
· meet deadlines consistently
· establish and maintain effective working relationships with departmental officials and associates
· utilize a personal computer in the maintenance of payroll transactions
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 09/09.)
Completion of a bachelor’s degree in accounting at an accredited college or university.
Two years of experience in payroll preparation work.
Two years of supervisory level payroll examination experience in the central finance agency directing the activities of a staff engaged in the examination and verification of payroll deductions and wages paid to employees in all departments of the City
Four years of supervisory payroll experience directing a staff of clerical employees preparing payroll transactions for a large City department (+1,000 employees represented by at least three municipal labor unions) with a complex payroll operation.
Four years of accounting experience in the Finance Department processing payroll related health and welfare reports.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above.
All employees appointed to the class of Assistant Payroll Manager (1B20) prior to 7/1/2009 are considered to be qualified for this class if they have an associate’s degree from an accredited college or university with major coursework in business administration or a related field and the experience required.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Latest Spec. Revision:
CSC - 08/09
Ad. Board - 09/09
Change in Class Title:
CSC – 12/13
Ad. Board – 12/13