Definition and Class Characteristics
FLSA: Non-Exempt
Monterey One Water is looking for a professional and knowledgeable individual with payroll background to join the finance department. The ideal candidate will be a team player, proactive, and have strong communication skills.
Join the Monterey One Water Team!
DEFINITION
Under general supervision, performs a wide variety of technical and administrative functions, with an emphasis on payroll; processes, reconciles, verifies, and maintains a variety of, payroll (including those related to accounting), benefit, financial, and statistical records; updates payroll software tables to reflect new memoranda of understanding and new regulations; and performs other job-related duties as required.
CLASS CHARACTERISTICS
The Accounting Technician - Payroll primarily performs technical work related to the payroll function, while also providing a variety of accounting support related to payroll, include account reconciliations, position costing, and preparation or statistical and routine reports. This position works independently, applying well developed program knowledge, and exercising judgment and initiative. Incumbents are expected to coordinate multiple and concurrent activities while exercising confidentiality on payroll, personnel matters, and sensitive issues with minimal assistance. Assignments are performed with the expectation that incumbents have the ability to choose among alternatives in solving job problems and work productively in the absence of a supervisor. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Employees at this level typically apply specialized program knowledge to self-direct the accounting tasks that are essential to the accomplishment of the unit’s desired services or products. Work is normally reviewed only on completion and for overall results. This position is distinguished from the Accountant position, in that the latter is responsible for providing professional level accounting support.
Essential Functions
•Performs and provides technical support in the preparation, maintenance, and operation of the payroll function.
•Updates and maintains the Agency’s timekeeping and payroll software, including hour types, benefit and deduction codes, and salary schedules; ensures their appropriate calculation.
•Reviews and processes timesheets and payroll on biweekly basis, researching and correcting discrepancies as required.
•Processes personnel transactions, including routine changes to employee/payroll records and computing retroactive adjustments, garnishments, retirements or resignation cash-outs; and making appropriate adjustments/changes in the payroll system as needed.
•Balances payroll and ensure appropriate salary/benefit cost distribution relative to general ledger.
•Prepares billable wage calculation for monthly billings and force account wage transfers.
•Reviews source documents for authorization, compliance to rules, regulations, and procedures; determines proper handling for compliance.
•Processes and transmits all payroll related accounts payables transactions.
•Assists departments and employees by providing answers and information regarding payroll, specific account information, discrepancies, and/or general accounting procedures; and updates related files and departments on action items.
•Reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of payroll, accounting, and financial records.
•Prepares, processes, reviews and verifies documents, records, and forms related to payroll and any assigned areas for accuracy, completeness, and conformance to Federal, State or relevant regulations, memoranda of understanding, applicable policies and rules.
•Maintains attention to detail and accuracy while meeting critical deadlines.
•Performs general accounting duties such as reconciling payroll liabilities and preparing necessary adjusting journal entries.
•Prepares and verifies journal vouchers, ledger entries, and varied records and reports related to payroll.
•Maintains records and reports of payroll related transactions that are necessary for completing financial statements, audits, and budgets.
•Prepares payments and reports for Federal and State taxes, deferred compensation and CalPERS for the payroll function.
•Prepares W-2’s for distribution to employees.
•Prepares fiscal year end reports for worker’s compensation.
•Electronically files monthly and quarterly Bureau of Labor of Statistics report.
•Assists with the annual position budget by adding variables to calculate position and benefit costs, entering resulting information into the financial system, and assisting with salary and position related sections of the budget document.
•Gathers financial and statistical information and materials for various payroll-related and statistical reports, which may include the preparation of the Statistical Section of the CAFR.
•Performs general office support duties; preparing correspondence; filing and record keeping; and duplicating and distributing various written materials related to the payroll function.
•Attends training sessions to stay current on new regulations relating to payroll or assigned areas.
•Assists with special projects as required.
•Performs other job-related duties as assigned.
Qualifications
Knowledge of:
•Terminology, rules, policies, and practices of payroll related document processing and record keeping.
•The purpose, methods, and practices of payroll-related record keeping work.
•Applicable Federal and State laws; Agency and Department regulations, codes, policies, and procedures.
•Record keeping and information processing requirements and rules, and policies related to the production of an employee payroll.
•Modern office practices, methods, and computer equipment.
•Computerized accounting and finance systems and computer software and systems related to finance and payroll processes; other computer applications related to work, including word processing and spreadsheet software.
•Payroll reporting and payment requirements of various State and Federal agencies and benefit providers.
•Records management principles and practices.
•Business arithmetic and statistical techniques.
•Principles and practices of auditing payroll documents.
•English usage, grammar, spelling, vocabulary, and punctuation.
•Techniques for effectively providing a high level of customer service to public and Agency staff, in person and over the telephone.
•Public agency finance and account functions, including payroll processes and techniques, employee benefits processes as they relate to payroll, laws, rules, regulations, procedures, and office practices related to the processing and recording of payroll and financial transactions.
