PAYROLL ADMINISTRATOR

Job Specifications

Class Code:	BK9
Analyst:	TC, MM

Date Originated:	7/12
Dates Revised:	01/15

COUNTY OF SANTA CRUZ

DEFINITION

Under general direction, to plan, organize, coordinate and direct the operation of the Payroll Section of the Auditor-Controller-Treasurer-Tax Collector’s Office;  develops, implements, and interprets policies and procedures relating to the County payroll functions;  responsible for ensuring that tasks connected with issuing the county and special district payrolls and maintaining master payroll records are completed; directs the work of subordinates engaged in payroll and personnel processing and record-keeping activities; and performs other duties as required.

DISTINGUISHING CHARACTERISTICS

This single position class is responsible for supervising and coordinating all functions of the Payroll Section, including the proper interpretation of payroll laws and regulations, and accounting functions for the County and special districts with respect to payroll.  The work of this position requires knowledge of all operations involved in processing a computerized payroll for a large number of employees.

TYPICAL TASKS

Plans, organizes, and directs overall activities of the payroll section of the Auditor-Controller-Treasurer-Tax Collector’s Office; researches, analyzes and solves difficult fiscal problems pertaining to payroll processes; establishes priorities and ensures that reports prepared by staff are accurate, adhere to acceptable payroll standards and conform to state and federal laws, rules, and regulations; responsible for the implementation of Fair Labors Standards Act; analyzes, interprets and translates payroll processes to the Information Services Department (ISD); develops and implements changes or additions to the payroll and timecard system; assists with payroll system enhancements, updates, fixes, and required regulatory changes; identifies and executes payroll system testing; acts as liaison with ISD on payroll system validation; analyzes and interprets laws pertaining to payroll and advises ISD on the most effective payroll system changes to ensure compliance; serves as system administrator for the e-Time Card program and is responsible for all payroll system changes and improvements, and providing technical assistance and training to departmental payroll clerks; ensures efficient work flow between other units and offices; provides technical assistance to departmental staff and to staff in other departments and special districts; directs the preparation and/or prepares payroll reports for the IRS and CalPERS, special districts, the State and other agencies; identifies maintains QTD and YTD employee master files; prepares and balances all quarterly Federal and State reports for County and Special Districts; prepares and balances all end of year reports to Federal and State agencies including issue of W2's to employees; reviews all payroll audit reports and various payroll and personnel documents for accuracy; balances payroll reconciliation and all payroll related funds; reconciles payroll bank accounts; controls and balances  budgeted positions in County; maintains all payroll schedules; updates payroll system with all M.O.U. implementations and changes; participates in Payroll/Personnel Task Force; hires, trains and evaluates Accounting Technicians and other subordinate clerical staff; represents County at State Wide Payroll Manager meeting; determines work priorities and delegates assignments.

EMPLOYMENT STANDARDS

Knowledge of:

Thorough knowledge of:

• Federal State and Federal taxing regulations, including liability and penalties for non-compliance.

• Principles and practices of payroll preparation and related records and reports.
• Office organization, procedures and practices.
• Automated payroll and timekeeping software programs.
• Fair Labor Standards Act.

Working knowledge of:

• Use of computerized record-keeping systems in processing payroll.
• Accounting clerical methods, forms and techniques.

Some knowledge of:

• Principles of supervision and training.

Ability to:

• Plan, assign, supervise and coordinate the work of subordinate staff performing a wide variety of clerical functions connected with processing payroll documents and maintaining master payroll records and processing travel claim reimbursement. Perform highly complex and responsible clerical and clerical accounting tasks requiring the exercise of considerable interpretative ability and judgment.
• Understand, interpret and apply a wide variety of policies, procedures and regulations relating to payroll operations and the efficient functioning of computerized payroll and timekeeping systems.
• Understand, interpret and apply IRS and State regulations relating to Payroll and Travel Expenses to all payroll operations and accounting functions.
• Review, analyze, develop and document system processes and procedures.
• Analyze and evaluate complex data.
• Perform complex and technical fiscal and payroll work.
• Audit and reconcile a variety of internal financial documents, transactions and reports.
• Evaluate centralized payroll operations and recommend modifications to programs, policies, and procedures as appropriate to improve services and/or ensure compliance with applicable laws and regulations.
• Assist in providing training and/or technical assistance to system users.
• Orally present and discuss complex issues related to payroll.
• Reconcile differences within the record-keeping system using mathematical skills, accounting clerical techniques, and knowledge of controls and limitations of the computerized system.

• Effectively organize workflow and establish priorities to meet frequent deadlines.
• Develop and implement new procedures and forms to meet changing needs.
• Analyze problem situations and develop an effective course of action.
• Establish and maintain effective working relationships with a variety of groups and individuals.
• Deal with confidential and sensitive material and maintain confidentiality.

• Maintain complex records.
• Prepare reports and correspondence.

Education and Experience: Any combination of education and experience that would provide the required knowledge and abilities is qualifying, unless otherwise specified. A typical way to obtain the knowledge and abilities would be:

Three years of increasingly responsible experience in the administration of the payroll function for a County department performing a wide range of complex payroll activities, including use of computerized record keeping systems, interpretation of complex policies and procedures, and one year of supervisory experience.

Background Investigation:  Fingerprinting is required.

PREVIOUS CLASS TITLES: None

Bargaining Unit: 41

EEOC Job Category: 06

Occupational Grouping: 10

Workers' Comp Code: 0053