Account Clerk (Payroll)

Salary: $4,301.00 - $5,228.00 Monthly
Location : San Marino, CA
Job Type: Full-Time
Job Number: ACP0324
Department: Finance
Opening Date: 03/01/2024
Closing Date: 3/24/2024 11:59 PM Pacific
Welcome
This recruitment is subject to close without advance notice.
Important Dates:
Exam date TBD
Interviews will be held on April 11, 2024
Finalist Interviews will be held on April 12, 2024
The City of San Marino is looking to fill a vacancy in the Finance Department as a result of an internal promotion. The Finance Department is comprised of a Finance Director, Accounting Manager/Controller, an Accounts Payable Account Clerk, and a Payroll Account Clerk.
The ideal candidatemust be an effective communicator, possess a great attitude, provide excellent customer service to both external and internal customers, have strong multi-tasking skills and have a passion for public service.
The City of San Marino is a General Law city and operates under a Council/Manager form of government. The City has approximately 141 FTEs within the departments of the City Manager's Office, Community Development, Community Services (Recreation and Library), Finance, Fire, Human Resources, Parks & Public Works, and Police. San Marino is a full-service city with a supportive staff dedicated to working together. Directors, managers, and part-time employees are unrepresented; all other employees are part of the City Employees Association (CEA), Firefighters Association (FFA), or Police Officers Association (POA).
GENERAL PURPOSE
Under direct supervision of the Accounting Manager/Controller, the Account Clerk assigned to Payroll provides a variety of clerical duties involving accounting, payroll, accounts payable, financial record keeping and generating, collecting, processing and recording City revenue; purchase orders, billing, purchasing office supplies, and performs a variety of clerical tasks relative to assigned area of responsibility.
DISTINGUISHING CHARACTERISTICS
This classification is characterized by the performance of a variety of tasks within a framework of established procedures and with occasional instruction and assistance.
Essential Functions
ESSENTIAL FUNCTIONS
The duties, skills, and demands described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.
Duties:

• Reviews time sheets submitted by departments to ensure conformance with appropriate bargaining unit contracts and administrative policies and regulations.
• Inputs and/or uploads personnel information and time sheet data into the City's payroll system.
• Compiles payroll data, enters time sheets, and ensures biweekly payroll is processed accurately and in compliance with City policies and procedures.
• Processes paystubs and pay checks for City employees via the City's payroll system; sends paystubs via the City's Employee Self-Service Portal; uploads direct deposit and check data to banks; prints payroll checks.
• Prepares spreadsheets of payroll liability payments via ACH; pays federal and state biweekly taxes online; uploads data online for various payroll liabilities.
• Reconciles CalPERS biweekly payroll data to submit for contribution in CalPERS online system; makes payments in CalPERS system once reconciliation is approved.
• Distributes leave balance reports to all City departments after each pay period.
• Prepares and processes retroactive salary and retroactive benefit calculations; prepares and processes payroll adjustments needed from a prior pay period, including timesheet corrections or benefit deduction corrections.
• Responds to various payroll inquiries regarding pay, benefit deductions, or leave accruals, including income verification calculations and reprints of paystubs or W-2s.
• Prepares garnishments, including responding to the garnishing agency, garnishment calculation, providing documents to employees, and setting up garnishments in the payroll system.
• Assists with annual audit by preparing various year-end schedules, payroll accruals, compensated absences, and responding to auditor payroll inquiries and requests for relevant materials and information.
• Prepares and processes quarterly payroll reconciliation (IRS 941 and CA State DE-88) and forms.
• Prepares and processes annual payroll reconciliations for W-2 forms.
• Performs a variety of specialized and responsible work in the administration, processing, and distribution of City payroll.
  
• Provides technical payroll assistance to departments and City staff.
• Coordinates payroll functions with City departments and employees to ensure employees are accurately compensated in accordance with established resolutions, policies, and memoranda of understanding.
• Performs a variety of accounting clerical duties involving financial recordkeeping and generating, collecting, processing and recording City revenue; processes cash receipts; totals cash and checks; reconciles cash drawer.
• Reviews and verifies invoices for assigned accounts, audits invoices for accuracy.
• Fills in as a backup to Accounts Payable Clerk and enters invoice amounts into computer system; types, logs, copies, files and disperses payments.
• Processes purchase orders and enters information into computer; coordinates purchasing functions with other departments; follows up on orders and back orders; maintains contact with vendors. Ensures compliance with established accounting procedures.
• Creates and sets up files for new vendors in the City's financial system; makes changes to existing vendor files; contacts vendors regarding the follow-up questions as necessary.
• Assists with the preparation and processing of payroll, health insurance billings; generates computer reports; prepares correspondence, processes payments and enters information into computer; and distributes checks as appropriate.
• Maintains office supplies for the Finance Department along with the Accounts Payable Clerk; receives requests for supplies; locates affordable prices; approves orders; and places orders and distributes supplies.
• Performs a variety of general clerical duties including typing, maintaining files and records and performing data entry and retrieval of financial information using a computer terminal.
• Operates a variety of office equipment including a computer, typewriter, copier, calculator, and facsimile machine; utilizes various computer applications and specialized software packages.
• Performs other related duties as assigned.

