Payroll Specialist I/II

Salary : $47,437.00 – $80,738.00 Annually

Location : Stockton, CA

Job Type: Full-Time Regular

Job Number: FY23-00048

Department: Finance

Opening Date: 07/11/2023

Job Summary

Minimum Salary Ranges start at $47,437 (Specialist I); $54,901 (Specialist II) – Depending on qualifications (DOQ)

Under general supervision, performs timely administration, reconciliation, and compliance of all payroll processing functions for San Joaquin Regional Transit District (RTD); resolves all payroll related issues, coordinates between payroll, HR, and time tracking systems, completes analytical payroll reports and projects; and performs related duties as assigned. The incumbent collects, processes, and enters payroll data into a computerized system; maintains timekeeping records and files for all employees; prepares reports and responds to all employee payroll-related questions. This position requires significant emphasis on attention to detail, accuracy, timeliness, and confidentiality.

Successful candidates may be hired at either the Payroll Specialist I or Payroll Specialist II level depending on experience/qualifications.

Essential Duties and Responsibilities

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

1. Verifies, prepares and processes bi-weekly payroll for all RTD staff.
2. Maintains payroll-related records, reports, and files including scanning documents and assists with audits as requested.
3. Receive payroll data from timekeeping systems and integrate data with RTD’s financial management system.
4. Receive and process wage garnishments as needed.
5. Prepares and complies with Internal Revenue Service (IRS) and State payroll tax forms, reports, and remittances.
6. Gathers, creates, and prepares information to respond to ad-hoc query requests.
7. Updates employee schedules in timekeeping systems and process payroll check requests for deductions.
8. Processes retirement contributions, quarterly, and annual payroll taxes.
9. Processes and issues W-2 forms.
10. Participates in RTD’s month-end and year-end closing and audit processes.
11. Interprets and explains policies, procedures, and regulations to RTD management and staff in assigned areas of responsibility.
12. Develops and utilizes spreadsheets, databases, and other computer applications required to carry out assigned duties, projects, and reports.
13. Works directly with management staff to resolve payroll and timekeeping issues and concerns.
14. Performs other incidental and related duties as required and assigned.

Qualifications

Knowledge of:

1. Basic principles and practices of payroll processes and procedures.
2. State requirements for public reporting as it relates to payroll processing.
3. Federal and state wage-hour laws, withholding and tax tables.
4. Laws and regulations relating to the financial administration of public agencies.
5. Use of standard spreadsheets and other financial and business software.
6. Principles and practices of sound business communication.
7. Microsoft Office Suite, including Word, Excel, Access, and PowerPoint.
8. English usage, spelling, grammar, and punctuation.
9. Policies and procedures of the finance department.
10. RTD human resources policies and procedures and labor contract provisions.

Ability to:

1. Operate a computer and utilize advanced functions of spreadsheets and other standard financial and business software.
2. Reconcile payroll data, information, and accounts.
3. Understand, interpret, explain, and apply RTD, local, state, and federal policies, laws, and regulations governing payroll, reporting, and record keeping.
4. Perform mathematical calculations.
5. Organize and maintain office and specialized confidential files and records.
6. Communicate clearly and effectively, orally and in writing.
7. Understand and follow oral and written instructions.
8. Prepare clear, concise, and comprehensive correspondence, payroll reports and statements, studies, and other written materials.
9. Exercise sound, expert independent judgment within general policy guidelines.
10. Exercise tact, discretion, and diplomacy in dealing with sensitive, complex, and confidential personnel issues and employee situations.
11. Establish and maintain effective customer-focused working relationships with all levels of RTD management, employees, employee organizations and their representatives, other governmental officials, community groups, and the public.

Education, Training and Experience:

A typical way of obtaining the knowledge, skills, and abilities outlined above is:

Payroll Specialist I:

Graduation from an accredited two-year or four-year college or university with major coursework in business administration or a closely related field; and professional payroll processing/administration experience involving the use of personal computers, spreadsheets, and other standard financial and business software; or an equivalent combination of training and experience. One (1) additional year of the required experience may be substituted for each year (30 semester hours) of the required education.

