Class Code: OA209
FLSA Status: Exempt

Payroll Supervisor

Bargaining Unit: PSA

DEFINITION:

Under direction, a Payroll Supervisor plans, organizes, coordinates, monitors, audits, and participates in the processing of payroll; supervises assigned staff and daily payroll operations; analyzes, develops, and recommends improvements to the payroll system; ensures accurate disbursements for funds for payment of salaries and benefits; prepares and updates payroll procedure manuals in accordance with collective bargaining agreements, legal requirements, and system modifications and updates; and performs related work as required. 

DISTINGUISHING CHARACTERISTICS:

Payroll Supervisor is the supervisor level class in the series. An incumbent in this class performs work that ensures the day-to-day payroll functions are performed in an effective manner by directing, overseeing, and performing full cycle payroll administration duties.  This class is distinguished from the lower level class of Payroll Administrator because an incumbent in the latter class performs journey level payroll administration duties.

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.

  • Supervises subordinate staff; assigns, directs, and monitors work; provides staff training; evaluates employee performance; initiates or has significant input into disciplinary actions.
  • Participates in the recruitment, selection, and on-boarding process of new departmental employees.
  • Supervises the planning, coordination, and processing of the District-wide biweekly payroll; performs and oversees accurate and timely payroll reconciliations and audits; balances payroll reconciliation and all payroll related accounts; reconciles payroll bank account; and troubleshoots any issues that arise. 
  • Ensures compliance with federal and state regulations and guidelines and adherence to payroll standards, District policies, internal controls, and collective bargaining agreement requirements.
  • Implements processes to ensure proper and accurate determination and reporting of payroll liabilities such as employee and employer federal and state income taxes, Medicare taxes, unemployment insurance, state mandated garnishments, insurance deductions, union dues for represented staff, retirement contributions, and/or loan payments.
  • Oversees the reconciliation and processing of payments made to payroll vendors and benefit providers.
  • Supervises and participates in the preparation, reconciliation, and balancing of various payroll reports including quarterly and annual federal and state tax reports, earnings, deductions, wage garnishments, California Public Employees Retirement System (CalPERS) retirement, and related reports; reviews payroll reports and documents for accuracy; supervises the preparation and distribution of W-2 forms to employees.
  • Supervises the administration of the timekeeping and payroll systems; ensures system integrity and security and quality control of data.
  • Supervises and participates in the identification, development, recommendation, implementation, and testing of payroll system improvements; works with Information Technology staff to maintain system integrity, troubleshoot technical issues, and test system upgrades and/or configuration changes. 
  • Ensures accurate accounting and reporting on all payroll related feeds to Finance. 
  • Supervises and leads the response to audit requests; serves as point of contract for auditors. 
  • Develops and maintains system user procedures and training guidelines and implements procedures to provide adequate guidance and documentation for assigned staff and District staff and management; provides training to staff and management.
  • Responds to inquiries, researches and provides information, and resolves complaints and issues regarding payroll requiring the interpretation and application of policies, rules, collective bargaining agreements, and procedures.
  • Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; identifies and recommends opportunities for improvement; upon approval, implements improvements; assists in developing payroll policies and procedures.
  • Researches, analyzes, and compiles data from various sources; verifies accuracy of information, researches discrepancies, and records information. 
  • Supervises the maintenance of accurate and detailed databases, spreadsheets, files, and records; ensures adherence with established records retention and information security procedures.
  • Composes and edits a variety of documents, including correspondence, letters, memos, forms, and reports. 
  • 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. 
  • Stays abreast of current payroll laws and regulations; interprets and complies with a variety of labor and tax laws which pertain to public employers.
  • Provides assistance with other accounting activities and projects as needed. 
  • Drives a Santa Cruz METRO vehicle to perform assignments. 
  • Performs related work as required.

EMPLOYMENT STANDARDS:

Knowledge of:

  • Principles and practices of employee supervision, including performance evaluation and progressive discipline.
  • Advanced principles and practices of payroll administration including payroll processing, record keeping, and reporting.
  • Principles and practices of governmental accounting, auditing, and financial reporting.
  • Methods and techniques of analyzing, auditing, and recording payroll transactions.
  • Requirements of payroll reporting for internal and external purposes.
  • Computerized financial systems and software applications related to processing payroll.
  • Taxable and non-taxable compensation principles. 
  • Tax liabilities, withholding requirements, and penalties for non-compliance. 
  • Applicable federal, state, and local laws, codes, and wage orders, District policies and procedures, and collective bargaining agreement provisions relevant to area(s) of responsibility.
  • 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, analyzing, 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:

  • Supervise and motivate subordinate staff effectively.
  • Interpret, explain, and apply payroll-related policies, procedures, and regulations.
  • Interpret and apply collective bargaining agreement provisions relating to payroll and benefits. 
  • Supervise and perform detailed payroll processing work accurately and in a timely manner. 
  • Audit and reconcile a variety of financial and payroll documents, transactions, and reports.
  • Assist in developing and implementing policies, procedures, and work standards.
  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Review payroll and other financial documents for completeness and accuracy. 
  • Maintain confidentiality in handling and processing confidential information and data.
  • Understand, interpret, explain, and apply all pertinent laws, codes, and wage orders, District policies, procedures, and internal controls, collective bargaining agreements, and standards relevant to work performed.
  • Research, gather, organize, analyze, and summarize data in a variety of formats.
  • Maintain records and control systems with accuracy and attention to detail.
  • 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.SuSupe

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:

Bachelor’s Degree in accounting, finance, business administration, or related field. 

AND

Five (5) years of experience performing technical bookkeeping, payroll accounting, and financial clerical or related work, preferably in a public agency, including two (2) years of experience administering departmental or agency wide payroll activities in a lead or supervisory role.

LICENSES AND CERTIFICATES:

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

Must be able to obtain and maintain a current, valid 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: 10-27-2023

*BOD Approved: 10-27-2023

*Revised: 00-00-00

*Job Family: Payroll

*Job Series: Payroll Series

*Job Series Level: Supervisor I

*Confidential: Yes