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HomeMy WebLinkAboutAgenda Report - August 16, 2017 I-03CITY OF LODI COUNCIL COMMUNICATION TM AGENDA ITEM 2-3 AGENDA TITLE: Adopt Resolution Approving the Classification, Job Description and Salary Range of Payroll Technician and Senior Payroll Technician and Approving the Reclassification of One Finance Technician to the Position of Senior Payroll Technician, Adding One Payroll Technician and Deleting One Finance Technician in the Internal Services Department MEETING DATE: August 16, 2017 SUBMITTED BY: Human Resources Manager RECOMMENDED ACTION: Adopt resolution approving the classification, job description and salary range of Payroll Technician and Senior Payroll Technician and approving the reclassification of one Finance Technician to the position of Senior Payroll Technician, adding one Payroll Technician and deleting one Finance Technician in the Internal Services Department. BACKGROUND INFORMATION: The Human Resources Division received a request from Jordan Ayers, Deputy City Manager to review two Finance Technicians in the Internal Services — Finance division to determine if they are working out of class. Human Resources staff conducted a classification study and recommends the creation of two new classifications; Payroll Technician and Senior Payroll Technician. A review and analysis of the Finance Technician job description compared to the duties being performed found that the Finance Technician job description did not provide an accurate or detailed listing of the duties and responsibilities pertaining to the processing of payroll. As such, it is staff's recommendation to create two new classifications; Payroll Technician and Senior Payroll Technician. The proposed job descriptions more accurately reflect the job duties and responsibilities as well as the knowledge, skills, and abilities for an employee performing payroll functions. The Senior Payroll Technician is the lead position in the series and performs the more complex work and provides technical over site to the Payroll Technician and is consistent with other Senior or Lead classifications within the City. As part of the reclassification process, Human Resources staff conducted a desk audit of the work being performed by the two incumbents. The study concluded that one incumbent was performing work at a higher level than provided for in the Finance Technician classification for the past several years. This individual uses independent judgment and decision making to resolve the most complex payroll calculations, Federal and State tax calculations, and prepares CaIPERS and other financial reporting. Additionally, this employee often provides guidance and instruction and serves in a lead capacity. As such, it is staff's recommendation that this incumbent be reclassified to the Senior Payroll Technician. The study also concluded that the other incumbent is performing within the job classification. This incumbent voluntarily resigned prior to completion of the study and the position is currently vacant. It is staff's recommendation that we add one Payroll Technician and delete one Finance Technician in the Internal Services Department. APPROVED: a•au- ity Manager After a thorough and complete analysis, it is staff's recommendation that two new job classifications of Payroll Technician and Senior Payroll Technician be created in the AFSCME bargaining unit and that one employee be reclassified into the new classification of Senior Payroll Technician. The proposed salary range for the Payroll Technician is equivalent to the Finance Technician of $44,103.95 to $53,608.68 and the salary range for the Senior Payroll Technician is $48,514.35 to $58,969.55. AFSCME is in agreement with the new classifications and salary ranges as presented. Staff recommends Council approve the new job descriptions, salary ranges and reclassification of one Finance Technician to the newly created classification of Senior Payroll Technician, retroactive to May 23, 2016, and the addition of one Payroll Technician and the deletion of one Finance Technician in the Internal Services Department. FISCAL IMPACT: FUNDING AVAILABLE: The fiscal impact in FY 2017/18 would be approximately $6,000 including benefits. Increased expenses will be absorbed within existing appropriations. adief fNL Adele Post, Human Resources Manager Andrew Keys, DepuN•'City Manager/Internal Services Director CITY OF LODI August 2017 PAYROLL TECHNICIAN Job descriptions are intended to present a broad and general range of duties which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job. DEFINITION To perform technical and detailed work in the preparation, review and processing of payroll records, documents and related materials. SUPERVISION EXERCISED AND RECEIVED Receives direction from higher level staff. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: Performs a variety of technical, administrative, and clerical accounting work related to the preparation and processing of the City's payroll and payroll journal entries; Receives, reviews, verifies and processes payroll records, documentation, and related records; audits such documents for completeness, accuracy and conformance with policies and procedures; Assures compliance with City, State and Federal requirements; prepares quarterly, annual and W-2 tax reporting statements; processes retirement plan contributions; analyze employee pay, deductions and benefits to determine the correct amount to report to state and federal agencies; Maintains records of employee benefits to include leave accruals; Works directly with Human Resources staff to solve problems and implement payroll changes; Prepares audit documentation for the year-end and single audits including payroll audit support, PERS contribution reconciliations, and approval documentation; Works with a variety of outside agencies; monitors and verifies wage information; daily input, audit and balancing of employee work time; Performs a variety of