Consider Approval of Revised Position Description for Payroll Specialist

(1)

Item #13 May 4, 2016

TO: Board of Directors

FROM: Steve L. Rosenberg

Director of Finance and Administration Debbie Williams

Director of Human Resources

SUBJECT: Consider Approval of Revised Position Description for Payroll Specialist

I. Executive Summary

The Payroll and Benefits Specialist position was first approved by the SCAT Board of Directors in 2002. As SCAT and later Gold Coast Transit has grown larger and the requirements associated with running a transit agency in California have expanded, the responsibilities associated with processing its payroll have become more complex. GCTD has been informed by our incumbent Payroll and Benefits Specialist of her intent to retire from GCTD this summer. As staff prepares to advertise and fill a critical staff position, this is an appropriate time to review and restructure the position description. The orientation for this position as it has evolved and going forward will be more oriented toward payroll, compliance and data responsibilities. GCTD established a separate Human Resources function in 2014, and the majority of benefits support responsibilities will eventually be transferred to that group. As a result, the title of this position has been changed from Payroll and Benefits Specialist to Payroll Specialist. Employee benefits support remains included in the position description, however,

because Payroll will continue to support the employee benefits function in both the short and long-term.

Other changes to the position description are intended to more fully and accurately describe the myriad responsibilities of this position.

This position description replaces the existing Payroll and Benefits Specialist position description. The salary range of the position will not change and this will not increase GCTD’s headcount. Exhibit “A” to this report is a marked-up version showing the changes made to the previously approved Payroll and Benefits Specialist position

(2)

Page 2 of 2

Consider Approval of Revised Position Description for Payroll Specialist May 4, 2016

description, and Exhibit “B” to this report is a clean version of the proposed new Payroll Specialist position description.

II. RECOMMENDATION

IT IS RECOMMENDED that the Board of Directors approve the revised position description for Payroll Specialist.

Attachment

General Manager’s Concurrence:

_______________________________ Steven P. Brown

(3)

ATTACHMENT “A”

GOLD COAST TRANSIT DISTRICT

JOB DESCRIPTION

CLASSIFICATION TITLE: Payroll and Benefits Specialist REPRESENTATION: Non-Represented / Staff

OVERTIME STATUS: Non-Exempt

REPORTING STATUS: Accounting Manager SUPERVISES: None

DATE AUTHORIZED: October 9, 2002

DATE REVISED: May 2016

JOB SUMMARY

Under general direction, this class is responsible for all aspects of payroll preparation, including payroll system data maintenance, timekeeping oversight, payroll calculations, pension calculations, payroll deductions, garnishments, preparation of payroll taxes, and other payroll-related duties as assigned. Other responsibilities may include

administration of employee benefits program, employment verification, accounts receivable, bank reconciliations, and backup for other accounting responsibilities as required.

administering employee benefits program, employment verification, preparation of tax returns and other duties related to payroll. Also, responsible for accounts receivable, reconciliation of general checking account, and other back up duties for accounts payable.

ESSENTIAL FUNCTIONS

The Payroll and Benefits Specialist has responsibility to:

 Prepare and process biweekly payroll for all GCTD employees; review and ensure accuracy of approved timesheets; calculate and process payroll adjustments; track and deduct all taxes, garnishments and other special payroll deductions; process payroll direct deposit payments and payroll checks;

(4)

Payroll and Benefits Specialist Page 2  Coordinate efforts between accounting, human resources and other departments

to ensure proper flow and maintenance of employee records and data with the highest level of confidentiality;

 Establish/maintain employee payroll records; ensure that employee changes are entered correctly and made on a timely basis; review changes for proper

authorization and adherence to GCTD policy, federal/state/local regulations, union Memoranda of Understanding (MOUs), GCTD Personnel Rules, CalPERS payroll-related requirements, etc.;

 Reconcile and process payments of payroll taxes; Prepare payroll deduction check/EFT requests, retirement contributions and any other payroll-related deductions;

 Reconcile, prepare and mail/distribute quarterly and annual state/federal tax returns, W-2s, 1095-Cs and any other required notifications/reports to employees or any government agency; Process electronic filing of quarterly and annual payroll reports;

 Coordinate schedule changes with all GCTD departments and employee health benefits program for employee share;

 Calculate, prepare and implement pay rate changes, deductions and benefit accruals;

 Prepare all payroll-related reports, as needed; prepare reports and investigate inquiries for employees; respond to information requests from GCTD

management, regulators, public agencies, insurance or benefit providers, GCTD’s employee representatives (union) or other stakeholders as directed;

 Coordinate payroll integration for employees out on Worker’s Compensation, State Disability, etc.

 Occasionally work on holidays, weekends or other normally-scheduled off-hours or off-days as required by the schedule requirements of the core payroll function.

 Prepare employee payroll from time reports after verifying accuracy of data, update payroll master files and prepare payroll input for new employees; review, calculate and process payroll adjustments.

 Process payroll taxes, payroll deduction check requests, and retirement contributions.

 Prepare monthly payroll report; prepare state/federal tax returns, prepare quarterly and annual reports.

 Coordinate employee health benefits (medical, dental, vision and life) program; coordinate open enrollment for all benefit programs; serve as liaison with insurance and retirement carriers.

 Prepare employment reports, as needed; prepare reports and investigate inquiries for employees; respond to information requests from workers’ compensation insurance carrier, state disability and unemployment agencies, and verification of employee’s employment status.

(5)

Payroll and Benefits Specialist Page 3

OTHER JOB FUNCTIONS

Administration of employee benefits program, employment verification, accounts receivable, bank reconciliations, and backup for other accounting and benefits responsibilities as required.

Develop and maintain payroll-related spreadsheets; compiles, analyzes and audits information from all relevant sources. Researches and resolves discrepancies.

Complete and process enrollment and termination forms for submission of retirement contributions to the California Public Retirement System (CalPERS).

Prepare billings and related correspondence for accounts receivable; monthly reconciliation of general checking account; provide backup support for the accounts payable.

MINIMUM QUALIFICATIONS

High school graduation or equivalent; some college or post-secondary business education is preferred. Three years of administrative work experience is required, experience in payroll processing is preferred

High school graduation, or equivalent. Three years of work experience with accounts receivable, accounts payable and/or payroll processing.

and Knowledge of:

 Computers, with emphasis in spreadsheet (Excel), word processing (Word), data reporting and accounting/payroll programs

 Basic math and accounting record keeping  Payroll laws, procedures and regulations

 General cash accounting and reconciliation practices  Research techniques to prepare routine reports

 Public contact, public information and employee service practices  General office practices

and Ability to:

(6)

Payroll and Benefits Specialist Page 4  Learn and understand GCTD policies and procedures

 Know and iInterpret terms and conditions of of union MOUs employment contracts as related to payroll

 Maintain confidentiality of information

 Operate a computer, calculator and other common office equipment  Keep financial and statistical records

 Communicate effectively, in oral or written form  Understand and follow oral and written instructions  Attend to detail

 Enter data quickly and accurately

 Establish and maintain cooperative working relationships  Exercise patience, diplomacy and discretion

 Complete payroll cycle and other assignments within strict limited timelines  Develop/suggest solutions for issues problems and procedures

WORKING CONDITIONS:

Environment

 Office environment Physical Abilities:

 Speaking to make presentations.  Sitting for extended periods of time.

(7)

ATTACHMENT “B”

GOLD COAST TRANSIT DISTRICT JOB DESCRIPTION

CLASSIFICATION TITLE: Payroll Specialist REPRESENTATION: Non-Represented / Staff