Payroll Specialist II:

Graduation from an accredited four-year college or university with major coursework in business administration or a closely related field; and three to five years of progressively responsible professional payroll processing/administration experience involving the use of personal computers, spreadsheets, and other standard financial and business software, at least two of which were at the level of Specialist I; or an equivalent combination of training and experience. One (1) additional year of the required experience may be substituted for each year (30 semester hours) of the required education.

Licenses; Certificates; Special Requirements:

A valid California Class C driver’s license.

Experience in a public transit agency or governmental setting is preferred.

PHYSICAL AND MENTAL DEMANDS

The physical and mental 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.

Physical Demands:

While performing the duties of this class, an employee is regularly required to sit, talk and hear, in person and by telephone, use hands repetitively to operate standard office equipment, and reach with hands and arms. The employee is frequently required to stand, walk, and lift up to ten pounds.

Specific vision abilities required by this class include close vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information, and documents; analyze and solve complex problems; observe and interpret people and situations; use math and mathematical reasoning; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks with constant interruptions; work under intensive deadlines and interact with all levels of RTD management, staff, employees, representatives of employee organizations, other governmental officials, and the public.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing 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 class, the employee works under typical office conditions and the noise level is moderately quiet.

EMPLOYMENT PROCESS:

Applicants must complete and submit an official application form. The standards as stated on the front of the job announcement represent only the minimum required to fill an application. Resumes will be accepted but may not be substituted for the required application form. Meeting the listed standards does not guarantee that a candidate will be invited for an interview as the Human Resources Department reserves the right to limit the number of candidates to the most qualified for the vacancy. The selection process for this position may include a written assessment. All statements made on the application are subject to verification and investigation. False statements will be cause for disqualification, removal from the eligible list or termination of employment.

Employment is conditional upon successfully passing all pre-employment screens. Substance abuse tests paid by the Transit District are required of each prospective employee. Candidates are cautioned that offers of employment are conditional and subject to the satisfactory completion of DOT physical examination (for safety sensitive positions), substance abuse drug and alcohol tests, reference checks, and a background investigation.

San Joaquin Regional Transit District is an Equal Opportunity/Affirmative Action employer.

Benefits

The District offers a competitive employee benefit program that includes:

INSURANCE: RTD provides comprehensive health and dental insurance package for all full-

time employees and their dependents. RTD also provides $20,000 life insurance for all full-

time employees.

SICK LEAVE: Twelve (12) days per year for all full-time employees.

VACATION: Two (2) weeks to six (6) weeks depending on length of service for full-time

employees.

RETIREMENT: RTD participates in a 401(a) retirement plan in which RTD provides a

generous match.

The provisions of this bulletin are subject to change without notice and do not constitute an express or implied contract.

The District offers a competitive employee benefit program that includes:

INSURANCE: RTD provides comprehensive health and dental insurance package for all full-time employees and their dependents. RTD also provides $20,000 life insurance for all full-time employees.

SICK LEAVE: Twelve (12) days per year for all full-time employees.

VACATION: Two (2) weeks to six (6) weeks depending on length of service for full-time employees.

RETIREMENT: RTD participates in a 401(a) retirement plan in which RTD provides a generous match.

01

Do you possess a valid California Class “C” Driver’s License?

• Yes
• No

02

If offered this position, I understand I may be required to submit proof of education validating level of college education.

• Yes
• No

03

What is your highest level of completed education?

• High School or GED
• Some College
• Vocational School
• Associate’s Degree
• Bachelor’s Degree
• Master’s Degree
• Doctorate Degree/PhD
• Juris Doctorate
• None

04

Please state your minimum salary requirement.

05

Which level do you believe you are best qualified for and why?

• Specialist I
• Specialist II

06

How many years of payroll processing/administration experience do you have?

• No experience
• Less than 1 year
• 1 year to less than 2
• 2 years to less than 3
• 3 years to less than 4
• 4 years to less than 5
• 5 years to less than 6
• 6 years to less than 7
• 7 years to less than 8
• 8 years to less than 9
• 9 years to less than 10
• 10 or more years

07

Do you have experience processing payroll in an agency with unionized employees?

• Yes
• No

08

Why do you believe you are qualified for this position?

09

Are you able to work 100% in the office?

• Yes
• No

Required Question