Loading...
2015/12/22 City Council Resolution 2015-190RESOLUTION NO. 2015 -190 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK APPROVING A JOB DESCRIPTION AND SALARY RANGE FOR SENIOR PAYROLL /FISCAL SPECIALIST IN THE FINANCE DEPARTMENT; ADDING A 1.0 FTE SENIOR PAYROLL /FISCAL SPECIALIST AND DELETING A 1.0 FTE PAYROLL /FISCAL SPECALIST WHEREAS, the Finance Department has an Accounting Services Supervisor position with overall responsibility for operations and revenue analysis; and WHEREAS, staff has analyzed staffing needs, options and costs and recommends creation of a new position of Senior Payroll /Fiscal Specialist to provide indirect or direct supervision of the Accounting Specialists in order to relieve the Accounting Services Supervisor of lower level operations and create a path for succession planning and development of City staff, and WHEREAS, staff has created a job description for this position that meets the needs of the City, and WHEREAS, in order to maintain internal equity, staff recommends placement of the Senior Payroll/Fiscal Specialist in the Confidential unit in existing range 78 -CF. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert Park that it does hereby authorize and approve the new position of Senior Payroll /Fiscal Specialist with a job description as provided for in Exhibit A, which is attached hereto and incorporated by this reference; BE IT FURTHER RESOLVED that the Senior Payroll /Fiscal Specialist position is established at the salary range listed above; and BE IT FURTHER RESOLVED that the position allocated in the FY 2015 -16 budget is changed from a 1.0 FTE Payroll /Fiscal Specialist to 1.0 FTE Senior Payroll /Fiscal Specialist. DULY AND REGULARLY ADOPTED this 22nd day of December, 2015. CITY .OF RQJJNERT PARK , Mayor ATTEST: . o nne M. �Buergler, "City Cl -k Attachment: Exhibit A AHANOTU: CALLINAN: STAFFORD: - MACKENZIE: BELFORTE: AYES: ( ) NOES: ( 0 1 ABSENT: ( I ) ABSTAIN: ( 0 ) EXHIBIT "A" City of Rohnert Park SENIOR PAYROLL /FISCAL SPECIALIST $4,552 - $5,534 monthly (Existing Confidential Salary Range 78 -CF) DEFINITION Performs accounting and statistical record keeping assignments related to the preparation and maintenance of fiscal reports, records, and processing of the City's payroll; performs a variety of accounting activities related to the City's fringe benefit and retirement programs; performs confidential employee relations - related research as required; performs advanced accounting functions related to utility billing and reporting; may supervise assigned staff; performs other duties as assigned. DISTINGUISHING CHARACTERISTICS The Senior Payroll /Fiscal Specialist is a lead classification in the Finance Department that may provide direct or indirect supervision of assigned staff and is responsible for performing detailed account and statistical record keeping assignments related to the processing of the City's payroll, fringe benefit programs and employee relations related projects, as well as advanced accounting functions related to utility billing and reporting. Reviews and is responsible for the work of assigned staff. This class is distinguished from the Accounting Services Supervisor in that the latter has overall responsibility for the utility billing and revenue operations, and other areas as assigned. SUPERVISION RECEIVED /EXERCISED This class receives general supervision from the Accounting Services Supervisor and may provide direct and indirect supervision of Accounting Specialists. The Senior Payroll /Fiscal Specialist is expected to work with a great deal of independence in performing functions related to payroll and fringe benefits, utility and other billings, cash receipts, as well as meeting the operational needs of the Finance Department. ESSENTIAL JOB DUTIES These duties are a representative sample; position assignments may vary. Payroll: • Receives, reviews, verifies and processes payroll - related records and documentation • Calculates, reviews and processes the City's payroll • Audits and reconciles the payroll register • Prepares accounting records and reports such as State and Federal Income Tax and CalPERS Reports • Audits records for completeness, accuracy and conformance with policies and procedures City of Rohnert Park Senior Payroll /Fiscal Specialist Page 2of5 • Implements changes in the payroll computer system involving the implementation of labor agreements and major changes in salaries, benefits, and /or the calculation of payroll checks • Under the direction of the Finance Director, works directly with the Human Resources Dept. to solve problems and implement payroll and benefits changes • Under the direction of the Finance Director, works directly with the Information Services Dept. to maintain accuracy of the payroll computer system and documents changes and errors and tests new payroll system updates • Assists auditors • Researches and answers questions regarding payroll and benefits' records, policies and procedures • Follows laws regarding the release of information regarding personal, confidential, financial employee information • Compiles payroll data for use in budget preparation and employee negotiations • Calculates taxes and prepares W -2's • Inputs data into specialized data base software system to produce payroll • Checks computer printouts for accuracy of information • Distributes payroll to department heads, supervisors and employees • Computes, adjusts and distributes required monthly, semi - monthly, quarterly and yearly reports • Disburses payments to benefit providers • Checks, adjusts, and makes all correcting journal entries for payroll and fringe benefit data, deductions, and insurance funds • Performs a variety of account and statistical record keeping work related to the City's retirement program • Assists employees and retirees with their CalPERS retirement questions • Implements directives in employee bargaining unit Memoranda of Agreement and Outlines of Benefits • Receives and processes a variety of payroll information and data • Operates a variety of office equipment and specialized computer software systems • Maintains confidentiality of a variety of information • Responds to a variety of requests for information from financial institutions and the courts regarding the City's payroll functions • Processes payroll, sends monthly invoices and process monthly CalPERS reporting for REMIF • Creates new Accounts Receivable accounts • Sends out monthly A/R invoices for retiree medical and rent • Calculates and Invoices for property damage and DUI Cost recovery and other City services • Updates A/R rates based on CPI and /or contract agreements as necessary • Makes A/R adjustments • Other duties as assigned City of Rohnert Park Senior Payroll /Fiscal Specialist Page 3 of 5 Accounting: • Handles public requests, questions and complaints over the telephone and by mail regarding utility billing and