Class Code: AS122
FLSA Status: Non-Exempt

Payroll Administrator

Bargaining Unit: SEA

DEFINITION:

Under direction, a Payroll Administrator coordinates and processes payroll in accordance with applicable state and federal laws, personnel rules and policies, California Public Employees Retirement System (CalPERS) laws and reporting rules, Board policy, and collective bargaining agreements; prepares, maintains, and distributes a variety of payroll records and reports; and performs related work as required. 

DISTINGUISHING CHARACTERISTICS:

Payroll Administrator is a journey-level classification responsible for performing full cycle payroll administration duties including preparing, maintaining, and processing payroll and interpretation and implementation of accounting policies and procedures and tax and year-end reporting. The incumbent regularly works on tasks which are varied and complex, requiring considerable discretion and independent judgment. The position relies on experience and judgment to perform complex payroll duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This classification is distinguished from the Payroll Specialist series in that the latter are primarily responsible for time entry processes. This classification is further distinguished from the Payroll Supervisor in that the latter is a full supervisory level class responsible for organizing, assigning, supervising, and reviewing the work of assigned payroll staff.   

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.

  • Plans, coordinates, and processes District-wide biweekly payroll; transfers payroll data from timekeeping system to payroll system software; audits timekeeping data and payroll calculations for accuracy; makes correcting entries and resolves discrepancies; issues paychecks and pay statements.
  • Determines payroll liabilities by calculating and reporting 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.
  • Prepares and balances various payroll reports including quarterly and annual federal and state tax reports, earnings, deductions, wage garnishments, and related reports; prepares and distributes W-2 forms to employees.
  • Prepares, reconciles, and files payroll reports to the California Public Employees Retirement System (CalPERS); makes adjustments in the CalPERS system upon transfer of files. 
  • Serves as system administrator of the timekeeping and payroll systems including setting up and maintaining earning codes, deductions, deduction limits and percentages, pay groups, pay periods, entities, security access, and schedules, as well as business process workflows and reports; ensures system integrity and security and quality control of data. 
  • Identifies, develops, recommends, and participates in 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.
  • Develops and maintains training guidelines and system user procedures; provides training to staff and management. 
  • Responds to audit requests by gathering and providing requested payroll documents. 
  • Participates in conducting new employee orientation by providing assistance and instructions related to payroll procedures, systems, and forms. 
  • 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; refers complex problems and issues to the Payroll Supervisor.
  • Ensures compliance with federal and state regulations and guidelines and adherence to payroll standards, District policies, internal controls, and collective bargaining agreement requirements.
  • Researches and compiles data from various sources; verifies accuracy of information, researches discrepancies, and records information. 
  • Organizes and maintains 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. 
  • May track occupational illnesses and injuries. 
  • May provide technical and functional direction to other staff performing payroll related duties. 
  • Drives a Santa Cruz METRO vehicle to perform assignments. 
  • Performs related work as required.

EMPLOYMENT STANDARDS:

Knowledge of:

  • Principles and practices of payroll administration including payroll processing, record keeping, and 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, 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 payroll-related policies, procedures, and regulations.
  • Interpret and apply collective bargaining agreement provisions relating to payroll and benefits. 
  • Perform detailed payroll processing work accurately and in a timely manner. 
  • 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.
  • Gather, record, 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.

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 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.

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: Journey

*Confidential: Yes