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HomeMy WebLinkAbout2019 029 CC RESO RESOLUTION NO. 2019-029 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A NEW JOB CLASSIFICATION PLAN IN ACCORDANCE WITH APPLICABLE RULES AND REGULATIONS WHEREAS, the City of Baldwin Park, has created a new position of Payroll Specialist and revised the job classification for Personnel Technician; and WHEREAS, the job class specifications for Payroll Specialist has been created to reflect the essential duties, responsibilities, competencies and minimum qualifications; and WHEREAS, the job classification for Personnel Technician has been revised to reflect accurate duties and responsibilities; and WHEREAS, the City of Baldwin Park has attached the class specifications referred to as Exhibit B. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BALDWIN PARK HEREBY RESOLVES AS FOLLOWS: Section 1. The City Council of the City of Baldwin Park meeting in a regularly scheduled session, hereby adopts the creation of a new position of Payroll Specialist and approves revisions to the Personnel Technician class specification, and adopts the Job Classification Plan, as modified to be effective July 1, 2019, attached here to as Exhibit B. Section 2. This Resolution shall take effect immediately upon its adoption. Section 3. This City Clerk shall enter this Resolution into the official book of resolutions. PASSED, APPROVED, AND ADOPTED this 19th day of June, 2019. U MAYOR ATTEST: STATE OF CALIFORNIA COUNTY OF LOS ANGELES SS: CITY OF BALDWIN PARK I, JEAN M. AYALA, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution No. 2019-029 was duly adopted by the City Council of the City of Baldwin Park at a regular meeting thereof held on June 19, 2019 and that the same was adopted by the following vote to wit: Avila, Garcia, Hernandez, Pacheco, Lozano AYES: COUNCIL MEMBERS: None NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: None None ABSTAIN: COUNCIL MEMBERS: JEA . A CI LERK City of Baldwin Park PAYROLL SPECIALIST Class Specification 6/19/19 DEFINITION To perform intermediate level accounting clerical and fiscal duties in the areas of payroll to analyze and monitor general ledger accounts; and to perform specialized accounting,payroll and financial duties. SUPERVISION RECEIVED AND EXCERCISED This single position class reports directly to the Assistant Accounting Manager and Director of Finance and is distinguished from other accounting support classifications such as Senior Finance Clerk, by the specialization in performing as the lead worker in preparation of the City's payroll and related financial functions. EXAMPLES OF ESSENTIAL FUNCTIONS • Functions as the Lead staff person in the task of processing and preparation of bi-weekly and monthly City payroll; • Reviews timekeeping reports to identify and resolve errors in time reported; ensures availability of leave time reported;verifies earnings and deductions; • Ensures payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions; • Reviews status changes provided by Human Resources for the pay period; verifies and calculates overtime payments and verifies, audits, edits and processes the fmal payroll, benefit program payables, and paychecks; • Generates and checks final payroll reports and registers; coordinates wire transfer of funds for direct deposit, payroll taxes and other deductions to Accountant and Assistant Accounting Manager; and ensures the timely and accurate posting of payroll in the financial accounting system; • Processes special payroll transactions, such as wage assignments and liens, advances and other special payments; calculates and manually prepares special payroll transaction and pay checks; • Ensures accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations; • Answers employee questions regarding payroll and benefits deductions by explaining requirements,policies, and procedures;processes voided checks and reissue checks • Maintains various spreadsheets to track time and payments for designated purposes including various City benefit programs; • Prepares payroll wire transfer journal vouchers for liability accounts, wage liens, garnishments,direct deposits and payroll taxes; • Responsible for preparing W-2 and tax related statements and generating and mailing of monthly, quarterly, and annual payroll, retirement and tax withholding information to federal and state government agencies and CalPERS; • Audits and balances accounts in preparation for generating tax reports; generates and reconciles year-end payroll reports; • Prepares payment requests and verifies and reconciles payments to the City's health and benefit providers and reports billing errors and discrepancies to Human Resources; • Confers with Human Resources Department on non-routine questions regarding employee benefits and individual employees regarding benefits, changes in MOU implementation; • Coordinates with Human Resources Department staff to provide payroll related information for employment verification requests; • Provides training of backup personnel for payroll functions; • Responsible for enforcement and maintenance of all payroll documents as they relate to the City's record retention policy; • Provides technical information and instruction regarding applicable procedures and methods; interprets and explains rules and regulations; answers questions and resolves problems or complaints; • Implements required changes in the payroll system; • Provides payroll reports/data to Management Assistant for annual budget preparation; • Provides assistance to the City's outside auditors on payroll related questions and matters; • Provides payroll records to employees, departments, and through public records request; researches and analyzes regulatory updates and other information