Payroll Supervisor

Payroll Supervisor
Orange County Fire Authority Finance Department
 Irvine, California
Job Description

The Orange County Fire Authority (OCFA) is currently recruiting to fill one (1) vacancy in the Business Services Department, Finance Division, for the position of Payroll Supervisor. This recruitment will be used to fill the current vacancy and establish an eligibility list for future vacancies.

CLASS SUMMARY:

Under general direction, plans, organizes, supervises, and reviews the work of staff involved in the preparation, processing, and maintenance of the OCFA’s payroll system and related records and reports; compiles, analyzes, and prepares a variety of scheduled payroll related reports and specialized reports as requested; performs complex and difficult financial and payroll analyses; and performs related work as required. Receives general direction from assigned management personnel. Exercises direct supervision over technical staff.

DISTINGUISHING CHARACTERISTICS:

This is a full supervisory-level class that exercises independent judgment on diverse and specialized payroll functions with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of assigned staff and for maintaining finance information technology applications including staffing, timekeeping, and financial management systems and is responsible for providing professional level support to the Payroll Manager in a variety of areas. Performance of the work requires the use of independence, initiative, and discretion within established guidelines.

ESSENTIAL FUNCTIONS

(These duties are intended to be representative sample of the duties performed by the class.)

  • Plans, organizes, assigns, supervises, and reviews the work of staff responsible for preparing and processing OCFA’s payroll; trains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
  • Analyzes and reviews preliminary and final payroll register and other computerized payroll reports to ensure that all payroll information has been accurately updated.
  • Participates in the development of goals, objectives, policies, and procedures for assigned services and programs; recommends and implements policies and procedures including standard operating procedures for assigned operations.
  • Coordinates and participates in the work of staff engaged in payroll preparation, distribution, and reporting processes, including the correct set up of employees in the payroll system; verification, audit, editing and processing of employee payroll data for bi-weekly payrolls; verification of accurate calculations for step increases, promotions, demotions, acting pay, retroactive pay and adjustments for separations/terminations, leaves of absence without pay and wage assignments/garnishments; ensures the timely resolution of errors and discrepancies; approves the generation and distribution of paychecks; ensures strict compliance with OCFA policies and procedures, Memoranda of Understanding (MOU) provisions and all applicable State and federal legal requirements.
  • Ensures appropriate system processes and procedures are in place to ensure compliance with all State and federal payroll tax requirements; reconciles and transmits timely payment of quarterly and annual payroll taxes; assists with preparation of tax statements including 941 statement, W-2’s and other tax-related documents; ensures timely reporting and payment of miscellaneous withholdings to appropriate agencies; reviews tax publications and obtains information from tax agencies regarding changes in reporting requirements and tax treatments for various types of compensation and benefits plans.
  • Transfers payroll information to the general ledger; resolves errors caused by inappropriate earning codes, deduction codes, and/or benefit codes; sets up new earnings, deductions, and benefits codes; recommends proper usage of account codes.
  • Provides technical advice to staff concerning payroll administration and the implications of changes in retirement, benefit plans, and collective bargaining agreements.
  • Conducts research, analyzes payroll data, and performs special projects for management staff; compiles and prepares a variety of confidential payroll-related reports; analyzes, calculates and prorates related accounts and fiscal records as required.
  • Works with Information Management staff to install, test, and implement systems changes to resolve problems, improve processes and/or meet new requirements; participates in implementing and testing new tax schedules in the system; reviews, interprets and manages implementation of payroll-related portions of negotiated collective bargaining agreements in a timely manner.
  • Consults with the Human Resources Department concerning submittal of required forms to process pay increases, promotions, demotions, transfers, reassignments, terminations, etc., and coordinates the timely receipt of electronic time sheets from the divisions.
  • Monitors, plans, and prioritizes staff assignments to balance the workload and ensure the timely completion of work; develops and revises payroll procedures and work methods for the unit to ensure standards for accuracy, timeliness, and adherence to operational procedures.
  • Provides staff assistance to management; prepares and presents staff reports and other written materials; supervises the establishment and maintenance of reports, records, and files; ensures the proper documentation of operations and activities.
  • Ensures staff observe and comply with all OCFA and mandated safety rules, regulations, and protocols.
  • Performs related duties as assigned.

MINIMUM QUALIFICATIONS

  • An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

EDUCATION (position requirements at entry):

  • High School Diploma or General Equivalency Diploma (GED), supplemented by college level coursework in bookkeeping, accounting, business administration, finance, or a related field

EXPERIENCE (position requirements at entry):

  • Four (4) years of increasingly responsible experience performing payroll duties and functions, including two (2) years of experience in a lead capacity

LICENSES AND CERTIFICATIONS (position requirements at entry):

  • Possession of, or successful acquisition by time of appointment, a valid Class C California driver’s license, to be maintained throughout employment.

HIGHLY DESIRED QUALIFICATIONS:

  • Experience with a Public Agency
  • Payroll experience with a Fire or Public Safety Agency (Examples of public agencies may include cities, counties, public education institutions, special districts/authorities, and state and federal government)
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