Class Code: AS117
FLSA Status: Non-exempt

Senior Payroll Specialist

Bargaining Unit: SEA

DEFINITION:

Under direction, a Senior Payroll Specialist performs advanced accounting work  related to timekeeping and payroll matters impacting all Santa Cruz METRO bargaining units and departments; coordinates and maintains centralized payroll records and files; prepares and maintains complex payroll-related statistical records and reports; coordinates and performs special payroll or accounting-related projects; processes and audits electronic timekeeping records using an electronic timekeeping system; and 

Performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Senior Payroll Specialist is the advanced-lead level class in the series.  An incumbent in this class performs advanced technical duties related to the organization wide preparation, administration, and maintenance of payroll in accordance with Federal and State laws, rules, and regulations.  This class is distinguished from the lower level class of Payroll Specialist because an incumbent in the latter class performs journey level technical payroll processing and administration for a single Santa Cruz METRO department or bargaining unit.  

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Administers centralized, organization wide payroll activities impacting multiple departments and or bargaining units; audits timekeeping records for accuracy and makes correcting entries; inputs payroll information using an electronic timekeeping system; uses codes information for entry into computer records; applies labor contract provisions related to overtime rules and other special pay categories.
  • Maintains, monitors and updates spreadsheets and other electronic tools for tracking and reporting absences, vacation use, over time, leave balances, and a variety of other payroll categories; compiles timekeeping and payroll data and develops, prepares, distributes, maintains, and files a variety of statistical and informational reports for management; verifies accuracy of payroll systems and reports and ensures that payroll activities comply with internal control procedures.
  • Prepares and electronically submits all payroll documents to payroll contractor; corrects errors prior to export; communicates with contractors on payroll issues, questions, deadlines, and procedures; responds to questions from employees, supervisors, and managers regarding timekeeping, direct deposit, accruals, and other and payroll issues.
  • Maintains payroll records, reviews absence tracking information and reports, and adjusts as required.  
  • Receives and reviews personnel actions submitted by multiple departments; reviews pay or status changes such as appointments, changes in status, leaves, and separations and enters into the payroll system. 
  • Requests and collects payroll documents, trust warrants, and paychecks from payroll contractor; communicates with the payroll contractor and internal departments.  
  • Identifies, develops, recommends, and implements and payroll system improvements; coordinates with other Santa Cruz METRO departments regarding timekeeping rules and procedures; recommends solutions to problems and provides timekeeping system training; responds to questions and researches payroll related problems; provides information to management and departmental personnel regarding payroll and labor contract application.  
  • Prepares requested documents for internal, external, and governmental auditors as required.
  • Works with Information Technology staff to maintain system integrity, troubleshoot technical issues and test the payroll system after configuration changes or updates; utilizes and maintains procedures for electronic payroll timekeeping system; reviews payroll procedures and recommends changes. 
  • Assists with other accounting activities.
  • May track occupational illnesses and injuries.
  • May assist with compiling data for budgetary purposes. 
  • Maintains confidential materials, records, files, and other privileged information.
  • Initiates, composes and/or types various department memos, letters, reports, statistical data, and other narrative documents. 
  • Answers telephones, greet visitors, and provides information to employees and the public. 
  • Operates standard office equipment; utilizes standard business computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • May provide functional direction to other staff performing payroll related duties.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Advanced principles and practices of technical payroll administration.
  • Principles, practices, and terminology of accounting and financial record-keeping procedures.  
  • Principles and practices of the Fair Labor Standards Act (FLSA) and other related payroll laws and regulations.  
  • State laws for record-keeping related to payroll processing. 
  • Taxable and non-taxable compensation principles. 
  • Advanced methods of researching and resolving payroll issues.
  • Modern office practices, procedures, and equipment.
  • Business correspondence, formatting, and report writing.
  • Methods of maintaining information in digital or hard copy files.
  • Technical methods of researching, gathering, organizing, and reporting data.
  • Methods of prioritizing, planning, and organizing work.
  • Time management techniques.
  • Customer service techniques.
  • Basic mathematics, including percentages and basic statistics.
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Interpret, explain, and apply complex payroll-related policies, procedures, and regulations.
  • Interpret and apply labor contract provisions relating to payroll and benefits. 
  • Perform automated payroll data entry. 
  • Maintain confidentiality of materials, records, files, and other privileged information.
  • Gather, record, and summarize data in a variety of formats.
  • Maintain records and control systems with accuracy and attention to detail.
  • Input timekeeping data into a payroll system.
  • Design, prepare, and compile reports and information. 
  • Adhere to established work schedules and timelines.
  • Maintain a calm demeanor in stressful situations.
  • Work independently.
  • Balance multiple assignments simultaneously and effectively.
  • Perform mathematical calculations quickly and accurately. 
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Two (2) years course work from an accredited college in accounting, business administration or a related field. 

AND

Four (4) years of experience requiring technical bookkeeping, payroll accounting, financial clerical or related work, preferably in a public agency.  

Experience must have included at least two (2) years of experience administering departmental or agency wide payroll activities.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard. Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects. Work may require lifting up to 20 pounds unaided. Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee typically works in a standard office environment where the noise level is moderate.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • Must maintain strict confidentiality of work-related information. 
  • May occasionally work extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family: Payroll

*Job Series: Payroll Specialist

*Job Series Level: Advanced-Lead

*Confidential: No