Payroll Supervisor (AM)

Description

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitudes, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having the best employees provides the best service to the community.
Supervises, oversees, and coordinates the work and activities of the Payroll Division of the Finance and Management Services Agency, including preparing, processing, and maintaining the City's payroll and related records and reports, and coordinating and providing support, information, and assistance to staff on payroll issues.

Essential Functions Include But Are Not Limited To

• Oversees, supervises, and monitors the payroll activities for the City, including ensuring regular and special pay runs and tax payments and documents are processed and disbursed accurately and timely; implements and complies with applicable federal and state tax laws rules and regulations related to payroll; and ensures that post-payroll processes are completed.
• Assists in the development, implementation, administration, and prioritization of goals, objectives, policies, and procedures for assigned Payroll Division programs.
• Assigns, directs, coordinates, and reviews work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures; and works with staff to identify and resolve problems.
• Selects, trains, motivates, and evaluates assigned personnel; provides and/or coordinates staff training; works with employees to correct deficiencies; and implements discipline and termination procedures.
• Assists with training and responding to questions from department timekeepers on timekeeping and payroll systems, payroll legislation, and City policy related to payroll.
• Ensures CalPERS pension plan extracts are accurate and filed timely; responds to CalPERS payroll reporting inquiries, discrepancies, audit responses, and action plans.
• Coordinates payroll activities with other departments, divisions, and outside agencies and organizations.
• Provides payroll data to department directors, managers, and budget on historical payroll costs, attendance, and overtime data; calculates and generates various payroll projection reports.
• Assists with responding to payroll questions and inquiries, including assisting employees with payroll calculations, payroll banking issues, and employment and income verification requests; and resolves issues in an efficient and timely manner.
• Assists with the preparation of data for use in labor negotiations.
• Monitors changes and ensures compliance of all relevant and applicable laws, regulations, memorandum of understandings, and policies and procedures.
• Participates in the development, coordination, and implementation of payroll system enhancements, as necessary; participates in coordinating and maintaining payroll system data.
• Assists in the administration of assigned program budgets, including forecasting of funds for staffing, services, equipment, materials, and supplies; helps monitor expenditures; and recommends adjustments, as necessary.
• Performs complex analysis and special projects, as assigned; and prepares and presents reports and other correspondence.
• Provides highly responsible and complex administrative support to management staff.
• Performs other duties as assigned.

Minimum Qualifications

Three (3) years of responsible payroll experience, preferably for a municipality, including one (1) year of supervisory experience. Associate’s degree from an accredited college or university in accounting, finance, public administration, business administration, or a closely related field. Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions. Experience and education must provide the knowledge, skills, and abilities listed below.
KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Modern and complex principles and practices of public agency finance, including payroll data processing systems and procedures; pertinent federal, state, and local public sector laws, codes, and regulations, including Fair Labor Standards Act (FLSA); CalPERS reportable compensation, taxation, and payroll reporting requirements; principles of supervision, training, and performance management; laws and procedures for wage garnishments; legal requirements of payroll processing; principles and practices of accounting, payroll, internal controls, and auditing; payroll software; retirement reporting that includes enrollment, wage earnings, contributions, and separations; principles and practices of recordkeeping; budget administration; principles of mathematics and statistics; principles and practices of data collection, business letter writing, and report preparation; proper English usage, grammar, and punctuation; and modern office practices, procedures, methods, and equipment, including computers and office software applications. Skill in: Making complex arithmetic computations; maintaining payroll records; the use of personal computers and business software applications, including Microsoft Word, PowerPoint, Outlook, and Excel; interacting with others in a professional manner; and engaging in sound problem solving. Ability to: Oversee, coordinate, and direct the day-to-day operations of payroll programs and activities; understand, interpret, and apply Citywide and departmental code, policies, procedures, memorandums of understanding, legal documents, and applicable federal, state, and local policies, laws, and regulations, including FLSA and those pertaining to payroll; recommend, implement, and evaluate goals, objectives, programs, projects, policies, and procedures; research, analyze, and evaluate new service delivery methods and techniques; select, supervise, train, and evaluate staff; conduct research projects and make sound recommendations; communicate tactfully, clearly, and concisely, both orally and in writing; collect, compile, and maintain data and files; prepare clear and concise comprehensive reports and other written materials; make sound decisions within established policy and procedural guidelines; plan, organize, and prioritize a variety of work, projects, and multiple tasks in an effective and timely manner to meet deadlines; maintain appropriate, accurate, and effective recordkeeping; maintain confidentiality of private or sensitive information; understand and follow oral and written communication; and establish and maintain effective working relationships with other City employees, the public, and those contacted in the scope of work.
SPECIAL REQUIREMENTS Possession and retention of an appropriate valid driver’s license or ability to use alternative forms of transportation that would reasonably meet the needs of the position is a condition of continued employment.
Must be willing and able to work evenings, nights, weekends, and holidays, as needed.
HIGHLY DESIRABLE Bachelor’s degree from an accredited college or university in accounting, finance, public administration, business administration, or a closely related field is highly desirable.
Certification as a Certified Payroll Professional (CPP) through the American Payroll Association (APA) is highly desirable.

Selection Process

All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. Stating "See Resume" is not an acceptable substitute for a completed application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide .

Applications will be reviewed by the Human Resources Department. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:
Oral Interview Examination (Tentatively scheduled for April 1, 2025) : (Weight of 100%) will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job. Candidates need a minimum passing score in order to be placed on the eligible list.
The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.

Please visit the following website to view the summary of comprehensive benefits!

Summary of Benefits

(under SAMA)

NOTE: A more complete set of specifications for this classification may be found on the City's website or on file in the Human Resources Department. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contribution toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Santa Ana.

Closing Date/Time: 3/19/2025 11:59 PM Pacific

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• City of Santa Ana

• 714-647-5340

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