Ability to:
•Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures of accounting, payroll processing, employee record keeping functions, and basic employee benefits processes.
•Review payroll and other financial documents for completeness and accuracy.
•Review, post, balance, reconcile, and maintain accurate and confidential payroll records.
•Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll issues.
•Learn, interpret, and apply administrative and departmental policies and procedures.
•Make accurate arithmetic, financial, and statistical computations.
•Maintain attention to detail and accuracy.
•Respond to and effectively prioritize multiple phone calls and other requests for service.
•Compose correspondence and reports independently or from brief instructions.
•Establish, maintain, and research payroll and related accounting records and files.
•Make accurate arithmetic and financial computations.
•Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
•Understand and carry out oral and written instructions.
•Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
•Operate modern office equipment including computer equipment and specialized software applications programs.
•Effectively communicate in person, over the telephone, and in writing.
•Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
•Establish and maintain effective working relationships with those contacted in the course of the work.
Required Education and Experience:
Equivalent to graduation from a two-year college or university with a degree in accounting, finance, or a closely related field and five (5) years of experience in performing payroll office work, including preparing and processing payroll and related reports and transactions. Public agency payroll experience and knowledge of enterprise and integrated financial recordkeeping software systems is highly desirable.
Licenses and Certifications:
Possession of valid California Motor Vehicle Driver’s license and be insurable with the Agency’s insurance at the standard rate, and continue to meet the established driving standards as a condition of employment for this position or suitable alternative transportation to be approved by the Agency.
Physical and Environmental Demands
Physical Demands
•Standing & Walking – Primarily sedentary classification although standing in work areas and walking between work areas may be required.
•Lifting - Ability to safely lift up to 10 pounds overhead and 20 pounds to waist level; both these requirements include bending at knees to facilitate proper lifting techniques: 1 minute up to 5 minutes per day.
•Manual Dexterity - Ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as operating a computer keyboard; copying, and adding machines; writing: 1 hour up to 8 hours per day.
•Visual – Ability to read printed materials and view a computer screen for long periods: 30 minutes up to 8 hours per day.
•Hearing and Speech - Ability to communicate in person, before groups, and over the telephone.
•Mobility – Ability to work in a standard office setting and operate a motor vehicle to visit various meeting sites, reach, carry, push, pull, stoop, and bend.
M1W Values
•Accountability – I take ownership of my job as demonstrated through my words, actions, and attitude.
•Integrity – I am guided by strong ethics and consistently do the right thing.
•Respect – My actions demonstrate that I care about the well-being of others, the organization, and the environment.
•Transparency – My communication and actions are honest, complete, timely and open to public review.
•Collaboration – I value and seek diverse input to optimize opportunities and solutions.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
This position is part of the General Employee Association (GEA)
Employee Benefits PackageHealth Care Coverage
Anthem Blue Cross through ACWA JPIA. Agency pays 100% of the employee contribution and a substantial portion of the dependent contribution.
Dental Care Coverage
MetLife. Agency pays 100% of the employee contribution and a substantial portion of the dependent contribution.
Vision Care Coverage
MetLife. Agency pays 100% of the employee contribution and a substantial portion of the dependent contribution.
Life & AD&D Insurance
MetLife. 1x employee's annual salary plus $15,000, maximum of $265,000, paid by Agency.
LTD/STD
MetLife. Paid by Agency.
Retirement
CalPERS. Local Misc.:
Employees pay 100% of the employee portion.
VacationSix month waiting period, accrual every pay period. 440 is the max accrual.
•1-3 years = 80 hours/year
•3-8 years = 120 hours/year
•8-15 years = 160 hours/year
•15-20 years = 176 hours/year
•20-30 years = 200 hours/year
•31+ years = 4 additional hours per year of service
Sick Leave
Employees are granted 96 hours of sick leave, accrued per pay period. There is no limit to the amount of sick leave an employee may accrue due to the Public Employees Retirement System (PERS) sick leave conversion credit accumulation upon retirement.
Bereavement Leave
Up to five days per incident. Employees can use sick, vacation, compensatory time, or Admin leave.
Military Leave
Temporary military leaves of absence will be granted to engage in ordered military duty.
Holidays
13 paid Holidays per year + 1 floating holiday per year.
EAP
The Agency provides and pays for an EAP Program through Claremont EAP.
Education Incentive
The employee will be reimbursed for books and tuition only and the employee will receive reimbursement of the course with a grade of "C" or higher. There is a 6 month waiting period for this benefit. Reimbursement is limited to the following maximums:
Community College
•- $1,000 per calendar year
University/State School* - $2,500 per calendar year
Master's Degree level* - $3,500 per calendar year
Optional Benefits
AFLAC, Flexible Spending Account (unreimbursed medical and dependent care) and Deferred Compensation Plan (Principal, no matching funds).
Memorandum of Understanding