Payroll Administrator

Department/Agency of position: 
City of Burlingame Finance Department
Location of position: 
Burlingame, CA
$6,447.29 – $7,831.33 Monthly
Date Posted: 
Friday, September 21, 2018
Closing Date: 
Friday, October 12, 2018
Job Description: 

The City of Burlingame, California is accepting applications for the position of Payroll Administrator!

The Finance Department is seeking a highly motivated Payroll Administrator who under the general supervision of the Deputy Finance Director coordinates and performs the duties of the more complex responsibilities related to payroll and associated accounting operations which include processing of bi-weekly payroll; payroll maintenance; reconciliation and reporting to federal and state agencies and other related duties as required. Experience with prior implementation of payroll systems is desirable.

ESSENTIAL FUNCTIONS: • Recommends and assists in the implementation of goals and objectives related to the administration of City payroll; establishes schedules and methods for the maintenance and processing of payroll; implements policies and procedures. • Maintains the payroll system and employee payroll records; posts and distributes time and attendance records; audits time sheets; inputs approved payroll changes and new employee information; prepares paychecks; distributes paychecks and reports to various departments; and provides technical support to departmental staff. • Demonstrates a full understanding of applicable wage policies, procedures and work methods associated with assigned duties; maintains current knowledge of memoranda of understanding, City, CalPERS, state and federal legislation affecting payroll procedures and the payroll system; develops and implements modifications, ensuring compliance. • Reviews Personnel Action forms and related documents for accuracy and compliance with payroll related policies. • Calculates a variety of pay, including but not limited to, retroactive pay, step increases, and premium pay across bargaining units with different rules. • Determines schedules and timelines for payroll processes and preparation and submission of related reports. • Prepares, reconciles, and submits a variety of bi-weekly, monthly, quarterly and annual payroll reports, including but not limited to payroll taxes reports, retirement, retiree medical trust contributions, deferred compensation, payroll deductions, and sick/vacation accruals. • Creates files for payroll-to-general ledger interface; processes journal entries as well as payroll-to-benefit related interface files; establishes and maintains balancing procedures; reviews and approves all vouchers for payment of payroll liabilities; researches and resolves issues. • Identifies and resolves problems and inconsistencies relative to the maintenance of payroll accounting controls; analyzes payroll activities and develops corrective action. • Administers and maintains the accuracy of the City’s payroll software; implements and tests payroll software system changes; consults with City Information Technology staff, Human Resources staff, Finance staff, and outside vendor regarding software updates. • Recommends and implements system and procedure changes, which includes testing changes in a test software environment, assessing results, and coordinating to obtain software changes/upgrades, and IT Department support as needed to implement new legislation and regulations. • Coordinates with Human Resources staff regarding the implementation of changes to negotiated salary and benefits and their impact on the payroll process. • Reviews new MOU provisions and provides for implementation; tests in system for accuracy; works with software consultant and IT Department to correct problems. • Supports the annual outside audit process, as well as federal, state, CalPERS or any other regulatory audits, by compiling requested information and responding to questions regarding payroll related matters and processes. • Assists employees, benefit vendors and outside agencies with payroll and benefit questions and requests; researches and analyzes data regarding salaries and benefits for cost studies. • May provide lead direction, training and work review to assigned staff. • Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, other payroll professionals, City management and staff, and the public. • Performs other duties as assigned.

IDEAL CANIDATE: Although the primary emphasis of this position is on payroll, an expected allocation of approximately 20% of work will be related to general accounting operations and/or treasury (subject to change based on seasonal workload demands). Due to the small size of the Finance Department, incumbents may often fill in job responsibilities for others as needs arise and will be expected to achieve competency in more than one accounting functional area to the extent that core technical skills are readily transferable to other similar accounting clerical or paraprofessional functions such as data entry, balancing, reporting, and reconciliation.

The ideal candidate will exhibit a positive attitude in working relationships with City staff and managers, have pride in her/his work, value the diversity of their colleagues, and respect the confidentiality of personnel and payroll records, while providing prompt, courteous, and accurate customer service with a high degree of professionalism. The ideal candidate will have strong written and verbal communication skills and be able to think critically and resourcefully while assisting colleagues laterally and upwardly throughout the Finance and Human Resources Departments. The ideal candidate should also exhibit a willingness for continued professional development, self-motivation and resiliency in the completion of tasks.

