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Resolution - 2022-03RESOLUTION 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 1 3 4 1 5 Monthly $4,534 1 $4,773 1 $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 i11!- 5. . Castellanos Mayor ATTEST VS&m& Lisa She ick Assista 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: Castellanos, Diaz, Lopez-Viado, Tabatabai, Wu NOES: None ABSENT: None ABSTAIN: None qJh Lisa She k Assistanj�ity Clerk EXHIBIT A CLASS SPECIFICATIONS - PAYROLL SPECIALIST 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.