Job Description

Posting number: 2026-072

Department: Finance

Job classification: Payroll Supervisor

Posting type: Open

Categories: Accounting and Finance, Office and Administrative Support, Payroll/Benefits Administration

Summary

Under the direction of the Assistant Director of Finance, the Payroll Supervisor plans, organizes, coordinates, and supervises staff engaged in payroll functions of the City, and performs related duties as required ensuring that pay is processed on time, accurately, and in compliance with government regulations. Maintains the payroll calendar, ensuring the timely payment and reporting of payroll withholdings and pay. Acts as a liaison to internal departments to provide guidance, build working relationships, and resolve escalated issues; performs related duties as required.

Examples of duties

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to the following:

• Supervises subordinate staff in the daily operations of various payroll activities, including, but not limited to, salaries, benefits, garnishments, taxes, and other deductions.
• Sets work priorities, creates work schedules, provides training, conducts performance evaluations and recommends rewards and/or disciplinary actions of employees.
• Oversees and coordinates the day-to-day operations of the Payroll Division, and communication between the Payroll Division and other internal departments or divisions in accordance with set priorities.
• Ensures accurate and timely processing of payroll updates, including new hires, terminations, and changes to pay rates.
• Ensures compliance with federal, state, and local payroll, wage and hour laws and best practices.
• Works with other government agencies, auditors, and/or City staff to resolve problems and provide requested information.
• Ensures internal controls are in place and compliance is adhered to. Implements improvements to processes, procedures, and workflow to create efficiencies.
• Recommends development of payroll-related policies and procedures, and monitors compliance with approved payroll policies, procedures, and processes.
• Communicates technical and confidential information to all levels of City staff and outside agencies as appropriate.
• Provides timely responses to requests for clarification and interpretation of data.
• Assists management with analysis, preparation, justification, and administration of the City’s budget as requested.
• In collaboration with applicable City Departments, develops, tests, and implements new and/or updated system processes and improvements as assigned.
• Investigates, resolves, addresses, and/or responds to issues, complaints, or inquiries from external entities or within the City.
• Coordinates with the Finance Department to ensure that payroll entries are accurately reflected in the general ledger and budget reports.
• Reviews retirement systems (CalPERS and EMPOWER) for retirement cap, contribution limits to ensure compliance and accurate reporting requirements.
• Performs other duties of a similar nature and level as assigned.

Qualifications

Education, Training and Experience Guidelines:

Associate’s degree in Business Administration, Accounting, Human Resources, or a closely related field and three (3) years of experience in payroll processing, including one (1) year in a lead or supervisory capacity. Equivalency will be considered for thirty (30) college semester units in Business Administration, Accounting, Human Resources or a closely related field supplemented by at least one (1) additional year of related work experience. A bachelor's degree with major coursework in Business Administration, Accounting, Human Resources, or a closely related field may substitute for one (1) year of required work experience.

Knowledge of:

• City policies, procedures, and the municipal code
• Principles and practices of public administration
• Principles and practices of effective employee supervision
• Principles and practices of administrative management
• Principles and practices of government accounting, budgeting, and customer service
• Pertinent State and Federal laws
• Principles and practices of payroll processing and tax withholding
• Intermediate to advanced skills in Microsoft Office with emphasis on Microsoft Excel
• Modern office methods, practices, procedures, and equipment, including software and database programs
• English usage, spelling, grammar, punctuation, and basic mathematical principles

Skill and Ability to:

• Apply complex salary and compensation calculations
• Use initiative, discretion, and judgment within established procedures, guidelines, and rules
• Define problems, establish facts, and draw valid conclusions
• Manage situations requiring diplomacy, fairness, firmness, and sound judgment
• Interpret and apply City, State, and Federal policies, laws, and regulations
• Supervise staff, delegate tasks and authority, and evaluate staff performance
• Build effective teams
• Provide efficient customer service
• Communicate clearly and effectively, both verbally and in writing
• Operate a personal computer and various software applications
• Use patience, tact, and courtesy in dealing with the public; work harmoniously with departmental personnel
• Establish and maintain effective working relationships with those contacted in the course of work, including City and other government officials, community groups, and the general public
• Apply safe work practices

Supplemental information

(Must be performed with or without reasonable accommodations)

• This position works primarily in an indoor office environment and in close proximity to other workers
• Incumbents shall be exposed to those conditions normally encountered in a business office environment.
• Positions in this class typically require balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, seeing, and repetitive motions with or without reasonable accommodation.
• Medium Work: Exerting 20 to 50 pounds of force occasionally (up to 1/3 of workday), and/or 10 to 25 pounds of force frequently (1/3 to 2/3 of workday), and/or greater than negligible up to 10 pounds of force constantly (2/3 or more of workday) to move objects. Physical Demand requirements are in excess of those for light work.
• Incumbents must be able to see and hear in the normal range with or without correction and communicate verbally and in written form with great facility and must be able to be understood
• Incumbents must have the stamina to work long hours and must be willing to work an irregular schedule, which may include weekends or evenings.