ESSENTIAL REQUIREMENTS KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position.) Knowledge of: Principles and practice of municipal payroll processing, payroll records maintenance; CalPERS reporting requirements for different tiered employees and different bargaining units; federal, state and local wage and hour laws, codes, ordinance and labor agreements; generally accepted accounting principles; automated payroll systems and operations; methods and practices used in financial and statistical calculations; computerized payroll procedures and practices including basic knowledge of database and system modification; basic principles and practices of governmental payroll accounting; basic bookkeeping and accounting principles; computerized record keeping system principles and practices; basic principles and practices of supervision; applicable federal, state, and local laws, codes, and regulations; standard office procedures, practices, and equipment; modern office practices, methods, and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices.

Ability to: Maintain internal control of payroll operations; interpret, explain and apply a variety of laws and regulations governing payroll administration; accurately maintain payroll records, reports and files; accurately process a complex payroll on a timely basis; identify errors in records and payroll information and make appropriate changes; accurately count, record and balance assigned transactions; update, maintain and test payroll software; independently make decisions regarding procedural activities or requirements; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret and record data accurately; organize, prioritize, and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; maintain confidentiality regarding all employee information; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

Skill to: Operate an office computer and a variety of word processing, spreadsheet and software applications, including payroll and other financial systems.

QUALIFICATIONS: Education and/or Experience: Any combination of education and experience that has provided the knowledge, skills, and abilities and skills necessary for a Payroll Administrator. A typical way of obtaining the required qualifications is to possess the equivalent of five years of increasingly responsible experience in the preparation and processing of payroll in a multi-union environment including two years in coordinating payroll processes and administering laws and regulation changes. A Bachelor’s Degree in Mathematics, Business, Finance, or Accounting, or related field is highly desirable.

License/Certificate: Possession of, or ability to obtain, a valid Class C California driver’s license.

BENEFITS: • Retirement: CalPERS 2.5% at 55 for Classic members and 2.0% at 62 for New members; Classic members contribute 1.5% of the City’s contribution to CalPERS retirement via payroll deduction on a pre-tax basis • Health Insurance: Choice of CalPERS Medical plans. City pays up to 92.5% of medical premium of most medical plans • Dental and Vision for employee and dependents • Long-Term Disability Insurance plan pays 60% of monthly salary ($3,500 max) • Term life insurance policy in the amount of $75,000 • Vacation leave of 10 days for the first 4 years and increases with years of service • Fourteen paid holidays per year (includes 2 floating holidays) • Sick Leave: 12 days per year • Deferred Compensation: City contributes $45 per pay period matching contribution to a 457 plan • Section 125 Flex Benefit: Un-reimbursed Medical and Child Care • Transportation Incentive Program • Reduced fee for City Recreation fitness classes

HOW TO APPLY: This recruitment will close Friday, October 12, 2018 at 5:00 p.m. PST or upon receipt of the first 100 applications, whichever occurs first.

Interested candidates must submit a completed on-line employment application, resume, and responses to the supplemental questions. A resume is required, and a resume in lieu of a completed application will not be accepted. Faxes will not be accepted. Applicants must submit a fully completed application for consideration.

Applicants are encouraged to apply on-line at

SELECTION PROCESS: All applications will be reviewed for relevant education, experience, training and other job related qualifications. Meeting the minimum qualifications does not guarantee that a candidate will be invited to participate in the selection process. The candidates who best match the needs of the City will be invited to participate in an oral panel interview process. An eligibility list for this position will be established from those who pass the oral panel interview and written examination. The list will remain in effect for at least one year unless exhausted sooner.

Oral panel interviews with written examination are tentatively scheduled for the week of October 22, 2018.

The department will invite the most qualified candidates from the eligibility list to a final department interview. The Finance Director will make the final appointment.

Note: The City of Burlingame reserves the right, at its discretion, to limit the number of qualified candidates invited to the selection process.

FINE PRINT Prior to appointment, candidates will be required to: • pass a fingerprint check submitted to the Department of Justice • pass a background investigation, drug screen and physical examination • comply with The Immigration Reform and Control Act of 1986 and provide proof of identity and authorization to work in the United States at date of hire

This position has a 12 month probationary period from the date of hire. Whereby, the selected candidate must receive a rating of no less than ‘satisfactory’ at the end of the probationary period to continue forward with employment. During the 12 month probationary period, the selected candidate can be terminated with, or without cause.

The City of Burlingame is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, religion, ancestry, physical or mental disability, marital status, sexual orientation, or national origin in its employment actions, decisions, policies, and practices. The duties described in this job announcement are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job announcement does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.