CITY OF SUNNYVALE

SENIOR ACCOUNTANT-CONFIDENTIAL

SUB-CLASS:  PAYROLL

DEFINITION

Under general direction, participates, plans, directs, and coordinates the activities associated with the administration of the City's payroll.  Processes, audits, prepares and monitors the City’s payroll in order to produce a bi-weekly payroll in a timely manner;  provides procedural instruction and training to City staff.  Performs the full array of accounting duties involved in the processing of payroll; reviews and supervises the reconciliation of payroll reports and journal entries.  Responsible for submission of compliance reports such as: PERS, Federal and State tax deposits and quarterly reports.

DISTINGUISHING CHARACTERISTICS

The sub-classification of Payroll is characterized by the responsibility to plan, implement and evaluate the payroll process.  Incumbents in this class perform difficult and complex work involving citywide accounting and payroll systems and related aspects of financial management and provide day to day supervision and direction to one or more payroll personnel.  The position is distinguished from the lower level of Accountant by the complexity of work performed and the lead role assigned to it.

ESSENTIAL FUNCTIONS

• Participate in the preparation and administration of the bi-weekly payroll process.
• Plan, prioritize, assign, supervise, and review the work of staff responsible for processing the City’s payroll.
• Participate in the selection of payroll staff; provide or coordinate staff training and evaluations; work with employees to correct deficiencies.
• Review all necessary payroll reports.
• Prepare various reports on the operations and activities of the payroll division.
• Recommend and assist in the implementation of goals and objectives; establish schedules and methods for providing payroll services; implement policies and procedures.
• Participate in the preparation and administration of the payroll budget; submit budget recommendations; monitor expenditures.
• Keep abreast of all payroll-related laws and operations through training, and seminars.
• Serve as a resource to answer employee inquires regarding payroll information including total hours and paycheck discrepancies.
• Review new MOU provisions and provides for implementation.
• Prepare/review pay records for posting to the general ledger; prepare/review payroll journal vouchers; prepare a variety of routine and special reports as necessary; review and approve all vouchers for payment of payroll liabilities.
• Supervises the process of identifying and resolving problems and inconsistencies relative to the maintenance of payroll accounting control; prepares manual checks when necessary; makes wage adjustments.

MINIMUM QUALIFICATION

Education & Experience:

Any combination of education and experience equivalent to completion of a Bachelor’s Degree from an accredited college in accounting, finance, business administration, public administration or human resources.  Plus four (4) years of increasingly responsible payroll work experience, including a minimum of two (2) years of work directly associated with the coordination and preparation of a payroll administration and two (2) years of supervisory or lead experience.

Knowledge, Skills and Abilities:

Knowledge of: 

• Government related payroll systems highly desirable.
• Payroll procedures, processes and mandates.
• Provisions associated with Memorandum of Understanding (MOU).
• Pertinent Federal, State and local laws, codes and regulations including FLSA it as applies to government payroll.
• Principles of supervision, training, and performance evaluation.
• Methods of accounting and financial record keeping.

Skill in:

• Managing and organizing large amounts of data in an accurate and easily understandable manner.
• Accurately and effectively designing large, complex spreadsheets.
• Planning, organizing and prioritizing responsibilities so that projects and reports are completed in a timely and accurate manner.
• Supervising, organizing, and reviewing the work of payroll staff.
• Using independent reasoning to solve complex problems.
• Establishing and maintaining effective working relationships and demonstrating customer service orientation with peers, department representatives elected officials, representatives of other governmental agencies and the public.
• Dealing tactfully and effectively with all City employees and other agencies. 

Ability to: 

• Interpret and explain City payroll policies and procedures.
• Operate personal computer with proficiency including spreadsheet expertise and familiarity with payroll system software.
• Communicate effectively (written and verbal).
• Take initiative and be creative in order to accomplish objectives.
• Function effectively with minimal supervision.
• Work irregular hour as necessary to meet deadlines and achieve objectives.
• Work in a multi-task environment and coordinate several assignments simultaneously.
• Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include sitting for extended periods of time and operating assigned office equipment.
• Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions.
• Make arithmetical calculations quickly and accurately.
• Perform responsible payroll accounting and preparation work.