Payroll Administrative Technician III

The City of Alameda is seeking an enthusiastic dedicated and conscientious individual to join the Citys Finance Department in the role of Administrative Technician III - Payroll. As a member of the Finance Department you will act as an integral part of the payroll and finance team as well as a resource for employees and staff throughout the City.

Under general direction the Administrative Technician III performs advanced level para-professional and technical work involved in the development coordination and execution of administrative operational activities of assigned specialized areas; performs other related work as required.In addition to meeting the established guidelines for the position the ideal candidate will have knowledge and/or experience of payroll functions. Experience using Excel and Tyler Munis or a similar ERP system is highly desirable.This position will specialize in select activities of the unit and cross train o support all functions over time.

This position reports to the Payroll Manager.

• Four day 36 hour work week (Monday through Thursday)
• CalPERS Retirement: Classic Members: 2% at 55 formula 8.868% contribution; New Members 2% @ 62 formula 8.75% contribution.
• Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available
• Dental: Comprehensive dental coverage provided to employees and their eligible dependents.
• Vacation: Starting with 75 hours annually and increasing with years of service.
• Holidays: 11 City Holidays and 4 floating Holidays
• Sick Leave: 90 hours annually; unused sick leave is converted to service credit at retirement

Positions allocated to this class are assigned to designated specializations such as payroll human resources legal services risk management crime analysis and development services financial transactions. They perform advanced level paraprofessional and technical work involved in administrative operations and may serve as a functional area coordinator an assistant to a program manager or as a specialist in a functional area. Incumbents receive general supervision from higher level management and may provide lead direction to a group of clerical employees. Incumbents are expected to work with high degree of independence. Work in the class is distinguished from that of lower classes by the full level of initiative responsibility and accountability involved. Certification of eligibility will be issued according to designated specialization and is not transferable to other specializations. Actual responsibilities will vary according to assigned specialization.

Specifics on the Administrative Technician III classification can be foundhere.

Examples of Specialization

1. Setting up payroll controls; computing and entering payroll related information; determining cost allocations and payroll taxes; calculating wage assignments; preparing exception reports.
2. Performs the full spectrum of payroll duties including but not limited to: setting up and processing payroll for the entire City printing and disbursing time sheets and pay checks calculating wage garnishments paying vendors and taxes billing departments requesting wire transfers preparing journal entries calculating FLSA premium pays and knowledge of regular rate of pay knowledge of the CalPERS system.
3. Prepare and file quarterly Federal and State tax returns.
4. Maintain timekeeping system including but not limited to: user workflow and schedule setups
5. On an annual basis prepares tax documents for City employees including WC 1099-R and any subsequent corrections.
6. Inputs collects and assists employees with forms to change their deductions and tax withholdings.
7. Inputs/reviews and verifies time entries for employees from all City of Alameda departments ensuring correct pay codes pay rates and hours.
8. Establishes procedures and forms and develops/maintains procedural manuals for both existing and changing policies; corrects clarifies and informs employees from all levels and from all departments on these existing and changing policies.
9. Maintains knowledge and researches changing policies and government rulings and ensures City compliance
10. Reviews work to ensure compliance with policy standards and established procedures taking into account the Memorandums of Understanding for all bargaining groups the Fair Labor Standards Act Internal Revenue Service Employment Development Department and City policies/ past practice.
11. Ensures payroll is processed in a timely fashion through due diligence and following up with departments.
12. Establishes and maintains various records and complex record keeping systems including specialized technical computer applications.
13. Conducts various audits verifies data and information and researches discrepancies.
14. Performs complex computations.
15. Operates a variety of machines and equipment; performs technical staff work pertaining to the operation and maintenance of specialized equipment and software applications.
16. Researches and prepares a variety of reports statements and /or logs. Runs and creates reports using both our financial system and report writing software.
17. Provides technical information and instruction regarding applicable procedures and methods; may conduct or coordinate in-service training; maintains knowledge of applicable laws and procedures; interprets and explains rules and regulations; answers questions and resolves problems or complaints.
18. May recommend and participate in the implementation of goals and objectives; establishes schedules methods and procedures; implements established policies and procedures.
19. Provides lead direction to ensure effective operation of assigned functional area/s; plans assigns performs oversees and reviews.

Education/Experience
Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

Education
Graduation from high school supplemented by specialized training and education related to assigned area/s of specialization.

Experience
Four years of administrative support experience in fields directly related to assigned area/s of specialization: Payroll Finance Human Resources and/or IT.

Knowledge
Knowledge of the principles and practices of assigned specialization; appropriate laws rules and regulations; modern office equipment and designated specialized equipment including applicable computer software and operating programs.

Ability
Ability to effectively perform assigned specialized advanced level paraprofessional work; develop coordinate and execute administrative operational activities of assigned specialization; facilitate and promote work integration; initiate and coordinate collaborative work with other departments and divisions; provide specialized technical information and instruction; perform technical and statistical work with speed and accuracy; operate a variety of modern office equipment including calculators and computers; maintain and utilize designated specialized computer software and operating systems; develop and maintain specialized software applications; interpret and apply established policies and governmental guidelines and regulations; interpret and analyze information; prepare complex statistical and computerized reports; use initiative and exercise independent judgment; deal with complex and confidential information; establish and maintain accurate records; maintain level of knowledge required for satisfactory job performance; communicate effectively; establish maintain and promote positive and effective working relationships with employees other agencies and the public; demonstrate an enthusiastic resourceful and effective customer service attitude; supervise and train assigned staff.

Other Requirements
Possession of a valid California Drivers License and satisfactory driving record at the time of appointment is required as a condition of initial and continued employment only if the operation of a vehicle rather than the employees ability to get to/from various work locations in a timely manner is necessary to perform the essential functions of the position.

Selection Process
The examination process may include an application and supplemental questionnaire evaluation a written exam and an oral interview. The examination process may test for but is not limited to the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidates technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date time and location of examinations approximately two weeks in advance.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the Citys Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. Prior to appointment a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment you must furnish proof of your identity and eligibility for employment in the United States as required by the U.S. Citizenship and Immigration Services.

E-Verify
The City of Alameda utilizes the Federal governments E-Verify program and new employees must provide documentation to establish both identity and work authorization which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).

Veterans Preference Credit
A job applicant qualifies as a veteran if honorably discharged from active military reservist or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of case of discharge attributable to service-connected injuries or illnesses the 18 months active duty requirement need not be fulfilled. An applicant claiming veterans preference credit must attach to their application a legible copy of their DD-214 verifying the type of discharge and date(s) of active service.NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER
The City of Alameda is proud to be an Equal Employment Opportunity and affirmative action employer. We celebrate diversity and do not discriminate based on race religion color national origin sex sexual orientation age veteran status disability status or any other applicable characteristics protected by law.

In compliance with local state and federal laws and regulations the City of Alameda will employ and promote qualified individuals without regard to disability. The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must do so no later than the final filing date for receipt of applications otherwise it may not be possible to arrange accommodations for the selection process. Such requests should be addressed to the Human Resources Department 1- 2263 Santa Clara Avenue Rm. 290 Alameda 94501. Requests can be made via email phone or in writing via U.S. mail.