responsible clerical/technical work in support of the department including customer service needs; assist employees, departments, and customers by providing information, explaining procedures and answering questions over the telephone and in person; Performs other duties related to the operation of the department and the city, including additional duties that enable the department and City to meet the diverse needs of its community. MINIMUM QUALIFICATIONS Knowledge of Principles and practices of financial record keeping and report preparation; financials and statistical record-keeping techniques; Payroll reporting procedures of county, state and federal agencies; Payroll related laws and regulations; Business mathematics, including percentages, decimals and basic bookkeeping; Modern office practices and procedures; operation of computers, peripheral and standard office equipment (including Excel and payroll software); systems and methods for file maintenance and automated computer systems. Ability to Perform technical, administrative, and complex clerical accounting work to maintain detailed and accurate payroll records; Interpret and apply regulations, policies and procedures; prepare a variety of written reports, records and correspondence; audit compliance with applicable procedures, methods and regulations; Administer aspects of payroll programs and employee deductions/time; perform complex arithmetical and basic statistical calculations accurately; Organize, prioritize and coordinate work activities in a confidential manner; process and record payroll transactions accurately; Operate a personal computer, peripheral, and other standard office equipment; Establish and maintain cooperative and effective relationships with those contacted during the course of work; communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE Any combination of experience and education that would provide the required knowledge and ability is qualifying. A typical combination is: Education Equivalent to completion of high school; an Associate of Arts degree in business, accounting, financial management or a related field is desirable. Experience Three years increasingly responsible technical accounting experience including a minimum of one year in processing of payroll and performing payroll reporting. WORKING CONDITIONS Environmental Conditions: Office environment Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, bending and stooping for prolonged periods of time; using various office equipment including a computer screen and keyboard and lifting up to 30 pounds. *FLSA Status: NON-EXEMPT CITY OF LODI August 2017 SENIOR PAYROLL TECHNICIAN Job descriptions are intended to present a broad and general range of duties which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job. DEFINITION Perform a wide variety of advanced level accounting work related to City payroll activities involving the analysis and implementation of payroll regulations and laws, and the processing of citywide payroll and preparation; perform more complex duties and exercise independent judgment in resolving problems within established department guidelines; provide technical assistance to City staff and responding to employees inquiries concerning payroll. SUPERVISION EXERCISED AND RECEIVED Receives direction from higher level personnel. Provides lead direction to lower level staff. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: Performs a variety of complex technical, administrative, and clerical accounting work related to the preparation and processing of the City's payroll and payroll journal entries; Receives, reviews, verifies and processes payroll records, documentation and related records; audits such documents for completeness, accuracy and conformance with policies and procedures; Assures compliance with City, State and Federal requirements; prepares quarterly, annual and W-2 tax reporting statements; processes retirement plan contributions; analyze employee pay, deductions and benefits to determine the correct amount to report to state and federal agencies; Works with Human Resources on a routine operational basis to carry out confidential personnel transactions; such as salaries, benefits, promotions, special pays, reclassifications, demotions, suspensions, terminations and other related matters; Performs all annual reports, including year-end, updates of tax tables and PERS rates, processing of payroll accruals, and processing of yearly leave pay -outs for different bargaining units; Works with a variety of outside agencies; monitors and verifies wage information; daily input, audit and balancing of employee work time; Performs a variety of responsible clerical/technical work in support of the department including customer service needs; assist employees, departments, and customers by providing information, explaining procedures and answering questions over the telephone and in person; Performs other duties related to the operation of the department and the city, including additional duties that enable the department and City to meet the diverse needs of its community. MINIMUM QUALIFICATIONS Knowledge of Principles and practices of financial record keeping and report preparation; financials and statistical record-keeping techniques; rules and regulations related to the payroll process; Payroll related laws and regulations; Business mathematics, including percentages, decimals and basic bookkeeping; Modern office practices and procedures; operation of computers, peripheral and standard office equipment (including Excel and payroll software); systems and methods for file maintenance and automated computer systems. Ability to Perform technical, administrative, and complex clerical accounting work to maintain detailed and accurate payroll records; Interpret and apply regulations, policies and procedures; prepare a variety of written reports, records and correspondence; audit compliance with applicable procedures, methods and regulations; Monitor