Definition

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Supervision Recieved & Exercised

Receives general supervision from the Director of Finance and Administration.

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Class Characteristics

This is a single-position classification that performs a variety of technical duties in support of the Authority’s payroll and employee benefits program. The incumbent is responsible for the preparation and distribution of payroll, maintenance of payroll records, and required reporting in accordance with Federal, State, and local laws, rules, and regulations. In addition, this class is responsible for coordination and administration of employee benefits programs and a variety of related human resources activities.

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Examples of Typical Job Functions (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Receives, reviews, verifies, and processes time sheets/documents to prepare payroll for all Authority employees; audits such documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records.


• Processes, calculates, and maintains records of a variety of payroll actions, including new-hire set up, overtime hours, cost-of-living adjustments, retroactive pay, benefits withholdings, wage garnishments, workers’ compensation claims, and final paychecks based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions; prepares reports and payments for various tax, financial, and insurance organizations.


• Administers the Authority’s employee retirement and pension programs through Calpers.


• Administers the Authority’s employee benefits programs: health, life, dental, vision, and disability insurances; acts as liaison to benefits broker and various third-party benefits administrators and health carriers.


• Schedules and conducts new employee orientations; prepares and updates standard new employee enrollment package with explanations on each benefit provided; prepares and updates benefit termination package for terminating employees with all relevant explanation on rights, including COBRA, and release documentation.


• Responds to employee and retiree questions and complaints regarding benefits; interfaces with benefits broker and third-party administrators to resolve claims appeals and provides guidance in policy interpretation and plan documents.


• Interprets, applies, explains, and ensures compliance with provisions of personnel rules as they apply to payroll, benefits, and leave administration; suggests changes to procedures to improve payroll and time reporting processes.


• Applies and ensures compliance with applicable tax laws and rulings with regard to the employee benefits program as well as earnings.


• Prepares reports and payments for employee retirement benefits; prepares quarterly Federal and State tax reports; calculates, prepares and distributes the annual W-2 forms.


• Prepares insurance premium statements for payment; updates insurance enrollment changes for Authority employees.


• Develops and implements systems and methods for the effective and efficient processing of workers' compensation claims; provides administrative support to worker’s compensation and modified work programs; processes short term disability claims.


• Provides requested information for tax filings, annual audits, and other financial documents.


• Maintains a variety of files and records related to the Authority’s payroll system and benefits programs; reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of the accounting and financial records.


• Plans, organizes and facilitates the Annual Health Fair.


• Prepares and submits annual MIS drug and alcohol report to the Federal Transportation Administration.


• Performs related work as assigned.

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Qualifications

Knowledge of:

• Basic finance and accounting functions, payroll processes and techniques, and office practices related to the processing and recording of payroll and financial transactions.


• Principles, practices, and techniques of benefits administration, including interpretation of insurance plans, laws, regulations, policies, and procedures.


• Computerized accounting and finance systems and computer software and systems related to finance and payroll processes; other computer applications related to work, including word processing and spreadsheet software.


• Record keeping, information processing requirements, and rules and policies related to the production of an employee payroll.


• Payroll and employee benefits reporting and payment requirements of various State and Federal agencies and benefit providers.


• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.


• English usage, grammar, spelling, vocabulary, and punctuation.


• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Authority staff.

Ability to:

• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures related to accounting, payroll processing, and employee benefits functions.


• Review payroll and other financial documents for completeness and accuracy.


• Review, post, balance, reconcile, and maintain accurate and confidential payroll records.


• Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll and benefits administration issues.


• Compose correspondence and reports independently or from brief instructions.


• Establish, maintain, and research payroll and related employee and accounting records and files.


• Make accurate arithmetic, financial, and statistical computations.


• Prepares files for Worker’s Compensation audits.


• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.


• Establish and maintain a variety of filing, record keeping, and tracking systems.


• Organize own work, set priorities, and meet critical time deadlines.


• Operate modern office equipment, including computer equipment and specialized software applications programs.


• Use English effectively to communicate in person, over the telephone, and in writing.


• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.


• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to an Bachelor’s degree from an accredited college or university with major coursework in accounting, finance, human resources, or a related field and four (4) years of experience that has included the maintenance, processing, and preparation of employee payroll, financial and accounting processing and record keeping, and/or employee benefits administration.


Licenses and Certifications:

• None.

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Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

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Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

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