Payroll Specialist

Salary : $74,177.00 - $89,959.00 Annually
Location : City Hall Annex, 90 Santa Rosa Ave Santa Rosa, CA
Job Type: Full-Time
Job Number: 26/27-34ASM-O
Department: Finance
Opening Date: 10/19/2026
Closing Date: 11/9/2026 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: 07
Max Number of Applicants: 100


The Position
The City of Santa Rosa is hiring motivated, hardworking individuals to join our Payroll Team! This is an excellent opportunity for those seeking a rewarding career providing critical support to our City's public employees!

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

***Please note: this recruitment will remain open for 3 (Three) weeks or until 100 applications are received, whichever comes first.***

THE BENEFITS OF CITY EMPLOYMENT

• 12 paid holidays annually, plus 1 to 3 "floating holidays" per year depending on hire date and years of service
• $500 Annual wellness bonus
• Paid Family Leave:
• Flexible schedule (9/80) available with management approval
• The City of Santa Rosa is a Public Service Loan forgiveness Employer

In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of health plan, a flexible spending program, flexible work schedule options, and top of the line employer paid (free to you) vision and dental coverage. More information regarding benefits associated with this position can be found in the and on our .
ABOUT THE POSITION:
In this role you will perform a variety of highly specialized and complex technical and clerical accounting work related to the preparation and maintenance of an automated payroll system, including preparation and processing of the biweekly payroll and related disbursements and similar activities in the Payroll and Benefits Division of the Finance Department. Individuals in this position are required to have a working knowledge of payroll practices and municipal accounting practices and procedures involving multiple variables, complex accounting activities related to benefits, retirements programs, multiple Memoranda of Understanding (MOUs), special pays, complex CalPERS (California Public Retirement System) formulas and calculations, state and federal tax laws and regulations, and a wide variety of routine and non-routine personnel transactions.

THE SUCCESSFUL CANDIDATE:
The successful candidate will possess the following experience and attributes:

• Highly organized and detail oriented
• Excellent interpersonal and customer service skills
• Aptitude to learn and retain new skills quickly
• Two (2) years of payroll processing with a government agency or organization with labor unions
• Familiarity with an ERP or HRIS system
• Familiarity with FMLA, CFRA, PDL
• An understanding of general ledger and debits and credits highly desirable.
• Experience interpreting policies & procedures related to processing payroll
• Experience performing detailed numerical work with speed and accuracy
• Ability to multitask and juggle shifting priorities
• Advanced Basic excel skills for the reconciliation of benefits related invoices and leave of absence tasks.
• Ability to evaluate situations and provide well formulated responses based on law, MOUs, policy and past practice.

FROM THE STAFF:
"I like working for the City first because of the great benefit package. The large amounts that the City contributes towards my health insurance, pension, and other benefits add so much value to my total compensation. I also like the culture, and inclusiveness at the City. I've found that working alongside, and supporting all the people who make this City run smoothly, comes with a sense of pride too. I know my job helps contribute to the greater good of my community.


Payroll is an important and rewarding department to work in. We get to interact with all departments in the City, which makes for an interesting workday. In Payroll we work closely with each other, with lots of cooperation and support. I've had the opportunity to learn so much, and improve my skills since coming to this department."

-Payroll Specialist
"I enjoy working for the City of Santa Rosa, the people are skilled, helpful and friendly.
The benefits are really good, and I feel I am paid fairly for the work I do. It's nice to meet employees from around the City when they come to the department to drop off their change forms or ask questions. Payroll is multifaceted so there is a lot to know. You can learn something new almost every day which means you won't get bored. We're able to accomplish a lot and have fun doing it."
-Payroll Technician
HOW TO APPLY: Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Incomplete responses, or responses such as "See Resume" may result in disqualification from the selection process.


THE SELECTION PROCESS:
The selection process will include a minimum qualifications assessment, and may also include an application and supplemental questionnaire review, followed by department selection interviews.


ADDITIONAL REQUIREMENTS: Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.
Examples of Duties and Responsibilities

• Prepares and processes the full cycle bi-weekly payroll
• Sets up and maintains employee master file records in the payroll system
• Reviews personnel action forms (PAFs) and other employee deduction and contribution forms for completeness and accuracy and makes necessary entries into the payroll system
• Reviews time and attendance records for accuracy and compliance with various MOUs and City policies
• Reviews system-generated FLSA overtime payments, various payroll deductions and fringe benefit calculations and makes necessary adjustments
• Performs complex retroactive pay calculations and applies adjustments
• Runs trial payroll and reviews for accuracy; makes corrections as needed
• Analyzes various payroll reports for error and out-of-balance messages and reconciles any discrepancies
• Generates pay checks and direct deposits
• Calculates separation payouts, including lump sum leave payouts and contributions to deferred compensation plans
• Prepares spreadsheets to record and track disbursements
• Creates accounts payable claims for payment of payroll liabilities and reconciles payroll clearing accounts
• Tracks accrued payroll tax liability, monitors deadlines and prepares tax deposits
• Assists employees with various questions and requests for information
• Receives and researches requirements for wage assignment orders and tax levies and implements related deductions
• Interprets and applies MOU provisions and City policies and procedures
• Receives and completes various forms, surveys and verifications of employment
• Assists in the preparation and reconciliation of annual W-2 forms
• Establishes and maintains effective communication and working relationships with managers, supervisors, employees, retirees and all external customers
• Maintains a variety of payroll records and assists with gathering information requested by auditors or in response to Public Records Act requests

Additional Duties:

• Receives and reconciles monthly insurance invoices and prepares accounts payable claims for payment
• Issues a variety of uniform benefits in accordance with MOUs and City policy and procedures
• Tracks employee leaves related to FMLA, CFRA, PDL and Military
• Notices employees on unpaid leave of amounts due for insurance benefits
• Prepares journal vouchers
• Perform related duties as assigned

Required Qualifications

Qualifications :
Knowledge of : The principles, procedures and practices related to financial recordkeeping and reporting; basic bookkeeping methods and practices; business math, including fractions, decimals, percentages, and ratios; principles, best practices and methods for the preparation and maintenance of a complex automated payroll system, including preparation and processing of a biweekly payroll and related disbursements; accounting, reporting, recordkeeping, reconciliation and regulatory compliance; federal and State laws related to payroll and tax accounting; Fair Labor Standards Act and CalPERS regulations and requirements; techniques for providing effective customer service in dealing with City staff and others contacted in the course of the work; and proper business English usage, spelling, grammar, and punctuation.

Ability to : Rapidly learn and conduct full-cycle payroll processing, calculate retroactive pay adjustments and other calculations required for complex payroll processing; understand, interpret, and apply the provisions of MOUs, legal documents and tax requirements; advise others on how to apply policies, procedures and standards to specific situations related to payroll policies; exercise judgment to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards; compare, count, differentiate, measure and/or sort, as well as assemble, copy, record and transcribe data and information; classify, compute and tabulate data; research and solve complex payroll issues; accurately perform basic to complex arithmetic computations manually; calculate percentages, fractions, decimals and rations; interpret basic descriptive statistical reports and/or formulation data; work independently with minimal supervision; organize and prioritize work activities independently; communicate effectively, orally and in writing with employees and representatives of other entities such as CalPERS and State and federal tax agencies; establish effective working relationships with others; and use a computer and related software to input, query and maintain data.

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 - Sufficient experience including bookkeeping, payroll or financial record keeping or other clerical accounting experience which demonstrates the possession of the knowledge and abilities listed above. Typically, this would include the equivalent of three (3) years of full time experience working in a full cycle payroll environment at an organization of similar size and complexity to the City of Santa Rosa. Education -Equivalent to completion of the twelfth grade, supplemented with courses in accounting, business, or a related field. One year of college level course work in accounting or financial record keeping and American Payroll Certification is highly desirable.


License:
This classification may require the use of a personal or City vehicle while conducting City business. In order to operate a vehicle, individuals must be physically capable of operating a motor vehicle safely and possess a valid California motor vehicle operator's license, OR be able to demonstrate the ability to travel on scheduled and unscheduled visits to various City locations which may or may not be reachable by public transportation.

Additional Information


Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.


Working conditions and physical job requirements are available on the


Santa Rosa - A Wonderful City to Call Home:
The City of Santa Rosa is located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa is the seat of Sonoma County and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.
The City of Santa Rosa is proud to be an equal opportunity workplace.
The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a Request for Reasonable Accommodation Form within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at View phone number on click.appcast.io or View email address on click.appcast.io.
In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits.

