Payroll Accounting Specialist I/II

Ventura, CA, United States

Payroll Accounting Specialist I/II

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Payroll Accounting Specialist I/II

Salary

$71,094.44 - $109,555.38 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

1707AUD-24AC (EO)

Department

Auditor-Controller (recruitment by CEO-HR)

Opening Date

06/14/2024

Closing Date

6/21/2024 5:00 PM Pacific

+ Description

+ Benefits

+ Questions

Description

WHAT WE OFFER

+ General Salary Increase - 3.50% effective 12/22/2024.

+ Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree.

+ Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.

+ Vacation Accrual - Initially 14 days per year; after approximately 5 years of service increasing to 19 days a year; after approximately 11 years increasing to 20 days per year and then increasing 1 day a year through 15 years of service; topping out at 26 days per year after approximately 20 years of service with a maximum accumulation of 400 hours.

+ Vacation Leave Redemption - After 14,560 hours (equivalent to 7 years) of continuous County service the ability to "cash in" or redeem up to 80 hours of vacation accrued in the same year after using 80 hours of vacation in the preceding 12 months.

+ Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.

+ Health Plans - You are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans. For Plan Year 2024 tier one for employee only is $502 per pay period, tier two for employee plus one is $730 per pay period and tier three for employee plus family is $905 per pay period.

+ Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.

+ Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.

+ Holidays - 12 paid days per year which includes a scheduled floating holiday.

THE POSITION

The Ventura County Auditor-Controller is seeking a Payroll Accounting Specialist to serve within the Payroll Division. Under general direction, the Payroll Accounting Specialist monitors, analyzes and controls all payroll garnishment activity, including compliance with local, state, and federal regulations, filing state and federal reports and employee deduction reporting. The Payroll Accounting Specialist also specializes in the processes of system configuration for time reporter data, final check processing for terminated employees, supplemental and off cycle check processing, vacation buydowns, interfaces, and performs various special projects as assigned.

The ideal candidate will have:

+ Extensive education and experience administering and maintaining payroll-related accounts within a complex accounting system;

+ Demonstrated skill in performing complex mathematical equations;

+ Extensive working knowledge of principles and techniques involved in payroll preparation; reconciliation, monitoring and control, and statutory reporting;

+ Knowledge of payroll related accounting practices, labor contracts and their impact on payroll;

+ Knowledge of County, Federal and State compensation standards and reporting procedures;

+ Skill in configuring, testing, and troubleshooting payroll application programs and interfaces.

PAYROLL TITLES AND APPROXIMATE ANNUAL SALARIES:

Staff/Services Specialist I: $71,094.44 - $101,886.33

Staff/Services Specialist II: $76,711.16 - $109,555.38

Staff Services Specialist I: Assignments at the I level are limited in scope and complexity related to the service operation or other work performed, and the impact on other County agencies and departments.

Staff Services Specialist II: Assignments at the II level are more complex in scope and nature related to the service operation or other work performed. Incumbents at the higher level are expected to demonstrate greater initiative, self-direction, and independent judgment.

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

Staff Services Specialist I and II are represented by Service Employees International Union (SEIU) and are eligible for overtime compensation.

TENTATIVE SCHEDULE

Opening Date: Friday, June 14, 2024

Closing Date: Friday, June 21, 2024, at 5:00 p.m.

Application Review Complete: Week of June 24, 2024

Examples Of Duties

Depth and breadth of assignments increase at the higher level and may include, but are not limited to the following:

+ Responsible for all payroll tax activities, including Federal and State payroll tax deposits, compliance with state and federal regulations, and computing and filing state and federal tax returns and year end W2 and W2C's.

+ Balances, records, verifies, and audits payroll transactions to the general ledger funds and accounts.

+ Applies Federal and State laws to the appropriate type of garnishment and communicates with the California Franchise Tax Board, California State Disbursement Unit, and the Internal Revenue Service. Researches and reviews new garnishment laws to ensure compliance. Calculates manual garnishments based on court orders.

+ Receives, reviews and processes supplemental check requests from County Payroll Departments for paychecks such as Vacation Buydowns, Employee Assistance, pay corrections and late timecards.

+ Reviews and processes all final checks for terminated employees.

+ Analyzes Third Party Sick Pay reporting to determine applicable reporting time periods; prepares and submits adjustments at federal and state reporting levels.

+ Researches and implements laws and regulations regarding payroll tax and withholding procedures. Researches and analyzes changes in legislation, Government Accounting Standards Board (GASB), Internal Revenue Service (IRS) tax code and regulations, State Board of Equalization regulations, State Controller's Manual, Governmental Accounting, and Auditing and Financial Reporting guidelines.

+ Configures payroll data for new hires, re-hires, promotions, and departmental transfers (time reporter data and Time & Labor enrollment) including setting up new work schedules.

+ Compiles reports and disburses payments to vendors related to various employee general deductions.

+ Receives and answers inquiries from employees countywide regarding their paychecks, deductions, garnishments, taxes etc.

+ Calculates biweekly retro payments and settlements for all employees.

+ Develops, implements, and maintains new customizations for Ventura County Human Resources Payroll system, work processes and procedures as needed.

+ Administers and maintains IRS and FTB locks in accordance with both federal and state laws.

+ Receives, reviews, and processes Accounts Payable claim forms for Taxable Meal Reimbursements for County employees.

