City of San Rafael
Job Class Specification
Job Title: Payroll Administrator
SUMMARY:
Under general supervision, performs a variety of complex and specialized payroll and accounting duties related to the processing of the City's payroll and the maintenance of the payroll system; reviews and reconciles a variety of payroll reports including payroll taxes, benefits reports, quarterly taxes, and MCERA retirement contributions; ensures all local, state, and federal rules and regulations are followed; assists with the coordination, preparation, and analysis of the City-wide payroll budget; trains staff on payroll processes, procedures, and reports; assists with a variety of special projects; evaluates payroll processes and procedures and makes recommendations for improvement; interacts with employees regarding questions and concerns regarding payroll issues; maintains up-to-date knowledge of a variety of payroll related requirements; performs related work as assigned.
DISTINGUISHING CHARACTERISTICS:
This is an advanced journey-level single position classification that handles complex and specialized payroll and accounting duties related to the administration of the City's payroll and benefits as well as the maintenance of the payroll system. Incumbents are expected to accomplish the full range of duties independently with only occasional instruction or assistance as unusual or unique situations arise, and exercise sound decision making and independent judgment.
SUPERVISION RECEIVED AND EXERCISED:
The Payroll Administrator receives general supervision from assigned management staff and may supervise or provide direction to assigned para-professional, accounting clerical and clerical staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned.
- Maintains the payroll system and employee pay records; posts and distributes time and attendance records; reviews, audits and corrects time sheets; prepares paychecks; prepares and files required reporting documents in an accurate and timely manner including but not limited to quarterly reports, and annual reporting of W2's.
- Demonstrates a full understanding of applicable wage policies, procedures and work methods associated with assigned duties; maintains current knowledge of City, state, and federal legislation affecting payroll; understands and follows applicable provisions of MOUs.
- Reviews timesheets for completeness and accuracy; prepares pay records for posting to the general ledger; reconciles payroll records to the general ledger; researches and resolves payroll related general ledger issues; prepares payroll journal vouchers; prepares a variety of routine and special reports as necessary; audits and reconciles payroll deductions and earnings registers for reasonableness.
- Processes withholdings, deductions, wage garnishments, or other special payroll actions and changes affecting net wages such as exemptions, and insurance coverage; submits MCERA