Payroll Technician

Job Title

Payroll Specialist

Job Description

RESUMES WILL NOT BE ACCEPTED IN LIEU OF AN APPLICATION Priority screening application deadline is August 21, 2026 Important Information: Applications submitted incomplete and/or without the required document(s) and responses to application and supplemental questions will be disqualified. Applications will be accepted continuously until a sufficient number of qualified applications have been received or until the position has been filled. This recruitment may close at any time without notice. Priority Screening Deadline: August 21, 2026. Application Process A limited number of applicants who clearly show that they most closely meet the needs of this position in terms of training, experience, education, and other job-related characteristics will be accepted to participate in the selection process. This process will include evaluation and initial screening of the standard online City application to determine which candidates progress to the next phase of the recruitment process. The subsequent selection process may include a written test/written exercise, performance exercise, panel interview, and a final departmental interview. The Human Resources Department reserves the right to change components of the examination process. As a condition of employment, the selected candidate will be required to successfully pass a Live Scan fingerprint background check and reference check. Depending on the position, as a condition of employment, the selected candidate may also be required to pass a physical exam, including a drug screen. EQUAL OPPORTUNITY EMPLOYER: The City of Seaside provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Seaside does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group of class-protected by applicable federal, state or local law. DEFINITION Under general supervision, performs complex technical accounting work required to coordinate the preparation of the City's payroll; maintains centralized payroll operations; prepares, maintains, and distributes a variety of payroll records and reports; prepares information in support of collective bargaining; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the Assistant Finance Director. Exercises no direct supervision over staff. May exercise technical and functional direction over and provide training to less experienced employees. CLASS CHARACTERISTICS This is an advanced journey-level and specialized class in the paraprofessional accounting series that performs a variety of technical duties in support of the City's payroll and benefits systems. Incumbents are responsible for the overall preparation and distribution of payroll, maintenance of payroll records, and required reporting in accordance with Federal, State, and local laws, rules, regulations. This class is distinguished from Accountant in that the latter is a professional-level class and requires knowledge of governmental accounting practices and procedures, fund accounting, and fiscal management.

Examples of Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Receives, reviews, verifies, and processes time recording documents to prepare payroll for all City employees; audits such documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records. Processes, calculates, and maintains records of a variety of payroll actions, including new-hire set up, overtime hours, cost-of-living adjustments, incentive and/or premium pay, retroactive pay, benefits withholdings, wage garnishments, workers compensation claims, and final paychecks and pay-offs based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions; processes cash and wire transfers; provides documentation for journal entry preparation; prepares reports and payments for various tax, financial, and insurance organizations. Conducts wage rate analyses; prepares alternative wage and salary packages used in collective bargaining; develops and drafts personnel rules and policies as they relate to payroll in coordination with the Assistant Finance Director and/or Human Resources. Interprets, applies, explains, and ensures compliance with provisions of collective bargaining contracts and personnel rules as they apply to payroll and a wide variety of paid and unpaid leave usage; suggests contract and rule changes to improve payroll and time reporting. Applies and ensures compliance with applicable tax laws and rulings with regard to the employee benefits program as well as earnings. Receives and verifies timesheets; checks for available sick leave and vacation days and other types of available leave days and inputs into payroll system; advises supervisors and employees on requirements of union contracts for time reporting. Processes personnel transactions making appropriate adjustments/changes in the payroll system. Prepares reports and payments for employee retirement benefits Prepares quarterly Federal and State tax reports, annual W-2's, and all other required reports. Prepares insurance premium statements for payment; updates insurance changes for City employees. Assists departments and employees by providing payroll information, explains procedures, and answers labor contract questions pertaining to payroll. Maintains a variety of files and records related to the City's payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of the accounting and financial records. Provides financial reports and records for use by the City's auditors, including subsidiary ledgers and other supporting documentation. Posts and balances data to various general ledger accounts, registers, journals, and logs according to established accounting techniques and procedures. Checks and tabulates statistical and financial data. Writes letters, memoranda and reports. Assists with training other accounting staff on various financial information and electronic record-keeping systems. Assists the Assistant Finance Director with special projects as required, including assistance with the preparation of the annual budget. Performs other duties as assigned.

Typical Qualifications

Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework or specialized training in payroll, accounting, or a related field, and; three (3) years of full-time increasingly responsible record keeping or accounting experience including one year of increasingly responsible payroll experience. Knowledge of: Payroll processes and techniques, employee benefits processes as they relate to payroll, and laws, rules, regulations, procedures, and office practices related to the processing and recording of payroll and financial transactions related to employee benefits. Computerized accounting and finance systems and computer software and systems related to finance and payroll processes; other computer applications related to work, including word processing and spreadsheet software. Record keeping, information processing requirements and rules and policies related to the production of an employee payroll. Payroll reporting and payment requirements of various State and Federal agencies and benefit providers. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including the City's various Union Memoranda of Understanding and related contracts and documents. Principles and practices of auditing payroll documents. Public agency finance and account functions. Modern office practices, methods, and computer equipment. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Ability to: Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures of accounting, payroll processing, employee record-keeping functions, basic employee benefits processes, and Union Memoranda of Understanding. Review payroll and other financial documents for completeness and accuracy. Review, post, balance, reconcile, and maintain accurate and confidential payroll records. Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll issues. Compose correspondence and reports independently or from brief instructions. Establish, maintain, and research payroll and related accounting records and files. Make accurate arithmetic, financial, and statistical computations. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Establish and maintain a variety of filing, record-keeping, and tracking systems. Understand and follow oral and written instructions. Organize own work, set priorities, and meet critical time deadlines. Operate modern office equipment, including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Supplemental Information

PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various construction, City, and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office, partially a field classification, and standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds. ENVIRONMENTAL ELEMENTS Employees primarily work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to potentially hazardous physical substances. Employees