01/04/2022 - AGENDA ITEM 4 - CONSIDERATION OF JOB DESCRIPTION AND SALARY RANGE FOR PAYROLL SPECIALISTAGENDA ITEM NO. 4
AGENDA STAFF REPORT
WEST" ON
DATE: January 4, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF JOB
SPECIALIST
RECOMMENDATION:
City of West Covina I Office of the City Manager
AND SALARY RANGE FOR PAYROLL
It is recommended that the City Council adopt the following resolution:
RESOLUTION NO.2022-03 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, APPROVING AND ESTABLISHING THE PAYROLL
SPECIALIST CLASSIFICATION
BACKGROUND:
As part of the City's ongoing process of maintaining its position classification plan, the Human Resources
Department, as needed, evaluates and reviews both organizational structures as well as class specifications to
ensure the City is in alignment with current standards, requirements, and qualifications to ensure the City is
providing efficient and effective services to its customers. This review further ensures that required skills,
knowledge and abilities, and essential functions of each classification are in alignment with current demands
and comparable with similar classifications within the public sector labor market.
DISCUSSION:
The Finance Department has not been able to recruit an employee to administer payroll. Both the Accounting
Technician and Accountant positions were advertised over the past six months. However, after several rounds
of interviews and two failed hires it has become apparent that neither position's job description emphasizes
payroll as the primary function. Therefore, staff recommends creating a new title and job description in order
to appeal to candidates seeking a payroll position.
Staff surveyed the following cities: Azusa, Burbank, Downey, El Monte, Monterey Park, Ontario, Pasadena,
Pomona, and Whittier.
Upon approval of the Payroll Specialist position, the Finance Department would be able to recruit
competitively for the best -qualified candidate.
The job description item was provided to the City of West Covina Confidential Employees' Association.
On December 15, 2021, the Human Resources Commission approved the new job description and salary grade
for the Payroll Specialist position.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
Prepared by: Helen Tran, HR/Risk Management Director
Attachments
Attachment No. 1 Resolution No. 2022_03 Payroll Specialist
Attachment No. 2 Exhibit A Proposed Payroll Specialist
CITY Enhance City Image and Effectiveness
COUNCIL
GOALS &
OBJECTIVES:
ATTACHMENT NO. 1
RESOLUTION NO. 2022-03
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, APPROVING AND
ESTABLISHING THE PAYROLL SPECIALIST
CLASSIFICATION
THE CITY COUNCIL OF THE CITY OF WEST COVINA HEREBY FINDS,
DETERMINES, AND DECLARES AS FOLLOWS:
WHEREAS, the Human Resources Department, as needed, reviews class
specifications and/or pay grades to ensure position specifications and compensation are in
alignment with current demands and comparable with similar classifications within the public
sector labor market; and
WHEREAS, the Human Resources Department reviewed the specifications for
existing positions within the Finance Department and determined that a new position
emphasizing payroll as the primary function was needed to appeal to candidates seeking a
payroll position; and
WHEREAS, the Human Resources Department determined it was necessary to
establish a Payroll Specialist classification in order to enable the Finance Department to
recruit competitively for qualified candidates to administer payroll; and
WHEREAS, on December 15, 2021, the Human Resources Commission reviewed
and approved establishing the Payroll Specialist classification with the specification set forth
in Exhibit A, attached hereto and incorporated herein; and
WHEREAS, on December 15, 2021, the Human Resources Commission also
reviewed and approved the salary grade for the new Payroll Specialist classification; and
WHEREAS, the City Council desires to approve establishing the Payroll Specialist
classification with the class specification set forth in Exhibit A; and
WHEREAS, the City Council also desires to approve the new salary grade for the
Payroll Specialist classification.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA HEREBY RESOLVES AS FOLLOWS:
SECTION 1. The City Council hereby approves establishing the Payroll Specialist
classification attached hereto as Exhibit A.
SECTION 2. The City Council hereby approves the following new salary grade for
the Payroll Specialist classification:
Steps
1 1
1 2
3
1 4
5
Monthl
$4,534
$4,773
$5,024
$5,288
$5,567
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall
enter the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 4th day of January, 2022.
APPROVED AS TO FORM
Thomas P. Duarte
City Attorney
Dario Castellanos
Mayor
ATTEST
Lisa Sherrick
Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California,
do hereby certify that the foregoing Resolution No. 2022-03 was duly adopted by the City
Council of the City of West Covina, California, at a regular meeting thereof held on the 4th
day of January 2022, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
EXHIBIT A
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Exhibit A
PROPOSED
CITY OF WEST COVINA
CLASSIFICATION SPECIFICATION
Class Title: PAYROLL SPECIALIST
Bargaining Unit: CONFIDENTIAL EMPLOYEES' ASSOCIATION
Class Code: PRSP
Salary Grade: CEXXX
Salary: $53,408.00 - $66,804.00 Annually
FLSA: NON-EXEMPT
Date Established:
JOB SUMMARY
The Payroll Specialist is responsible for the preparation, administration and maintenance of
City-wide payroll operations, including recurring processes, tax submittals, reporting, and
analysis. While the focus is primarily on payroll functions, this position may also be
responsible for accounting duties, position control, and benefits coordination.
ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude them from the
position if the work is similar, related or a logical assignment to this class.
1. Performs a variety of complex accounting duties in the preparation, processing and
maintenance of salary and payroll/benefits deductions calculations.
2. Verifies and makes changes to salaries; calculates overtime payments, retroactive pay
and separation payouts.
3. Reviews timesheets and source documents for compliance with laws, rules and
regulations; determines proper handling of payroll and technical transactions within
designated responsibilities; coordinates correction of timesheet errors with staff.
4. Coordinates with Human Resources regarding new hire and annual benefits open
enrollment process to ensure accurate and timely implementation of insurance
changes.
5. Assists with biennial budget process by developing salary and benefit forecasting.
6. Assists with position control and budgeting, including salary and position analysis.
7. Provides ongoing City-wide end -user timekeeping system training.
8. Processes payments of employee benefits, federal taxes and state programs (Paid
Family Medical Leave).
9. Issues W-2 and 1095 forms; ensures compliance with all IRS regulations and the
Affordable Care Act; reconciles W-2 reports to quarterly tax payments; calculates and
processes payments for garnished wages and child support.
10. Generates a variety of special and recurring reports which compile hours worked,
overtime, benefits, accruals and leave tracking; researches and analyzes data for
special reports, surveys, and budgeting processes; traces transactions to locate and
resolve discrepancies.
11. Coordinates and maintains audits associated with payroll.
12. Reviews existing processes and systems for potential improvements and implements
changes as necessary.
EXHIBIT A - Payroll Specialist - PROPOSED
Page 2 of 3
13. Reconciles payroll to the General Ledger.
14. Researches and assists in interpreting and applying payroll and benefit laws, rules,
regulations, collective bargaining agreements, policies, and procedures.
15. Working closely with Human Resources staff to ensure consistent implementation of
employment policies and practices, exercising the highest degree of confidentiality.
16. Answers questions from employees, resolves problems and recommends solutions.
17. Cross -trains in a wide variety of Finance duties; assists with cross -training of staff.
18. Maintains timely and regular attendance.
19.Other duties as assigned.
GENERAL QUALIFICATIONS
Knowledge of..
1. Laws, rules and regulations related to payroll and benefits.
2. Principles and practices of public sector personnel administration, confidential records
management, and effective customer service practices.
3. Generally Accepted Accounting Principles (GAAP) in regard to payroll.
4. Electronic record keeping and file maintenance principles and procedures.
5. City organization, operations, policies and procedures.
Ability to:
1. Perform statistical, mathematical and financial analysis, and interpret data.
2. Read and interpret documents, including collective bargaining agreements and legal
regulations.
3. Perform arithmetic computations accurately and quickly.
4. Organize, prioritize, and manage multiple priorities to achieve maximum efficiency
and to meet deadlines.
5. Process an accurate and timely payroll.
6. Maintain confidentiality of information.
7. Support and model the identified vision, values and behaviors of the organization.
8. Establish and maintain effective working relationships
9. Use initiative and independent judgment within established procedural guidelines.
10.Operate a personal computer utilizing a variety of standard and specialist software.
11. Communicate effectively both orally and in writing.
MINIMUM QUALIFICATIONS
Education, Training, and Experience
Any combination of education and experience that provides the required knowledge, skills,
and abilities to perform the essential job duties of the position is qualifying. Incumbents will
possess the most desirable combination of training, skills, and experience as demonstrated
by their past and current employment.
An associate degree in accounting, business, finance or a related field and three (3) years of
payroll -related experience is preferred. Public sector accounting experience preferred.
EXHIBIT A - Payroll Specialist - PROPOSED
Page 3 of 3
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions. While performing the duties of this job, employee regularly performs extensive and
repetitive physical activity involving the arms, wrists, and hands, including writing and using
a keyboard. The employee is also regularly required to sit, talk, or hear, both in person and
by telephone. The position also requires the occasional need to lift and carry materials and
supplies weighing up to 25 pounds. Specific vision abilities required include close vision and
the ability to adjust focus.
SUPPLEMENTAL INFORMATION
The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans
with Disabilities Act, the City will provide reasonable accommodation to qualified individuals
with disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.