This job classification is in Miscellaneous Unit 7, Technical. Please click to be redirected to the City's benefits information page.
01


The purpose of this supplemental questionnaire is to gather information used to evaluate your qualifications for this position. For your application to receive further consideration, your responses must be supported by the information provided in the "Work History" section of your application.
You must submit a complete application and provide clear, concise, and detailed responses to all supplemental questions by the final filing date and time. Responses such as "see resume" are not acceptable. Information included in resumes, cover letters, or other attachments will not be used to determine your eligibility and will not substitute for completing any part of the application-unless specifically requested as part of the application process. If you have not completed all required sections, please return to the application and do so before submitting.
Do you understand and agree to this statement?

• Yes
• No

02


How many years of bookkeeping, payroll, financial record-keeping, or other clerical accounting experience do you possess?

• Less than 3 years
• 3 - 4 years
• 4 - 5 years
• more than 5 years

03


How many years of experience do you have processing payroll for a government agency or organization with labor unions?

• Less than 1 year
• 1 to 2 years
• 2 to 4 years
• More than 4 years
• None

04


How many years of experience do you have processing payroll for a non-government or non-union agency?

• Less than 1 year
• 1 to 2 years
• 2 to 4 years
• More than 4 years
• None

05


For each of the following tasks, describe your relevant work experience. Include the following information for each task:

• The name of the organization(s) where you performed the task and your job title(s).
• The total length of time you performed the task.
• How frequently you performed the task (e.g., daily, weekly, monthly, or occasionally).
• Your level of responsibility (e.g., performed independently, performed with guidance, assisted with the task, or reviewed work performed by others).
• A brief description of the specific duties you performed, including any calculations, reviews, corrections, or adjustments for which you were responsible.

Tasks:
A. Reviewing employee timecards for accuracy and compliance with organizational policies.
B. Reviewing payroll transactions or practices for compliance with labor contract provisions.
C. Calculating retroactive pay.
D. Entering, reviewing, and adjusting system-generated overtime payments calculated under the Fair Labor Standards Act (FLSA).
E. Reviewing payroll deductions and benefit calculations and making necessary adjustments.
F. Calculating wage garnishments.
If you have not performed a particular task, indicate "No experience" for that task. Provide a separate response for each task. Your responses should reflect your own work experience.


06


Describe your experience interpreting, explaining, and applying Memoranda of Understanding (MOUs) and/or labor contracts to payroll and employee benefits.Include the following information:

• The organization(s) and job title(s) where you gained this experience.
• The length of time you performed these duties.
• Examples of provisions you interpreted or applied, such as wages, overtime, differentials, leave accruals, benefit eligibility, or retroactive pay.
• Your role in explaining contract requirements, resolving payroll discrepancies, or responding to questions from employees, supervisors, or management.

If you do not have this experience, indicate "No experience."


07


Describe your payroll processing experience. Include the following information:

• The organization(s) where you gained your experience and your job title(s).
• The total length of time you processed payroll.
• The approximate number of employees included in the payroll.
• Whether payroll was processed entirely in-house, partially outsourced, or fully outsourced.
• The payroll system(s) you used.
• The payroll frequency (e.g., weekly, biweekly, semimonthly, or monthly).
• Your specific responsibilities in the payroll process, including the stages you performed independently.
  If you have not processed payroll, indicate "No experience."

08


For each of the following tasks, indicate the length of time you performed the task and identify the organization(s) where you gained this experience. Briefly describe the specific duties you performed and your level of responsibility for each task. If you have no experience with a particular task, indicate "No experience."
A) Preparing and reviewing payroll reports for accuracy, identifying discrepancies, and taking corrective action to resolve them.
B) Reconciling payroll-related general ledger and trust accounts, investigating discrepancies, and ensuring transactions are accurately recorded.
C) Calculating and reporting employee and employer retirement contributions in accordance with applicable requirements.
D) Reconciling payroll clearing accounts, researching variances, and resolving outstanding or incorrect transactions.


09


Which of the following payroll or financial management systems have you used professionally within the past five years? Select all that apply.

• ADP, Paychex, or Quickbooks
• One Solution / IFAS by Central Square
• Oracle
• PeopleSoft
• Sage
• Personality by Highline
• Other

Required Question