Payroll Technician

Payroll Technician

The City of Covina is accepting applications for the position of Payroll Technician in the Finance Department.

DEFINITION:

Under immediate supervision, performs highly responsible duties in the preparation, administration and maintenance of City payroll transactions and records, ensuring that the payroll function is carried out in an accurate, timely manner in accordance with legal requirements and sound financial management principles and practices; and performs other related work as assigned.

DISTINGUISHING CHARACTERISTICS:

The Payroll Technician classification is distinguished from other accounting support classifications by the specialization in performing work in preparation of City payroll and related financial functions. This classification is distinguished from the next higher classification of Payroll Analyst in that the latter has the responsibility of independently performing more complex and challenging work.

SUPERVISION RECEIVED/EXERCISED:

Direction is provided by the Finance Management staff. Incumbents in this class do not routinely exercise supervision.

ESSENTIAL FUNCTIONS:

• Processes and prepares the bi-weekly City payroll.

• Reviews timekeeping reports to identify and resolve errors in time reported; ensures availability of leave time reported; verifies earnings and deductions; ensures payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions; processes stop payment requests and reissues checks.

• Verifies and calculates overtime payments and verifies, audits, edits and processes the final payroll, benefit program payables and pay checks.

• Generates and checks final payroll reports and registers; coordinates wire transfer of funds for direct deposit, payroll taxes and other deductions to various banking institutions.

• Ensures the timely and accurate posting of payroll to the financial accounting system.

• Processes special payroll transactions, such as wage assignments and liens, advances and other special payments; calculates and manually prepares special payroll transactions and pay checks.

• Ensures accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations.

• Answers employee questions regarding payroll and benefits deductions by explaining requirements, policies and procedures.

• Maintains various spreadsheets to track time and payments for designated purposes including various City benefit programs.

• Generates and mails the monthly, quarterly and annual payroll, retirement and tax withholding information to federal and state government agencies and CalPERS; audits and balances accounts in preparation for generating tax reports; generates and reconciles year-end payroll reports; prepares and mails employee W-2 and related tax statements.

• Prepares payment requests and verifies and reconciles payments to the City's health and benefit providers and resolves billing errors and discrepancies with providers.

• Confers with Human Resources on non-routine questions regarding employee benefits and individual employees regarding benefits, changes and MOU implementation; serves as the payroll liaison with Information Technology staff.

• Trains back-up personnel for payroll function.

• Coordinates with Human Resources staff to provide payroll related information for employment verification requests.

• Maintains confidentiality of records and information.

• Maintains all payroll documents as they relate to the City's records retention policy.

• Provides assistance to the City's outside auditors on payroll-related questions and matters.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Physical

Position requires prolonged sitting, standing, walking, kneeling, squatting, and stooping in the performance of daily activities. The position also requires repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires both near and far vision in reading written reports and work-related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required.

Mental

Operations require almost continuous attention. Incumbents are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform detailed work on multiple, concurrent tasks; work under deadlines with constant interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Environmental

Work is performed in a standard office setting. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise.

MINIMUM QUALIFICATIONS:

The following are minimal qualifications necessary for entry into the classification.

Education and/or Experience:

Any combination of education and experience that provides the required knowledge, skills and abilities necessary to perform the essential job duties of a Payroll Technician. A typical way of obtaining the required qualifications is to possess a high School Diploma or G.E.D. and completion of some college-level course work in accounting principles, methods and practices. Three (3) years of experience in an accounting position, with emphasis in payroll processing in an automated payroll-processing system, or related field. Experience working in a municipal payroll environment is highly desirable. Bachelor's degree in accounting, Public or Business Administration or a closely related field is highly desirable.

KNOWLEDGE/ABILITIES/SKILLS:

(The following are a representative sample of the KAS's necessary to perform essential duties of the position.)

Knowledge of: Modern principles and practices governing payroll, time reporting financial recordkeeping, report writing, bookkeeping and basic governmental accounting; basic principles of business mathematics; bank deposits and cash handling procedures; applicable federal, state and local laws, codes and regulations; methods and techniques of scheduling work assignments; modern office practices, methods and equipment, including a computer and applicable software; methods and techniques for recordkeeping and report preparation and writing; proper English, spelling and grammar, and; occupational hazards and standard safety practices.

Ability to: Perform difficult clerical, financial recordkeeping work; reconcile differences within a recordkeeping/payroll system using mathematical skills; make arithmetic calculations quickly and accurately; recognize and correct computational errors; accurately compare, post, and transfer numbers; operate a variety of office equipment including a ten-key calculator by touch; comprehend and apply written and oral instructions; write reports and various correspondence; work safely, efficiently and independently; understand and apply general fiscal and financial recordkeeping practices in the performance of assigned tasks; organize, prioritize and follow up on work assignments; communicate effectively, both orally and in writing; follow written and oral directions; establish and maintain cooperative working relationships; deal tactfully and courteously with internal and external customers; operate a computer and use a variety of software programs; and, use good judgment in handling highly sensitive and/or confidential matter with discretion and maintain the privacy of such information.

Skill to: Operate modern office equipment including computer equipment and a variety of word processing, spreadsheet and software applications. Operate a motor vehicle safely.

Notes:

The above job description is intended to represent only the key areas of responsibilities; specific assignments and duties will vary depending on the business needs of the Department.

Provisions of the California Government Code and Emergency Services Act declare all public employees to be disaster service workers. As disaster service workers, all public employees (except legally employed aliens), are subject to such disaster service activities as may be assigned to them by their superiors or by law.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS APPLY IMMEDIATELY! The deadline to apply is 6:00pm on Monday, August 31, 2026, or upon receiving 100 applications, whichever occurs first. Applicants are encouraged to apply early since applications are reviewed on a continuous basis. Applicants that apply after the first review date are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date. The selection process may consist of, but not limited to application evaluation, skills assessment and/or oral interview. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a complete application. The successful candidate will be required to undergo a reference / background check (to include a conviction record and LIVE scan) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Covina utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization. Communications regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method. The City of Covina is an Equal Opportunity Employer The City of Covina provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the City of Covina complies with applicable state and local laws governing