Applications will be accepted until there are a sufficient number of highly qualified applicants from which to make a selection. Interviews may be conducted throughout the recruitment process and this opening may close at any time. Candidates should submit their application materials online as soon as possible to ensure consideration. First application review is November 29.
SALARY RANGE
$31.23 – $41.85 per hour
HIRING SALARY
$31.23 – $34.44 per hour
Hybrid telework flexibility may be available after passing introductory period.
DEFINITION
Under general supervision, performs basic accounting work in the preparation and maintenance of the payroll system, accounts payable, and other financial and statistical records and reports; performs related duties as required.
SUPERVISION RECEIVED AND EXERCISED
This position is supervised by the Finance Supervisor and does not supervisor any staff. They often initiate, prioritize, and complete their own assignments. This position is responsible for following payroll laws and regulations and may be required to advise other employees, as directed by the Finance Supervisor.
CLASS CHARACTERISTICS
This non-supervisory class performs tasks and maintains records related to the District’s automated payroll system or accounts payable and receivable processes. This class is distinguished from Accounting Supervisor in that the latter has supervisory responsibility for all accounting functions.
ESSENTIAL FUNCTIONS
Essential functions include, but are not limited to, the following:
Payroll Focus
- Responds to payroll inquiries; researches and resolves payroll issues related to District policies and procedures; confers with Human Resources on non-routine questions regarding employee benefits and individual employees regarding changes in paychecks, time sheets, codes, deductions, benefits, etc.;
- Prepares tax returns and other reporting documentation related to payroll matters, including tax reporting, W-2 documents, and worker’s compensation reports; prepares warrant requests for payments related to payroll cost such as withholding taxes, deferred compensation, and other payroll deductions; posts benefits to the retirement system; compiles routine reports related to payroll activity;
- Validates, establishes, and tracks long-term deductions such as garnishments, employee loan repayments, and CalPERS service credit purchases;
- Assists in setting up, implementing, and testing new Accounts Payable and Payroll software; establishes and maintains earnings and deduction codes in the payroll system;
- Reviews time records submitted by all departments to ensure conformance with contracts and administrative policies, regulations, and FLSA; records and keys hours worked, verifies pay increases and computer file data for the current payroll period; reviews and edits documents, corrects errors, and balances payroll for each pay period;
- Generates payroll checks for routine and special payrolls; updates payroll system and interfaces to the general ledger; mails special checks to appropriate parties; maintains accumulated leave records including annual and sick leave used accruals; balances fiscal year end payroll to the general ledger;
- Prepares year-end salary and benefit summaries.
Joint Functions
- Prepares journal entries as assigned; prepares audit schedules as assigned; basic accounting duties as assigned;
- Creates database queries to provide report information for employees and departments;
- Operates copiers and a variety of office equipment;
- Performs duties in a professional manner and works well with others or in a team setting;
- Establish and maintain cooperative working relationships with co-workers, outside agencies, and the public;
- Regular attendance and adherence to prescribed work schedule to conduct job responsibilities;
- Observes safe work practices and safety methods; performs other duties as assigned.
IDEAL CANDIDATE
Primary duties for this position are payroll functions for all District employees. This includes, but is not limited to, researching and resolving payroll issues, and preparing payroll tax returns. The ideal candidate already has experience applying principles and practices of payroll, particularly in the public sector; prior experience with CalPERS reporting is preferred. The Accounting Technician must review data from multiple sources and audit for accuracy. Accounting Technicians should have basic accounting skills to complete their non-payroll tasks. Classes or training in accounting is preferred. The successful candidate is already detail-oriented, capable of documenting processes and reconciling payroll records. Organization skills are vital. The preferred candidate has strong computer software skills.
The ideal Accounting Technician also has prior experience handling confidential information with discretion and sensitivity. They must be capable of communicating professionally, verbally and in writing, with employees at all levels of the organization, including the Board of Directors. Payroll is biweekly and the successful candidate will stay calm during high-pressure deadlines and manage their time to complete assigned tasks.
Knowledge of:
- Principles and practices of financial record keeping as well as general office procedures, related laws, and ordinances;
- Principles and practices of payroll, including related laws and regulations; CalPERS reporting;
- Principles and practices of purchasing and accounts receivable/payable; 1099 and W-9 tax documents; sales and use tax; Public agency budget principles;
- Skill in the operation of a variety of office equipment including a 10-key calculator and computers.
Ability to:
- Communicate clearly and concisely, both orally and in writing; write reports and keep accurate records;
- Understand, interpret, and apply the fundamental principles of financial record keeping and related policies and procedures;
- Reconcile differences within the record keeping system requiring an understanding of the relationship among accounting records and documents;
- Prepare manual and computerized financial reports; maintain ledgers and journals;
- Operate a calculator; operate a computer and use a variety of computer software;
- Communicate effectively with a variety of personnel and establish/maintain effective working relationships with management, public, staff, and others contacted during work;
- Understand and follow verbal and written directions; work independently;
- Perform mathematical computations.
EDUCATION & EXPERIENCE
Any combination of education or experience that would likely provide the necessary knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: high school graduation or equivalent, and three years of recent experience which involved maintaining automated payroll, purchasing procedures, financial, or statistical records.
LICENSES, CERTIFICATES, AND SPECIAL REQUIREMENTS
- None required; however, position-related certificates and licenses will be noted.