Payroll Analyst

Job Description:

Payroll Analyst

Description

Job Summary

EMPLOYMENT OPPORTUNITY WITH THE CITY OF VERNON

PAYROLL ANALYST

MONTHLY SALARY: $7,904 - $9,607

PLUS AN EXCELLENT BENEFITS PACKAGE

FINAL FILING DEADLINE

WEDNESDAY, MARCH 12, 2025, 11:59 PM OR WHEN WE RECEIVE THE FIRST 100 QUALIFIED APPLICATIONS, WHICHEVER OCCURS FIRST

THIS RECRUITMENT IS TO FILL ONE FULL-TIME VACANCY IN THE FINANCE DEPARTMENT AND TO ESTABLISHE AN ELIGIBILITY LIST TO BE USED FOR FUTURE VACANCIES.

Under general supervision, maintains and prepares City-wide payroll, technical reports, employee benefits records, and other specialized and complex technical and accounting records for the Finance Department; researches difficult technical issues, reconciles records and accounts, resolves discrepancies, and maintains the accuracy of the payroll records.

DISTINGUISHING CHARACTERISTICS: The Payroll Analyst, is the advanced journey level classification within the Payroll series, responsible for performing a variety of difficult, specialized and complex work assigned to the series; including various ad-hoc technical spreadsheets and reports for management’s use for decision-making, payroll administration, processing, reporting and recordkeeping; ensures ongoing federal and state regulatory compliance along with City policies, procedures, and the various Memorandum of Understandings (MOUs) and implementation of technical tax law and accounting principles and procedures. Incumbents are expected to perform a full range of broad and complex duties, works primarily independently, and assume higher responsibility for researching and maintaining payroll records, files and required reporting. This is a single incumbent position assigned tasks above the journey level and may be assigned lead responsibilities over designated staff.

Essential Functions

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job flyer does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Reviews timesheets and source documents for validity and accuracy of information; determines proper handling of payroll and the application of federal and state tax laws and regulations, along with City policies, procedures, and MOUs; provides support to City Departments to perform corrections of timesheet errors.
• Reviews and enters timesheets, benefits and deductions, and related data into the City’s payroll systems; verifies and enters data, processes transactions, validates data, and compiles documentation.
• Verifies all payroll and benefit duties are performed in a timely and accurate manner and are executed in accordance with all Federal, State Wage and Hour laws, tax regulations, and City policies and MOU guidelines.
• Reviews and completes accurate and timely payroll entries for general ledger processing.
• Processes Human Resources personnel actions and related transaction forms timely.
• Generates, reviews, and submits biweekly pensionable wages to the state pension system; schedules and remits pension contributions in accordance with established pension policies and procedures, submits wage corrections/adjustments as needed.
• Reconciles technical records according to City policies; reviews payroll records and corrects errors as required; reviews the accuracy of the payroll records and make improvement recommendations.
• Compiles monthly payroll reports for month-end entries; balances and prepares various payroll tax returns and deposits; reviews and prepares routine to complex accounting journal entries; develops and maintains extensive spreadsheets, and documents updated and accurate information.
• Schedules biweekly payroll tax deposits. Prepares and files quarterly payroll tax returns with federal and state government agencies.
• Performs the W-2 to 941 reconciliation, identifies discrepancies and makes the appropriate corrections as needed; timely files the annual Form W-2 and distributes them to City employees.
• Prepares amended annual and quarterly federal and state tax returns as needed.
• Prepares the annual calculation of excess vacation and sick leave hours in accordance with City policies and MOUs, and communicates the payout amount to employees.
• Prepares ad-hoc spreadsheets and reports that will assist management during labor negotiations, labor force discussions, review of department’s labor costs, budgetary review, and other analytical review of City payroll.
• Prepares and files mandated annual payroll reports by various federal and state government agencies.
• Evaluates and reviews department data and time records and resolves inconsistencies to ensure conformance with federal and state laws and regulations, City MOU's, policy, regulations, and resolutions, and pension law requirements.
• Performs advanced review and troubleshooting of payroll system processes and practices and make improvement recommendations.
• Assures that all reports and paperwork are completed accurately and in a timely manner; reviews, updates, corrects, retrieves, and releases information according to procedures; collects payroll, benefits, and administrative information, and compiles data for reports; prepares and distributes required reports.
• Oversees payroll records and associated filing systems; ensures data is accurately entered into the City’s enterprise resource planning (ERP) system; maintains and reviews additional accounting and technical transaction databases as needed.
• Provides work direction and training to designated less experienced staff.
• Interprets and explains federal and state rules and regulations, and City policies and procedures while exercising the highest degree of confidentiality; responds to and resolves routine to complex customer service issues in a courteous and respectful manner; answers questions and resolves issues within scope of authority and City guidelines; cross-trains in other accounting and administrative jobs.
• Processes routine to complex requests for information and attempts to resolve them by researching files and records; explains rules, policies, and procedures; explains the proper use and completion of forms and documents; refers matters requiring policy interpretation to supervisor for resolution; coordinates solution of customer service issues with other department staff, and effectively communicates customer service issues.
• May coordinate and review the work of designated staff.
• Assists in the implementation, configuration, maintenance, testing, and training of new and existing payroll systems. Performs routine updates and maintenance of the payroll system, including maintenance of pay and deduction codes.
• Assists with establishing and forecasting payroll-related costs for budgetary and planning purposes.
• Assists with gathering information, responding to inquiries, and preparation of schedules relating to the fiscal year-end audit.
• Provides assistance in other Finance Department functional areas as assigned.
• Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications

Education, Training and Experience Guidelines:
Bachelor’s degree from an accredited college or university in Accounting, Finance, Business, or related field; AND four years of progressively responsible public sector payroll administration experience, accounting experience is desirable, and (1) of the required four (4) years of experience must include lead or supervisory responsibilities.

Supplemental Information

Knowledge of:

• Federal and state payroll tax law.
• Pension law.
• City organization, operations, policies, and procedures.
• City Code, City Ordinances, and Operating Manuals.
• Principles and practices of accounting and payroll.
• Techniques and methods of statistical data compilation, recording and reporting.
• Applicable federal and state statutes, rules, codes, and regulations governing payroll and benefits.
• Reporting requirements of various state and federal agencies.
• Customer service standards and protocols.
• Business computers and standard MS Office software applications.

Skill in:

• Interpreting and explaining City policies, and federal and state laws governing payroll accounting.
• Maintaining and reconciling payroll documentation, information, and reports.
• Organized and able to meet multiple deadlines and strict time frames for payroll processing and required reporting.
• Organizing and maintaining departmental records and filing systems.
• Effectively organizing, prioritizing assigned work.
• Performing work with accuracy and attention to detail. Entering numerical and related information into a computer system with speed and accuracy. Maintaining accurate and interrelated financial and technical records. Validating, tabulating, balancing and reconciling data. Operating a personal computer utilizing a variety of business software.
• Answering incoming calls and responding to inquiries.
• Monitoring the work of other lower-level staff.
• Exercising sound judgment and discretion in problem situations.
• Following verbal and written instructions and procedures.
• Dealing tactfully and courteously with employees, and the public.
• Communicating effectively verbally and in writing.
• Establishing and maintaining cooperative working relationships with co-workers.

LICENSE AND CERTIFICATION REQUIREMENTS:
A valid California State Driver’s License is required. Certified Payroll Professional preferred.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment.

SELECTION PROCESS: Completed application packets will be reviewed and only the first 100 qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City, will be invited to participate further in the selection process. The selection process may include a written in-person multiple choice exam tentatively scheduled for March 19, 2024 , and an external virtual panel interview tentatively scheduled for March 24, 2025. Failure to state all pertinent information may lead to elimination from consideration. Applications must be submitted online . If you submit multiple applications, only the most recent application will be considered. Stating "see resume" is not an acceptable substitution for a completed application. To view the complete job description, please visit our website at www.cityofvernon.org. It is the applicant's responsibility to notify the Human Resources Department of any changes to their contact information. Following the closing of the filing period for this recruitment, the Human Resources Department will review the application materials submitted for minimum qualifications.

CITY OF VERNON
HUMAN RESOURCES DEPARTMENT
Tyler Cashman, Human Resources Analyst
tcashman@cityofvernonca.gov
(323) 583-8811, ext. 312

“The City of Vernon is an Equal Opportunity Employer”

The City of Vernon offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental vision, life, and long term disability insurance.

Retirement Benefit : Retirement benefits are provided by the California Public Employees' Retirement System (CalPERS):

Effective January 1, 2013, newly hired non-safety employees who are new CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the CalPERS 2% at 62 benefit formula. New members will be required to pay 7% as their member contribution.

An employee who is a "classic" member of CalPERS, will be enrolled in the CalPERS 2.7% at 55 benefit formula. Classic employees urrently pay an 8% employee contribution and a 3% share of the employer contribution.

Cafeteria Benefits Plan : The City offers a monthly allowance towards the purchase of a HMO, PPO or HSA medical plan for the employee and their family members. Any remaining amount can be used towards the purchase of a HMO or PPO Dental plan and Vision coverage for dependents. Vision coverage is included at no cost to the employee. Supplemental Insurance plans are available.

Holiday pay : The City has 13 authorized holidays per calendar year.

Bilingual pay : Employees in eligible positions who successfully demonstrate Spanish speaking skills would be eligible to receive an additional $275.00 a month.

Vacation:
Continuous Years of Service Vacation Hours Earned Bi-Weekly Accrual
1st year thru 4th year 80hrs; 3.08 accrual rate
5th year thru 9th year 100hrs; 3.85 accrual rate
10th year thru 14th year 120hrs; 4.62 accrual rate
15th year thru 24th year 160hrs; 6.16 accrual rate
25th year and more 190hrs; 7.31 accrual rate
City offers vacation cash out.

Sick Leave : All full-time employees shall accrue up to 80 hours of sick leave per calendar year, at a rate of 3.08 hours per pay period.

Tuition Reimbursement : $2,200.00 is available to those who satisfactorily complete job related college courses.

Hybrid Work Program: The City offers a hybrid work schedule for elgible positions. The City allows a combination/flexible work schedule upto 50% remote work.

Other Benefits : Most employees work a 4/10 schedule. In addition, the City offers paid parental leave, bereavement leave and jury duty.

Miscellaneous Benefits : The City provides an interest-free loan program for the purchase of a computer, corrective eye surgery and a hearing aide device.

The City of Vernon encourages you to log onto our website for the benefit details www.cityofvernon.org

Closing Date/Time: 3/12/2025 11:59 PM Pacific

Salary:

$94,827.20 - $115,273.60 Annually