Payroll Specialist

Salary : $74,568.00 - $95,628.00 Annually
Location : City Hall - 300 E. Chapman Avenue Orange, CA
Job Type: Full Time Miscellaneous
Job Number: 01694
Department: Finance Department
Division: Payroll
Opening Date: 05/06/2026
Closing Date: 5/25/2026 11:59 PM Pacific

JOIN THE CITY OF ORANGE AS A PAYROLL SPECIALIST!
Under general supervision, performs complex specialized financial 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.

Recruitment Process:
To be considered for this opportunity, interested and qualified applicants must submit a complete online application-including the supplemental questionnaire-no later than 11:59 p.m. on May 25, 2026.
Please save the following tentative dates:

Panel interviews are tentatively scheduled for Tuesday, June 16, 2026.
Department selection interviews are tentatively scheduled for the week of June 22, 2026.

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, and final paychecks and pay-offs based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions; prepares payroll benefit checks, electronic funds transfers and wire transfers; prepares reports and payments for various tax, financial, and insurance organizations.
• Calculates and processes pay and/or benefit adjustments due to workers' compensation, leave of absence and donated leave; coordinates with workers' compensation administrator, Risk Management and departments to ensure correct coding of industrial leave hours.
• 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 timesheet data; checks for available sick leave, vacation leave, and other types of available leave; advises supervisors and employees on requirements of union contracts for time reporting.
• Processes personnel transactions making appropriate adjustments/changes in the payroll system.
• Tracks taxable and non-taxable wages, benefits, deductions and fringe benefits in Excel and reconciles data each pay period and quarter-to-date to various payroll system reports.
• Prepares reports and payments for employee retirement benefits; prepares quarterly Federal and State tax reports.
• Manages the reconciliation and payment of the City's health, dental, vision, life and long term disability insurances.
• Coordinates the processing of all annual Open Enrollment changes in the payroll system including cafeteria benefits changes, premium changes and employee election changes.
• Assists departments and employees by providing payroll information, explains procedures, and answers labor contract questions pertaining to payroll.
• Tests software releases to ensure payroll module is working properly and existing reports remain unaltered by releases.
• 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.
• 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.
• Provides training to other payroll staff on various financial information and electronic record-keeping systems.
• Assists the Financial Analyst and Payroll Manager with special projects as required.
• Performs other duties as assigned.

Typical Qualifications

Knowledge of:

• Public agency finance and account functions, 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 regulatory 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.
• 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 harmonious working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

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 five (5) years of experience that has included the maintenance, processing, and preparation of employee payroll and/or financial and accounting processing and record keeping.

Supplemental Information


Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; 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 classification although standing in work areas 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.
Disaster Service Worker:

All employees of the City of Orange are designated by both State law and City ordinance to be "Disaster Service Workers." In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees' normal work assignments and may continue through the recovery phase of the emergency.


City Mission, Vision, and Values:
Incumbents in all City positions are expected to exhibit the behavior characteristics reflected in the City's Mission, Vision, and Values statements in the performance of their duties: The City of Orange is committed to excellent service for our residents, businesses, and visitors. As an organization, the City of Orange is the leader in delivering the highest level of service to meet current and future needs of the community. The City's values include Teamwork, Accountability, and Excellence.
BENEFITS FOR ORANGE MANAGEMENT ASSOCIATION

The City of Orange provides a generous array of benefits to employees in addition to maintaining competitive salaries. Benefits are prorated for part-time employees working from 20 to 35 hours.


The following is a partial list of benefits:

Salary Range. Salary Ranges are composed of six (6) steps, each approximately five percent (5%) apart. Advancements through the steps are generally made yearly and based on performance.

Retirement Benefits. Retirement benefits are provided by the California Public Employees' Retirement System (CalPERS), including the City's contribution toward the Fourth Level Survivor's Benefit.

Effective January 1, 2013, newly hired non-safety employees who are " New " CalPERS Members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the CalPERS 2% at age 62 defined benefit plan with three year final compensation in accordance with Public Employees' Pension Reform Act of 2013 (PEPRA). New Members shall contribute half of normal cost of retirement as determined by CalPERS from their pensionable compensation, on a pre-tax basis, as set forth in California Government Code Section 7522.30.

An employee who is a " Classic " Member of CalPERS or a current member of another California public retirement system who is hired by the City of Orange on or after January 1, 2013, will be enrolled in the CalPERS 2.7% @ 55 benefit formula with one year final compensation. Employees contribute 8.00% of pension reportable salary on a pre-tax basis for this retirement benefit.


Social Security & Medicare. Employees do not pay into Social Security, however, do contribute 1.45% of salary towards Medicare.

Cafeteria Benefits Plan. The City pays up to $2,210 per month which can be applied towards CalPERS medical, dental, vision, health care reimbursement, and/or dependent care reimbursement. Under certain criteria, employees may elect to opt out of the City's medical plan altogether and receive $500 per month.


Vacation. Employees earn 92 hours of vacation during the first year of service, and an increasing accrual annually up to 232 hours per year after 30 years of service. The City also provides an annual unused vacation payout plan.

Life Insurance. The City provides a term life insurance policy of $75,000 .

Holidays. The City observes 11 paid holidays and provides 18 hours of floating holiday annually.

Administrative Leave. Employees receive 45 hours of administrative leave annually.

Sick Leave. Sick leave is accrued at a rate of 96 hours per year. Employees are eligible to convert unused sick leave to vacation on an annual basis. A partial payment (up to 50%) for accumulated unused sick leave is available to City employees who retire from the City.

Other Benefits. Most employees work a "9/80" alternate work schedule with City Hall closures every other Friday. Long Term Disability, an Employee Assistance Program, Tuition Reimbursement (up to $1,500/fiscal year), Trip Reduction Program incentives, optional Deferred Compensation programs and Credit Union membership are a few of the additional benefits provided and/or available to employees.

For more information, please click for the Orange Management Association Memorandum of Understanding (MOU). Note: an updated MOU is in the process of being uploaded, so the current document may include outdated information. Please contact HR staff at if you have any questions regarding contents of the MOU.

CONDITIONS OF EMPLOYMENT
A Medical Examination, Police Records Check, and thorough Background Investigation are required of all prospective employees.

In compliance with the Immigration Reform & Control Act of 1986 (IRCA), all job offers made by the City of Orange are contingent upon establishing proof of your legal right to work in the United States.

All benefited employees shall be subject to a twelve (12) month probationary period as a condition of employment.

The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Orange.

The City of Orange is an Equal Opportunity Employer.
01


What is the highest level of education that you have completed?

• Did not graduate high school / did not obtain GED
• Graduated high school / obtained GED
• Completed some college-level coursework or obtained Associate degree
• Obtained Bachelor's degree
• Obtained Graduate degree

02


How many years of experience do you possess in the maintenance, processing, and preparation of employee payroll and/or financial and accounting processing and record keeping?

• None
• Less than five (5) years
• Five (5) years or more

03


Briefly describe any college-level coursework, specialized training, and/or work experience in payroll, accounting, or related field. Please include the agency name where you gained the experience and your duties. If none, type "N/A".
04


Describe the most complex payroll issue you have handled. What steps did you take to resolve it and what was the final outcome?
05


List the payroll systems you have used and your level of proficiency with each. If none, type "N/A".
06


Describe any experience you have with payroll system implementations, conversions, or upgrades. Include your role, key responsibilities, and the outcome of the project. If none, type "N/A".
Required Question