and produce accurate payroll records, documents and related reports; Administer aspects of payroll programs and employee deductions/time; perform complex arithmetical and basic statistical calculations accurately; Supervise, train and evaluate the work of others; Organize, prioritize and coordinate work activities in a confidential manner; process and record payroll transactions accurately; Operate a personal computer, peripheral, and other standard office equipment; Establish and maintain cooperative and effective relationships with those contacted during the course of work; communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE Any combination of experience and education that would provide the required knowledge and ability is qualifying. A typical combination is: Education Equivalent to completion of high school; an Associate of Arts degree in business, accounting, financial management or a related field is desirable. Experience Four years increasingly responsible experience in bookkeeping, accounting, or financial record keeping including a minimum of one year in processing of payroll and performing payroll reporting. WORKING CONDITIONS Environmental Conditions: Office environment Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, bending and stooping for prolonged periods of time; using various office equipment including a computer screen and keyboard and lifting up to 30 pounds. *FLSA Status: NON-EXEMPT RESOLUTION NO. 2017-161 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE CLASSIFICATIONS, JOB DESCRIPTIONS, AND SALARY RANGES FOR THE POSITIONS OF PAYROLL TECHNICIAN AND SENIOR PAYROLL TECHNICIAN; THE RECLASSIFICATION OF ONE FINANCE TECHNICIAN; AND DELETING ONE FINANCE TECHNICIAN WITHIN THE INTERNAL SERVICES DEPARTMENT NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the classifications and job descriptions for the positions of Payroll Technician and Senior Payroll Technician, attached hereto as Exhibit A and Exhibit B; and BE IT FURTHER RESOLVED that the salary ranges for Payroll Technician and Senior Payroll Technician are hereby approved and shall be as follows: Classification Payroll Technician Sr. Payroll Technician Step 0 Step 1 $44,103.95 $46,309.20 $48,514.35 $50,940.12 Step 2 $48,624.65 Step 3 $51,055.97 $53,487.12 Step 4 $53,608.68 $56,161.57 $58,969.55 BE IT FURTHER RESOLVED that the Lodi City Council does hereby approve the reclassification of one Finance Technician to Senior Payroll Technician retro -active to May 23, 2016; adding one Payroll Technician; and deleting one vacant Finance Technician position in the Internal Services Department. Dated: August 16, 2017 I hereby certify that Resolution No. 2017-161 was passed and adopted by the Lodi City Council in a regular meeting held August 16, 2017 by the following vote: AYES: COUNCIL MEMBERS — Chandler, Johnson, Mounce, Nakanishi, and Mayor Kuehne NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None Tnr?--reititk(A LJ NNIFER . FERRAIOLO City Clerk 2017-161 CITY OF LODI August 2017 PAYROLL TECHNICIAN Job descriptions are intended to present a broad and general range of duties which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job. DEFINITION To perform technical and detailed work in the preparation, review and processing of payroll records, documents and related materials. SUPERVISION EXERCISED AND RECEIVED Receives direction from higher level staff. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: Performs a variety of technical, administrative, and clerical accounting work related to the preparation and processing of the City's payroll and payroll journal entries; Receives, reviews, verifies and processes payroll records, documentation, and related records; audits such documents for completeness, accuracy and conformance with policies and procedures; Assures compliance with City, State and Federal requirements; prepares quarterly, annual and W-2 tax reporting statements; processes retirement plan contributions; analyze employee pay, deductions and benefits to determine the correct amount to report to state and federal agencies; Maintains records of employee benefits to include leave accruals; Works directly with Human Resources staff to solve problems and implement payroll changes; Prepares audit documentation for the year-end and single audits including payroll audit support, PERS contribution reconciliations, and approval documentation; Works with a variety of outside agencies; monitors and verifies wage information; daily input, audit and balancing of employee work time; Performs a variety of responsible clerical/technical work in support of the department including customer service needs; assist employees, departments, and customers by providing information, explaining procedures and answering questions over the telephone and in person; Performs other duties related to the operation of the department and the city, including additional duties that enable the department and City to meet the diverse needs of its community. MINIMUM QUALIFICATIONS Knowledge of Principles and practices of financial record keeping and report preparation; financials and statistical record-keeping techniques; Payroll reporting procedures of county, state and federal agencies; Payroll related laws and regulations; Business mathematics, including percentages, decimals and basic bookkeeping; Modern office practices and procedures; operation of computers, peripheral and standard office equipment (including Excel and payroll software); systems and methods for file maintenance and automated computer systems. Ability to Perform technical, administrative, and complex clerical accounting work to maintain detailed and accurate payroll records; Interpret and apply regulations, policies and procedures; prepare a variety of written reports, records and correspondence; audit compliance with applicable procedures, methods and regulations; Administer aspects of payroll programs and employee deductions/time; perform complex arithmetical and basic