rates, water leaks, animal and business license billing and fees; works to resolve customer complaints; compiles and assembles information from department files, records, regulations in response to inquires • Prepares financial reports independently; checks and balances reports and records of other agencies or departments; prepares and batches financial and statistical information for data processing and billing; reviews and balances input documents; monitors and reconciles data processing output; monitors and verifies daily, weekly and monthly data processing printouts • Answers inquiries related to department records, accounts and programs; explains rules, regulations, policies, and procedures; explains the proper use and completion of forms and documents • Prepares a variety of materials to assist in daily operations such as city revenue reconciliation, utility billing closing and final billing, deposit refunds, and water leak adjustments; consolidates an assortment of statistical information from a number of sources, including revenue from all city departments, fixed assets compilation, and reconciliation of program budget expenditure • Backs up other positions in the Finance Department and does special projects as assigned by the Accounting Services Supervisor, or Finance Director • May provide lead direction or supervision and trains Accounting Specialists or Payroll Fiscal Specialists • Manages metered water accounts, including making necessary changes to specialized software database • Helps to maintain and update automated utility billing system and uses system to prepare utility bills, billing registers and reports; interprets error messages and corrects errors • Under the direction of the Finance Director, helps prepare rate analyses and financial studies for utility funds and updates rate models; recommends changes in City fees and charges • Reviews and audits deposits, payments and adjustments to proper accounts • Coordinates meter reading functions and analyzes meter reading input • Coordinates meter reading service requests, repairs, replacements, and audits • Prepares monthly journal entries QUALIFICATIONS Education /Training /Experience: Sufficient education, training and experience to successfully perform the duties of a Senior Payroll /Fiscal Specialist. A typical way of obtaining the required qualifications is to: City of Rohnert Park Senior Payroll /Fiscal Specialist Page 4 of 5 Possess the equivalent of an Associate's Degree in Accounting or related field, and The equivalent of three (3) years of progressively responsible experience in accounting, as well as financial and statistical recordkeeping work involved in utility or other billings, the processing of a public agency payroll of a jurisdiction of a comparable size to the City of Rohnert Park Certified Payroll Professional Certification is desirable Knowledge of: • Thorough knowledge of methods and practices of public financial and statistical recordkeeping, including payroll and benefit functions • Laws and regulations governing the maintenance and destruction of records relating to a public agency payroll, fringe benefits, employee, financial and retirement program records • Basic principles and functions of budget, classification and compensation schedule, personnel rules & regulations, memoranda of agreement, and outlines of benefits for bargaining units in a public agency setting • Terminology used in financial and statistical recordkeeping • Research methodology • Principles of basic mathematics, accounting principles, practices, and procedures, and basic statistics • Modern office methods, procedures, and practices • Proper business English usage, spelling, grammar, and punctuation • Principles and practices of effective supervision, including training, directing and prioritizing, performance monitoring and evaluation, and disciplinary processes Skill to: • Perform data entry quickly and accurately in order to meet work deadlines and requirements • Perform 10 -key by touch • Use specialized computer software programs • Apply applicable Federal, State and /or local laws, rules & regulations • Perform basic mathematical calculations • Maintain required records Ability to: • Prepare and maintain accurate and up -to -date payroll information, files & records • Process and calculate a variety of payroll actions including wage garnishments, benefits, deductions, withholdings, retroactive pay, and overtime calculations • Meet legal deadlines for the payroll • Balance and prepare payroll taxes for State and Federal quarterly and annual returns • Research and reconcile errors and issues that may arise and develop internal control systems City of Rohnert Park Senior Payroll /Fiscal Specialist Page 5 of 5 • Evaluate, develop and install complex payroll systems and procedures • Be sensitive to political issues that arise within the context of payroll • Develop effective policies and procedures to meet payroll requirements • Set -up and revise account or statistical recordkeeping procedures and records • Review, code, post, adjust and summarize fiscal transactions or statistical data • Maintain and reconcile control records • Prepare final reports and statements • Lead and train Accounting Specialists • Provide back -up support in the Finance Department • Communicate effectively and professionally (verbally and in writing) with internal and external customers • Perform difficult and detailed accounting work quickly and accurately under deadlines • Handle confidential tasks such as payroll with the utmost privacy and decorum • Apply contract provisions, laws, rules, and regulations pertaining to payroll and special projects • Prepare and maintain a variety of payroll - related fiscal and accounting records and reports • Analyze situations accurately and adopt an effective course of action • Exercise good judgment and act within the scope of authority in the position • Keep supervisor informed of potential issues and problems • Post data and make mathematical calculations with speed and accuracy • Operate office machines, including computerized payroll systems, personal computer, typewriters, copiers, faxes and calculators • Establish and maintain cooperative working relationships • Learn and utilize new technology Working Conditions: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. The position requires near, far, and color vision in reading correspondence, statistical data and using a computer, and hearing is required when providing phone and face -to -face customer service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required. The incumbent juggles multiple tasks, works under pressure of deadlines, frequent interruptions and is exposed to common office environment noise. The position may be required to work weekends and evenings to meet deadlines. FLSA Status: Non - exempt Employee Unit: Confidential Unit Approved By: Date Approved: