Administrative Technician II/III - Payroll Technician

Full Job Description

The City of Alameda is seeking an enthusiastic, dedicated, and conscientious individual to join the City's Finance Department in the role of Administrative Technician II or III - Payroll. As a member of the Finance Department, you will act as an integral part of the payroll and finance team as well as a resource for employees and staff throughout the City.

Under general direction, the Administrative Technician II/III performs advanced level para-professional and technical work involved in the development, coordination and execution of administrative operational activities of assigned specialized areas; performs other related work as required. In addition to meeting the established guidelines for the position, the ideal candidate will have knowledge and/or experience of payroll functions. Experience using Excel and Tyler Munis or a similar ERP system is highly desirable. This position will specialize in select activities of the unit and cross train o support all functions over time.

This position reports to the Payroll Manager.

• Four day, 36 hour work week (Monday through Thursday)
• CalPERS Retirement: Classic Members: 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.75% contribution.
• Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available
• Dental: Comprehensive dental coverage provided to employees and their eligible dependents.
• Vacation: Starting with 75 hours annually and increasing with years of service.
• Holidays: 11 City Holidays and 4 floating Holidays
• Sick Leave: 90 hours annually; unused sick leave is converted to service credit at retirement

Requirements

Positions allocated to this class are assigned to designated specializations such as payroll, human resources, legal services, risk management, crime analysis, and development services financial transactions. They perform journey level technical work involved in administrative operations and generally serve as a functional area coordinator. Incumbents receive general supervision from higher level management, and may provide lead direction to a group of clerical employees. Work in the class is distinguished from that of higher classes in that it is of a more well-defined nature. Certification of eligibility will be issued according to designated specialization and is not transferable to other specializations. Actual responsibilities will vary according to assigned specialization.

Qualifications

Specifics on the Administrative Technician II classification can be found here.
Specifics on the Administrative Technician III classification can be found here.

Examples of Specialization

1. Setting up payroll controls; computing and entering payroll related information; determining cost allocations and payroll taxes; calculating wage assignments; preparing exception reports.
2. Performs the full spectrum of payroll duties, including but not limited to: setting up and processing payroll for the entire City, printing and disbursing time sheets and pay checks, calculating wage garnishments, paying vendors and taxes, billing departments, requesting wire transfers, preparing journal entries, calculating FLSA premium pays and knowledge of regular rate of pay, knowledge of the CalPERS system.
3. Prepare and file quarterly Federal and State tax returns.
4. Maintain timekeeping system including but not limited to: user, workflow, and schedule setups
5. On an annual basis, prepares tax documents for City employees, including W-2, 1095-C, 1099-R and any subsequent corrections.
6. Inputs, collects and assists employees with forms to change their deductions and tax withholdings.
7. Inputs/reviews and verifies time entries for employees from all City of Alameda departments, ensuring correct pay codes, pay rates and hours.
8. Establishes procedures and forms and develops/maintains procedural manuals for both existing and changing policies; corrects, clarifies and informs employees from all levels and from all departments on these existing and changing policies.
9. Maintains knowledge and researches changing policies and government rulings, and ensures City compliance
10. Reviews work to ensure compliance with policy, standards and established procedures, taking into account the Memorandums of Understanding for all bargaining groups, the Fair Labor Standards Act, Internal Revenue Service, Employment Development Department and City policies/ past practice.
11. Ensures payroll is processed in a timely fashion through due diligence and following up with departments.
12. Establishes and maintains various records and complex record keeping systems, including specialized technical computer applications.
13. Conducts various audits, verifies data and information, and researches discrepancies.
14. Performs complex computations.
15. Operates a variety of machines and equipment; performs technical staff work pertaining to the operation and maintenance of specialized equipment and software applications.
16. Researches and prepares a variety of reports, statements and /or logs. Runs and creates reports using both our financial system and report writing software.
17. Provides technical information and instruction regarding applicable procedures and methods; may conduct or coordinate in-service training; maintains knowledge of applicable laws and procedures; interprets and explains rules and regulations; answers questions and resolves problems or complaints.
18. May recommend and participate in the implementation of goals and objectives; establishes schedules, methods and procedures; implements established policies and procedures.
19. Provides lead direction to ensure effective operation of assigned functional area/s; plans, assigns, performs, oversees and reviews.

Additional Information

Education/Experience
Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

Education
Graduation from high school supplemented by specialized training and education related to assigned area/s of specialization.

Experience
Three years of administrative support experience at least one of which shall have been in fields directly related to assigned area/s of specialization, preferably with a public agency.

Knowledge
Knowledge of the principles and practices of assigned specialization and of public administration; appropriate laws, rules and regulations; modern office equipment and designated specialized equipment including applicable computer software and operating programs.

Ability
Ability to effectively perform assigned specialized journey level paraprofessional and technical work; coordinate and perform administrative operational activities of assigned functional areas; provide specialized technical information and instruction; perform technical and statistical work with speed and accuracy; operate a variety of modern office equipment including calculators and computers; maintain and utilize designated specialized computer software and operating systems; interpret and apply established City policies and governmental guidelines and regulations; interpret and analyze information; prepare complex statistical and computerized reports; use initiative and exercise independent judgment; deal with complex and confidential information; establish and maintain accurate records; maintain level of knowledge required for satisfactory job performance; communicate effectively; establish, maintain, and promote positive and effective working relationships with employees, other agencies, and the public; demonstrate an enthusiastic, resourceful, and effective customer service attitude; supervise and train assigned staff.

Other Requirements
Selected positions require possession of a valid California Driver's License and satisfactory driving record as a condition of initial and continued employment.

Selection Process
The examination process may include an application and supplemental questionnaire evaluation, a written exam, and an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. Prior to appointment, a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required by the U.S. Citizenship and Immigration Services.

E-Verify
The City of Alameda utilizes the Federal government's E-Verify program and new employees must provide documentation to establish both identity and work authorization, which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).

Veteran's Preference Credit
A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER
The City of Alameda is proud to be an Equal Employment Opportunity and affirmative action employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.
In compliance with local, state and federal laws and regulations, the City of Alameda will employ and promote qualified individuals without regard to disability. The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must do so no later than the final filing date for receipt of applications, otherwise it may not be possible to arrange accommodations for the selection process. Such requests should be addressed to the Human Resources Department | 1-510-747-4900 | hr@alamedaca.gov | 2263 Santa Clara Avenue, Rm. 290, Alameda, 94501. Requests can be made via email, phone, or in writing via U.S. mail.