statistical calculations accurately; Organize, prioritize and coordinate work activities in a confidential manner; process and record payroll transactions accurately; Operate a personal computer, peripheral, and other standard office equipment; Establish and maintain cooperative and effective relationships with those contacted during the course of work; communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE Any combination of experience and education that would provide the required knowledge and ability is qualifying. A typical combination is: Education Equivalent to completion of high school; an Associate of Arts degree in business, accounting, financial management or a related field is desirable. Experience Three years increasingly responsible technical accounting experience including a minimum of one year in processing of payroll and performing payroll reporting. WORKING CONDITIONS Environmental Conditions: Office environment Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, bending and stooping for prolonged periods of time; using various office equipment including a computer screen and keyboard and lifting up to 30 pounds. *FLSA Status: NON-EXEMPT CITY OF LODI August 2017 SENIOR PAYROLL TECHNICIAN Job descriptions are intended to present a broad and general range of duties which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job. DEFINITION Perform a wide variety of advanced level accounting work related to City payroll activities involving the analysis and implementation of payroll regulations and laws, and the processing of citywide payroll and preparation; perform more complex duties and exercise independent judgment in resolving problems within established department guidelines; provide technical assistance to City staff and responding to employees inquiries concerning payroll. SUPERVISION EXERCISED AND RECEIVED Receives direction from higher level personnel. Provides lead direction to lower level staff. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: Performs a variety of complex technical, administrative, and clerical accounting work related to the preparation and processing of the City's payroll and payroll journal entries; Receives, reviews, verifies and processes payroll records, documentation and related records; audits such documents for completeness, accuracy and conformance with policies and procedures; Assures compliance with City, State and Federal requirements; prepares quarterly, annual and W-2 tax reporting statements; processes retirement plan contributions; analyze employee pay, deductions and benefits to determine the correct amount to report to state and federal agencies; Works with Human Resources on a routine operational basis to carry out confidential personnel transactions; such as salaries, benefits, promotions, special pays, reclassifications, demotions, suspensions, terminations and other related matters; Performs all annual reports, including year-end, updates of tax tables and PERS rates, processing of payroll accruals, and processing of yearly leave pay -outs for different bargaining units; Works with a variety of outside agencies; monitors and verifies wage information; daily input, audit and balancing of employee work time; Performs a variety of responsible clerical/technical work in support of the department including customer service needs; assist employees, departments, and customers by providing information, explaining procedures and answering questions over the telephone and in person; Performs other duties related to the operation of the department and the city, including additional duties that enable the department and City to meet the diverse needs of its community. MINIMUM QUALIFICATIONS Knowledge of Principles and practices of financial record keeping and report preparation; financials and statistical record-keeping techniques; rules and regulations related to the payroll process; Payroll related laws and regulations; Business mathematics, including percentages, decimals and basic bookkeeping; Modern office practices and procedures; operation of computers, peripheral and standard office equipment (including Excel and payroll software); systems and methods for file maintenance and automated computer systems. Ability to Perform technical, administrative, and complex clerical accounting work to maintain detailed and accurate payroll records; Interpret and apply regulations, policies and procedures; prepare a variety of written reports, records and correspondence; audit compliance with applicable procedures, methods and regulations; Monitor and produce accurate payroll records, documents and related reports; Administer aspects of payroll programs and employee deductions/time; perform complex arithmetical and basic statistical calculations accurately; Supervise, train and evaluate the work of others; Organize, prioritize and coordinate work activities in a confidential manner; process and record payroll transactions accurately; Operate a personal computer, peripheral, and other standard office equipment; Establish and maintain cooperative and effective relationships with those contacted during the course of work; communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE Any combination of experience and education that would provide the required knowledge and ability is qualifying. A typical combination is: Education Equivalent to completion of high school; an Associate of Arts degree in business, accounting, financial management or a related field is desirable. Experience Four years increasingly responsible experience in bookkeeping, accounting, or financial record keeping including a minimum of one year in processing of payroll and performing payroll reporting. WORKING CONDITIONS Environmental Conditions: Office environment Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, bending and stooping for prolonged periods of time; using various office equipment including a computer screen and keyboard and lifting up to 30 pounds. *FLSA Status: NON-EXEMPT