+ Performs other duties and special projects as assigned.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING and EXPERIENCE:

Considerable progressively responsible experience with payroll processing, tax reporting, and systems maintenance. At the higher level, some significant related lead, supervisory, or project management experience may be required.

NECESSARY SPECIAL REQUIREMENTS:

+ Extensive working knowledge of principles and techniques involved in payroll preparation, reconciliation, monitoring and control, and statutory reporting;

+ Depending on the level, two (2) years to four (4) years of considerable experience administering and maintaining payroll-related accounts within a complex accounting system;

+ Knowledge of payroll related accounting practices and their impact on payroll; and

+ Demonstrated skill in performing complex mathematical equations including algebraic formulas, fractions, percentages, and/or ratios.

DESIRED:

+ Exposure to and skill in configuring, testing and troubleshooting payroll application programs and interfaces;

+ Knowledge of labor contracts and their impact on payroll;

+ A bachelor's degree in Accounting or a related mathematical field (e.g. Business, Finance, Economics, Statistics, or Mathematics), or equivalent technical training, and/or certified payroll professional credential.

KNOWLEDGE, SKILLS, and ABILITIES

Working (Payroll Specialist I) to considerable (Payroll Specialist II) Knowledge of:

+ Generally Accepted Accounting Principles, Generally Accepted Auditing Standards, basic accounting principles and practices, and general ledger record keeping;

+ Automated payroll and financial accounting systems such as VCHRP and VCFMS;

+ Extensive set of Federal and State rules, regulations, standards, practices, and procedures governing payroll and payroll processing, time and leave reporting, and retirement earnings and reporting (e.g. FLSA, IRS, Affordable Care Act, Employment Development Department, State Controller, State of California).

Skill in:

+ Interpreting, explaining and complying with negotiated contracts, prescribed laws, rules, regulations, and procedures;

+ Researching, analyzing, and retrieving data to prepare and maintain complex and confidential payroll records, summaries, reports, and tax returns.

Ability to:

+ Handle project and time management techniques and tools; work processes/methods related to the specific assignment;

+ Organize and prioritize work assignments;

+ Perform diverse complex mathematical computations (e.g., percentages, fractions, addition, subtraction, multiplication, and division quickly and accurately;

+ Develop formulas to carry out payroll functions;

+ Communicate orally and in writing in an effective manner;

+ Establish and maintain effective relationships with a variety of internal and external contacts.

Recruitment Process

FINAL FILING DATE: Applications must be received by the County of Ventura, Human Resources in Ventura, California, no later than 5:00 p.m. on Friday, June 21, 2024.

To apply on-line, please refer to our web site at www.ventura.org/jobs . A paper application can be obtained by calling (805) 654-5129. Our address is County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (http://vcportal.ventura.org/CEO/HR/docs/Lateral\_Transfer.pdf) for additional information.

Note to Applicants: Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. A resume may be attached to supplement your responses in the above sections; however, it may not be substituted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - Qualifying

All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications for the position. Failure to complete and submit the questionnaire may result in the application being removed from further consideration.

APPLICATION SCREENING - Qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.

TRAINING and EXPERIENCE EVALUATION

A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is not a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or ranked according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded by or replaced with a score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

ORAL EXAMINATION - 100%: A job-related oral examination may be conducted to evaluate and compare participating candidates' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

If there are three (3) or fewer qualified applicants, an examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

ELIGIBLE LIST

Applicants successfully completing the examination process may be placed on an eligible list for a period of one (1) year.

The eligible list established from this recruitment may be used to fill current and future Regular, (including Temporary and Fixed-Term), Intermittent, and Extra Help vacancies for this and similar vacancies within the Auditor Controller's Office. There is currently one (1) Regular vacancy within the Auditor Controller's Office.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information, and driving record may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all. regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For further information about this recruitment, please contact Esmeralda Oseguera by e-mail at [email protected] or by telephone at (805) 477-7268.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

+ Benefits website (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

+ Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

+ Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

01

Please describe your extensive knowledge of principles and techniques with the following, including years of experience:

1.) Payroll preparation including reconciliation, monitoring and control.

2.) Statutory reporting and provide specific examples of reporting.

NOTE: In order to receive credit for this experience, you must include each employer in the Work Experience section of your application, and all details for each employer must be included.

If you do not have this experience, please type "No Experience."

02

Describe your experience administering and maintaining payroll-related accounts within a complex accounting system. Include your years of experience, the name of the accounting system(s) utilized, and tasks performed using the system.

NOTE: In order to receive credit for this experience, you must include each employer in the Work Experience section of your application, and the all details for each employer must be included.

If you do not have this experience, please type "No Experience."

03

Describe your experience in payroll processing and payroll tax reporting. In your response, include the various types of payroll taxes you have prepared and provide an example of the most complex payroll matter you have had to directly resolve.

If you do not have this experience, please type "No Experience."

04

Describe your knowledge and/or experience interpreting and complying with labor contracts and their impact on payroll.

If you do not have this experience, please type "No Experience."

05

Describe the types of complex calculations you have had to perform related to payroll accounting.

If you do not have this experience, please type "No Experience."

06

Describe your level of proficiency (beginner, intermediate, advanced) with Microsoft Office applications such as Excel, Word, Outlook etc. and functions performed with each of these tools.

If you do not have this experience, please type "No Experience."

07

Provide an example that is reflective of your ability to establish and maintain effective working relationships with co-workers, department/agency personnel and the general public.

Required Question

Agency

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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