Loading...
HomeMy WebLinkAbout04.f. Adopt changes to Payroll Technician job classification and retitle positionCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 21, 2013 Subject: ADOPT REVISIONS TO THE PAYROLL TECHNICIAN JOB CLASSIFICATION, RETITLE THE PAYROLL TECHNICIAN TO PAYROLL ANALYST, AND REVISE THE SALARY RANGE FROM SALARY GRADE S60 ($5,438- $6,576) TO S67 ($6,423 - $7,777) Submitted By: Initiating Dept. /Div.: Roger S. Bailey Administration /Human Resources General Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: T. O'Malley — Human Resources Manager i R. Bailey General Manager ISSUE: Board of Directors' approval is required when making revisions to a job classification and the salary range associated with a job classification. RECOMMENDATION: Adopt revisions to the Payroll Technician job classification, retitle the Payroll Technician to Payroll Analyst, and revise the salary range from salary grade S60 ($5,438- $6,576) to S67 ($6,423 - $7,777). FINANCIAL IMPACTS: Upon approval, this action will result in an annual net cost of $26,664 which takes into account salary, benefits, and pension costs at the maximum step of the two salary ranges. ALTERNATIVES /CONSIDERATIONS: Do not adopt the revisions to the job classification or the salary range associated with the classification. If this action is not approved, the Payroll Technician classification will not accurately reflect the essential functions and minimum qualifications required for this classification nor the appropriate compensation level. BACKGROUND: Staff has evaluated the Payroll Technician classification and has determined several changes were necessary. Revisions are needed to accurately reflect the essential functions that are currently assigned to the position and the salary reallocation is necessary to ensure that the classification is being compensated appropriately. /V P. Historically, the District has utilized one position to administer the payroll function. However, the past several years have seen significant changes in federal, state, and local regulations that have increased the complexity of the position. Changes in wage and hour laws, IRS and tax regulations, the Public Employees' Pension Reform Act of 2013 (PEPRA), Affordable Health Care Act (ACA), as well as more stringent reporting requirements have contributed to the evolution of the position from a technical level to a professional payroll accounting level. POSITION PAPER Board Meeting Date: November 21, 2013 subject.. ADOPT REVISIONS TO THE PAYROLL TECHNICIAN JOB CLASSIFICATION, RETITLE THE PAYROLL TECHNICIAN TO PAYROLL ANALYST, AND REVISE THE SALARY RANGE FROM SALARY GRADE S60 ($5,438- $6,576) TO S67 ($6,423 - $7,777) This position is independently responsible for performing professional accounting duties related to the administration and processing of payroll for approximately 275 employees while ensuring compliance with all laws and regulations. The incumbent is also responsible for preparing and monitoring a variety of accounts which involves the posting, balancing, reconciling, and reporting of financial payroll related data. Staff also conducted a salary survey and the proposed salary range falls within the median of the relative labor market and simultaneously is in alignment with the District's Accountant classification which would maintain internal parity. Attached is the draft of the revised job classification. Any additions are denoted in blue and any deletions are denoted by red strikeouts COMMITTEE RECOMMENDATION: This matter was reviewed by the Human Resources Committee at its November 5, 2013 meeting. The Committee recommends Board approval. Additionally, the District and the Management Support /Confidential Group agree upon the changes to the Payroll Technician job classification. RECOMMENDED BOARD ACTION: Adopt revisions to the Payroll Technician job classification, retitle the Payroll Technician to Payroll Analyst, and revise the salary range from salary grade S60 ($5,438- $6,576) to S67 ($6,423 - $7,777). C:\ Users \danderson \AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP - Payroll Technician job class changes and salary reallocation.doc CENTRAL CONTRA COSTA SANITARY DISTRICT Effective: 11/21/13 10/16/95 Range: S -697 Respirator Class: 3 PAYROLL ANALYST TECHNICIAN DEFINITION Perform professional accounting duties related to the administration and,— processing of payroll data and the payroll system; monitor and advise District management of legislative and regulatory changes affecting payroll processing and procedures; perform bookkeeping and ac-E;961RtiRg duties witWR the DistriGt's ac-GeutAiRg system, With ffimapy recnenc•ihility fer the area of payfen; prepare and /or monitor a variety of accounts involving posting, balancing, and preparing reconciliations; -and perform other related duties as assigned. perferm speeinl assignments as required DISTINGUISHING CHARACTERISTICS This single position classification is considered an experienced journey -level classification and oversees the entire cycle of payroll processinq and administration as well as other related duties. It is distinquished from the Accountant in that the latter performs professional accounting duties in other areas of Finance. SUPERVISION RECEIVED AND EXERCISED Receive general supervision from the Finance Administrator. s,me von from the AeeellWORg S me Niser May exercise technical supervision over lower level classes in Accounting Technician series. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Perform beekkeepiRg and accounting duties related to payroll within the flistrieVs aGGGWRthRg system, with primary FeSPGRE;ibility for the area ef payroll; admiRister payr data and the payFell system. while ensuring compliance with District policies, procedures, MOUs, and federal and state regulations. .. CENTRAL CONTRA COSTA SANITARY DISTRICT Payroll Analyst TeGhRiei (Continued) Compile, verify, reconcile and maintain a variety of financial and accounting data and rPCords_ Prepare and monitor the District's payroll which includes —,-auditinq all time sheets; preparinge payroll and verifying for accuracy_qnd printi nq and distributinge payroll checks.; prepare interim nayrell nheeks; type nheGk-6 Receive, check, and process payroll action forms relative to changes in employee status or pa— and maintain emnle„ee files as related to pa Fell Sta-tuss Assist irnr I+mplementiRg negotiated salary/benefit changes rra E3enrlv�' ierRss; and process sensitive /confidential payroll matters. Balance payroll and ensure appropriate salary/benefit cost distribution relative to the general ledger.;�d serve Act as a liaison with Information Technology -der staff in order to implement regarding payroll system changes needed to meet District, tax, and various regulatory reauirements. ^e GerRs. Administer, while coordinating with Risk Management, State Disability Insurance (SDIJ and Workers' Compensation integration in accordance to the law and the M.O.U.s. ■ i ..... FEW. M—SM-13111111 Compute and reconcile retirement calculations based upon federal and state regulations and provide such information to Retirement Association. ree„n„ilinn to aeeei intiRg reeerds -; Pprepare and submit complex financial regular reports to various local, state., and federal agencies. � ■. .. .. Respond to veal with employees questions regarding paychecks, time sheets and tax withholding reports and other related matters; emnle„ees may have regarding nayGhec;ks 2 CENTRAL CONTRA COSTA SANITARY DISTRICT Payroll Analyst T^^hn'iGian (Continued) LEMMMM .. ... .. rg Communicate with departmental personnel on payroll related issues. in resel„ing +irne sheet rli ^rnnan^ioc Wwork closely with Human Resources in order to coordinate and implement changes related to wages, benefits, and compensation. staff regarding s lany anti benefits Research, keep current, and provide information to other District personnel and the general public on matters relating to payroll issues, procedures and applicable laws, policies, rules and regulations. Assist outside auditors in review of District financial and payroll records and practices. Perform special assignments as requested. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Generally accepted Drinniple and nrn^+i^nc+ of payroll prep ration and admiRistratiOR; accounting principles and practices as they relate to payroll. Local, state, and federal regulations related to payroll processing and administration. District and department policies and procedures including MOUs related to pFefessien payroll f� �n�„Tprocessing and administration. Mathematical and statistical calculations. Principles and practices of financial records management Dnr+innn+ tale and federal laws ry inn . ayroll iooi �c�o 3 CENTRAL CONTRA COSTA SANITARY DISTRICT Payroll Analyst hn,,n (Continued) Data nrnnnosinn requirements asseGiated ,n,i +h Automated payroll systems and related software. Standard office practices, procedures, and equipment. English grammar, vocabulary, spelling, and punctuation. Safety precautions as required by the District, including but not limited to, Cal /OSHA General Industry Safety Orders, District's Respiratory Protection Program, and District Safety Directives. Ability to: .. ... - -- WMW ".1. IMMMMMAN: , . ml - -- _. .. -- Process payroll in accordance with applicable District, local, state, and federal regulations. e 0 •• •• Owl_... Apply administrative and accounting principles and practices to the resolution of payroll problems. Interpret and apply applicable state and federal payroll regulations, and District rules and regulations. WMW ".1. IMMMMMAN: , . ml '•�a•.�s . . . Apply administrative and accounting principles and practices to the resolution of payroll problems. Interpret and apply applicable state and federal payroll regulations, and District rules and regulations. CENTRAL CONTRA COSTA SANITARY DISTRICT Payroll Analyst T, Gh;;Gian (Continued) UP .. AA Establish and maintain effective working relationships with representatives from other local, state, and federal agencies, District staff, and the general public. Maintain and prepare accurate financial records and reports. Assist is the preparation of financial statements, analyses, and budget reports. -. .... .. Operate various software programs such as databases and spreadsheets. Sit at a desk for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk, perform simple rag sping and fine manipulation, use telephone, write or use keyboard to communicate through written means, and lift or carry weight of 25 pounds or less. Perform work independently and within an environment of competing priorities. MINIMUM QUALIFICATIONS Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience Two Three years of accounting experience processing and administering payroll related aGtivifies, including experience with automated payroll processing systems. 5 CENTRAL CONTRA COSTA SANITARY DISTRICT Payroll Analyst T°r (Continued) Education Geurses in beekknnning and onnn,,niinrr Equivalent to a bachelor's degree from an accredited college or university with major study in accounting or a related field. Substitution for Education: Four years of additional qualifying experience as noted above may be substituted for the bachelor's degree. Licenses and Certificates: May need to possess a valid California Driver's License as required by the position. A valid out -of -state driver's license will be accepted during the application process. Must possess a valid California Driver's License within 90 days of appointment.