PAYROLL MANAGER

2A35

PAY RANGE: N23

PAYROLL MANAGER

GENERAL DEFINITION

This is managerial level work directing through a subordinate assistant manager, 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 complex problems regarding payroll transactions. Interacting with departmental accounting officials and information technology personnel from the City’s central technology department is significant to the work. Work is performed under the supervision of the Payroll Director.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)

1. The employee must manage the timely and accurate processing of city-wide payrolls and payments to providers of employee benefits.

2. Work must be performed within the Payroll unit of the Central Finance Department.

3. The position must direct payroll staff through a subordinate Payroll Assistant Manager.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Directs the work of a group of payroll examiners and manages through the Payroll Assistant Manager the review and verification of data in the City's payroll system; resolves complex problems arising during payroll processing, including interpreting and appropriately applying a multitude of complex rules and regulations to ensure accurate employee pay; manages 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 and finalizes completed payroll for overall accuracy.

Manages the initiation of payment for health and welfare plans covering City employees in accordance with existing policies and agreements; reviews and corrects the work of subordinates in preparing payments to vendors and City employee unions 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; works closely with Central Budget and Accounting Team to correct overdraft errors that occur in the monthly Fringe Benefit cycle.

Oversees the preparation of reports and statements detailing the amount to be withheld for all payroll deductions including pension payments, federal, state and local withholding taxes, 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; reviews and resolves complex employee pension issues in concert with Board of Pensions and Finance Accounting Division.

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; collaborates with the central Information Technology office on the implementation of ongoing updates and changes to the payroll and employee benefits systems to ensure accurate payroll processing for all City employees; works closely with the Information Technology Office to advise, review and correct reports developed to test and ensure the proper implementation of pending wage increases, bonuses, pension changes, retroactive adjustments, and other payroll-related rule changes.

In cooperation with the Payroll Director, oversees the maintenance of the levy system of wage deductions for unpaid child support orders, taxes owed, student loan payments, rent owed, etc. to ensure deductions are made in compliance with local, state and federal regulations and that calculations include appropriate surcharges; provides 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.

Oversees payments to life insurance providers, unions, escrow accounts, direct deposits to banks, deferred compensation providers, and other city administered plans; develops and implements policies, procedures, and methods for implementing and managing payments to these plans; oversees the conversion of manual payroll and benefit transaction processes to a computer automated system; collaborates with the Central Information Technology agency to determine and establish capabilities, needs or processes of payroll and benefit transactions and processing and transfer to an automated system.

Collaborates with and advises departmental officials concerning procedures to be used in preparing and posting departmental payroll; interprets Civil Service regulations, Administrative Board rules and Standard Accounting Procedures (SAPs) governing payroll and concerning such matters as sick leave and vacation time, as well as complex and varied overtime rules for all City employees; interprets changing regulations as they apply to pay; determines policies and procedures for administering those changes; coordinates, participates in, and chairs meetings with departments and central agencies and others to coordinate and facilitate payroll processes (e.g. Labor Relations, Risk Management, Office of Human Resources, Office of Information and Technology, Health and Welfare vendors); provides formal training to City departments and agencies on the use of the payroll, time records, and employee attendance systems to ensure proper processing and implementation of all citywide payroll policies and procedures; trains departmental payroll and human resources staff on the generation, use and analysis of payroll system reports.

Receives all arbitration awards from the Payroll Director and determines method for calculating and administering award and coordinates assignments 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

KNOWLEDGE OF:

· the regulations, policies, Administrative Board rules, Standard Accounting Procedures (SAPs) and other procedures relating to the processing of payrolls, including complex overtime and pay differential rules related to all classes of employees

· 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

· managerial principles and techniques

· business arithmetic

· computerized office equipment 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

SKILL IN:

· 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

· management of employees performing payroll operations

ABILITY TO:

· explain civil service regulations and personnel department and finance department policies to departmental officials

· prepare clear and concise reports

· meet deadlines consistently

· resolve complex problems related to the processing of deductions and wages

· 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 4/19.)

EDUCATION:

Completion of a bachelor’s degree in accounting at an accredited college or university.

AND

EXPERIENCE:

Option 1: Finance Department

One year of experience as a Payroll Assistant Manager or three years of experience as a Payroll Supervisor 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.

Option 2: Other City Departments

Four years of experience as an Administrative Officer, supervising the provision of administrative services for a large City department (750+ employees) with a complex payroll operation, which has included responsibility for supervising payroll functions.

Option 3: Other Payroll Experience

Ten years of experience in payroll preparation, which has included eight years of progressively responsible supervisory payroll experience in a large government or private agency.

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the experience described above.

City of Philadelphia Classes That Typically Meet the Experience Requirements:

Administrative Officer (2L20)

Payroll Supervisor (1B23)

Payroll Assistant Manager (2A34)

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established:

Ad. Board - 4/91

Spec. Revision: CSC 08/09, Ad Board 09/09

Spec. Revision:

CSC: 12/13

Ad Board: 12/13

Spec. Revision:

CSC: 4/14

Ad Board: 5/14

Latest Spec. Revision:

CSC – 3/19

Ad. Board – 4/19