Payroll Specialist I

Payroll Specialist

Under general direction of the Director of Payroll, the Payroll Specialist will undertake a variety of tasks such as entering and processing payroll, calculating wages, and making payments in a deadline-driven environment. The Payroll Specialist works closely with Human Resources and must maintain a high level of discretion and confidentiality when handling sensitive employee information.

This position is distinguished by its responsibility for the full range of payroll preparation, processing, payment, and reporting in an accurate and timely manner. The ideal candidate will also have experience entering data with attention to detail, have good math skills to make the necessary calculations, and will be a thorough professional with good communication skills and be able to carry out all payroll procedures with speed and accuracy.

A successful candidate will also have experience with modern Human Resource Information Systems (HRIS) and have the ability to be a subject matter expert (SME) on timekeeping and payroll applications.

This position is under the direct supervision of the Director of Payroll and exercises no supervisory authority. This position is expected to participate in the sharing of expert knowledge and as a vital member of various project teams that may be instituted.

Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultants' facilities, and other locations as required.

Essential Functions

• Enters and processes information in the payroll system; information may include employee's hourly rates, salaries, garnishments, time worked, paid leave and holidays, deductions, withholding, and other information.
• Analyzes time sheet data and verifies with supervisors and managers as needed to ensure accuracy and resolve discrepancies.
• Collects and reviews all incoming payroll changes.
• Reviews, responds, and implements employee garnishments.
• Ensures proper processing of payroll, including deductions following wage and hour laws, taxes (local, state, and federal), benefits, contributions, and other deductions.
• Transmits direct deposit files, wires, and transmissions through NCTD's banking institution; prints and distributes payroll checks and direct deposit stubs.
• Prepares manual checks and calculations and issues or reissues physical or replacement checks or direct deposits due to payroll errors or for employee separations.
• Prepares monthly, quarterly, and year-end payroll reports and documents to include the District's payroll tax returns, W2s, CalPERS, Railroad Retirement, and State Controller's Office reports.
• Files, maintains, and archives electronic and paper payroll records in a secure and confidential manner.
• Prepares journal entries to adjust or correct payroll entries.
• Prepares reconciliations and summarized reports of payroll data.
• Coordinates with NCTD Human Resources, CalPERS, Railroad Retirement Pension, and other payroll-related business partners to implement or modify data or payment submission and retrieval processes.
• Provides internal and external customer service. Responds to routine requests for payroll information within scope of authority, referring more complex questions and requests to the appropriate staff member. Provides payroll forms and reviews completed forms for accuracy.
• Recommends changes and enhancements to the payroll system which includes reports, procedural changes, and internal system control.
• Assists in developing, testing, and implementing changes to the payroll system by collaborating with Information Technology Services employees. Provides payroll knowledge, input, and tests new processes to ensure they work properly.
• Participates and provides data to internal and external auditors as they relate to payroll.
• Applies appropriate governmental laws, NCTD regulations, and contractual rules and regulations to financial/accounting transactions as required.
• Performs other related duties as assigned.

Qualifications

Education/Experience:

• Associate's degree in accounting, business, or related field.
• Five (5) years prior similar experience, with a minimum of two (2) years direct payroll experience.
• Experience with an automated payroll system is highly desirable.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

Certificates/Licenses:

• Possess payroll certifications and/or other relevant certifications preferred.
• Possession of and the ability to maintain a California driver's license, Class C, with less than 6 points in the preceding 36-month period, and no DUI violations in the prior 7 years.
• Maintain compliance with the District's policies regarding Conflict of Interest and Ethics.

General Requirements:

• Strong knowledge of principles of payroll cycle along with applicable state and federal laws, rules, and regulations related to the preparation, processing, and reporting of payroll and personnel records.
• Strong knowledge of tax withholding, voluntary deductions, garnishments, and supplemental insurance.
• Knowledge of payroll benefits (i.e. retirement, 457, 401(a), CalPERS).
• Federal and state laws dealing with employee benefits (i.e. FMLA, CFRA, PDL, SDI).
• Knowledge of and the ability to appropriately apply basic math and accounting principles, procedures, and techniques.
• Demonstrated above-average proficiency in computer software programs, particularly the Microsoft Office Suite, and automated payroll processing systems. Experience with enterprise resource planning (ERP) systems such as JD Edwards is strongly desired.
• Intermediate- to advanced-level experience with Microsoft Excel, including but not limited to experience with pivot tables, conditional formulas, VLOOKUPs, and nesting functions.
• Ability to think critically and work independently, with an unwavering attention to detail.
• Strong analytical and problem-solving skills.
• Ability to gather, organize, and analyze information, develop sound conclusions, and synthesize concepts.
• Ability to work effectively under pressure, multi-task, and organize workflow so as to deliver high-quality products within established deadlines.
• Exceptional relationship-building skills to deal effectively with individuals at all levels of responsibility and authority.
• Strong oral and written communication skills and the ability to develop, prepare, and audit payroll reporting.
• Strong reading and comprehension skills, including the ability to understand and comply with federal and state regulations.

Supplemental Information

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must possess the ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions and work with office equipment, and lift equipment up to 25 pounds on a daily basis. The employee must be able to hear, see, and communicate verbally to exchange information. The employee must be able to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. The employee may be subject to fumes, odors, dusts, gases, chemicals. The employee must be able to walk, climb, balance, bend, carry, push, reach, sit, and stand.

Ability to operate a personal computer and Microsoft Office Suite programs.

• Ability to operate standard office equipment, including a fax and scanner machine, copy machine, and telephone.
• Ability to carry and operate a mobile on-call device.

All applicants must complete and submit an online application at A job offer is contingent upon the successful completion of a pre-employment drug screen and background check. Salary based upon experience, not to exceed midpoint of stated range. NCTD is an Equal Employment Opportunity Employer.