Qualifications
Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential job duties of the position is qualifying.
Knowledge of

• General principles and practices of accounting, payroll, accounts payable, and related financial transactions.
• General computerized accounting systems and associated practices.
• Basic principles of customer service; mathematical principles; principles of business letter writing, and report preparation.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility including the Fair Labor Standards Act, Public Employment Retirement Laws, City policies, and MOU language for various bargaining units.
• Principles and procedures of procurement.
• Methods and techniques of cash handling.
• Office procedures, methods, and equipment including computers and applicable software applications.
• Knowledge of Springbrook Financial Software is desired.
• English usage, spelling, grammar and punctuation.
• Other duties as assigned.

Skills/Abilities

• Perform a variety of accounting clerical duties.
• Prepare and process purchase orders.
• Maintain and order office supplies.
• Operate a multi-line telephone system and transfer calls to appropriate personnel; operate a cash register.
• Maintain a variety of financial records and files.
• Respond to requests and inquiries from the general public; prepare clear and concise reports.
• Perform typing, filing and other clerical duties at a speed necessary for successful job performance.
• Maintain tact and courtesy in a high stress environment; communicate clearly and concisely, both orally and in writing.
• Ability to operate a computer and use a variety of software programs, including accounting software, and other agency reporting applications; adapt to changing technologies and learn functionality of new equipment and systems.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Verify the accuracy of financial data and information.
• Ensure proper authorization and documentation for disbursements.
• Read and interpret data, information, and documents.
• Perform highly detailed work on multiple, concurrent tasks.

Education and Experience:
Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:
Education
Equivalent to the completion of the twelfth grade supplemented by college level course work in accounting, bookkeeping or a related field.
Experience
Three (3) years of experience in maintaining accounting records including accounts payable and payroll. Experience in a municipal government agency is preferred but not mandatory.
Licenses/Certificates
Possession of a valid California Class C driver's license.
Physical Demands and Work Environment
Physical demands
The physical demands described are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Incumbent is regularly required to sit at a desk for long periods of time; talk or listen in person and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms, Lift up to 15 pounds. Intermittently, twist to reach equipment surrounding desk; walk and climb stairs; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile.
Work Environment
Characteristics described are representative of those an incumbent encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job indoors, the work environment is generally in a temperature-controlled office with moderate noise. The incumbent is regularly required to use written and oral communication skills; know and understand laws, regulations and procedures; remember rules and explain policies and procedures; interact with City management, other governmental officials, employees and the public.
Supplemental Information
Cover letter and resume required.
RETIREMENT - PERS
CalPERS 2% @ 60 (Classic Members) or CalPERS 2% @ 62 (New members). The employee pays the full employee portion of the retirement contribution, and the City does not participate in Social Security.
SOCIAL SECURITY
No contributions are paid by the City or employee into Social Security
MEDICARE
1.45% of salary paid by the City and 1.45% by the employee
VACATION LEAVE
The City provides full time and probationary employees with 90 hours of annual vacation accrual, increasing up to 180 hours based on years of service. Please refer to the San Marino CEA Memorandum of Understanding for vacation accrual formula.
SICK LEAVE
Employees receive 96 hours of sick leave per year, maximum accrual of up to 240 hours.
HEALTH COVERAGE
Effective January 1, 2023, the costs for all medical, dental, vision, basic life insurance, short-term and long-term disability plans shall be fully funded by the City at the flat rates.
No coverage elected for medical insurance: $1,106.94
Employee only: $1,106.94
Employee + 1 Dependent: $2,150.10
Employee + 2 or more Dependents: $2,812.36
MEDICAL INSURANCE
The City participates in the CalPERS health benefit program for medical plans: Anthem Blue Cross, Blue Shield, Health Net, Kaiser, PERS Gold, PERS Plantinum, UnitedHealthcare.
DENTAL INSURANCE
Delta Dental PPO or DeltaCare HMO coverage
VISION INSURANCE
Ameritas/VSP
LONG TERM DISABILITY & SHORT TERM DISABILITY
Benefits equal 60% of employee's base salary for qualified periods
LIFE INSURANCE
$50,000 Basic Life Insurance - Lincoln Financial Group
Up to $500,0000 Voluntary Life Insurance with Humana
457b TAX-DEFERRED COMPENSATION
Income may be deferred on a pre-tax and/or post-tax basis through TIAA based on IRS Regulations. The City will match up to $100 per month towards the employer-sponsored tax-savings retirement plan.
FLEX-SPENDING, DEPENDENT CARE REIMBURSEMENT, & SUPPLEMENTAL INSURANCE PROGRAMS
The City provides access to supplemental insurance programs currently administered through American Fidelity
EMPLOYEE ASSISTANCE PROGRAM
EAP services designed to help manage life's challenges are available through Holman Professional Group. Free counseling sessions, legal and financial consultation, discounts, and referrals.
HOLIDAYS - 11 DAYS ANNUALLY
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