impacting the payroll system; • Researches background information; compiles and prepares a variety of statistical and financial reports; • Researchesofaccounts, the proper and answers department questions regarding status pop coding of transactions and other matters; • Analyzes,reconciles and maintains files and records; and prepares periodic reports; • Maintains various ledgers, registers and journals and logs according to established account classifications; • Reviews and tabulates statistical and financial data; • Assists customers, departments, and employees by providing information, explaining procedures, and answering questions; • Performs a variety of general clerical duties including typing, maintaining files and records,and maintaining supplies; • Processes payroll deductions using a computer terminal; • Reconciles and balances payroll accounts monthly; • Receives garnishments from the courts and calculates retirement adjustments; and prepares demands for payment. • Reviews and checks records, form, and other documents for accuracy, completeness, and conformance to rules and regulations; • Prepares Federal and State taxes and deposits, and required quarterly reports. • Processes requests for Verification of Employment; and • Performs other duties as assigned to meet operational needs. OUALIFICATIONS Knowledge of: • Principles and practices of financial record keeping and reporting procedures; • Accounting principles and procedures and standard reporting and accounting system maintenance; • Modern office methods,procedures, and equipment; • Procedures and practices governing payroll, time reporting, and related financial transactions; • Accounting software systems; • Automated office methods and practices/data processing systems and applications; • Basic principles of business mathematics and record keeping; and • Microsoft Excel and Word. Ability to: • Understand, interpret and communicate the principles, rules, regulations, and procedures governing finance, accounting and payroll operation; • Organize and maintain a variety of records and files; • Cross Train accounting personnel on the payroll process; • Implement applicable procedures relating to payroll, accounts payable, accounts receivable,purchasing and grants; • Operate a calculator, computer terminal and other office equipment; • Communicate clearly and concisely, both orally and in writing; • Type at a speed between 35 and 40 words per minute or as necessary for successful job performance; • Establish and maintain cooperative and positive working relationships with employees, department managers, vendors and the general public, including those individuals who routinely interact with the Finance Department. MINIMUM REQUIREMENTS Experience and Training Any combination equivalent to experience and training that would provide the knowledge, skills, and abilities necessary for satisfactory job performance is qualifying. A typical way to obtain the required knowledge and abilities would be: Education: High school graduation or equivalent and Experience: Three (3) years of progressively responsible experience working in payroll, including a thorough knowledge of the payroll process, and automated payroll-processing systems within a municipal environment. Completion of some college-level course work in accounting principles,methods and practices may substitute for up to one year of work experience. Special Requirements Possession of or ability to obtain a valid Class C California driver's license and maintain a satisfactory driving record. Physical Requirements: • Must possess the ability to occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; • Ability to lift, carry, push, and pull materials and objects weighing up to 10 pounds; • Ability to lift, drag and push files, paper, and documents weighing up to 20 pounds is required; • Position requires intermittent sitting and standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities; • The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard; and • Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. Note: Class specifications are intended to be descriptive, explanatory, and not restrictive. It is intended to declare what the duties, and responsibilities, and the required qualifications of any position shall be. Council Approval Date:June 19,2019 l•' � , EL,:•�r * City of Baldwin Park HUMAN RESOURCES TECHNICIAN Class Specification 6/19/19 DEFINITION Under general supervision, performs a variety of administrative and technical personnel related duties in support of the City's human resources and risk management functions. Processes Personnel Action Forms (PAF), and responsible for data entry and processing of position and payroll changes, specifically related to the employee's profile/personnel information and other confidential information. Assists in performing a variety of core human resources activities of the Human Resources Department, including hiring and selection, employee relations, safety, training, benefits administration, classification, workers compensation and liability claims processing, and other work as assigned for training purposes. DISTINGUISHING CHARACTERISTICS The Human Resources Technician is a para-professional technical and administrative support class in the City's Human Resources family. It is distinguished from other classes by the scope of assigned duties. The incumbent is expected to perform most job assignments without close supervision, using knowledge of the City's policies and procedures and the Human Resources department practices and procedures learned through training and experience. The next higher classification(Personnel Analyst I) is the journey-level professional class and is expected to have broader knowledge of diverse human resources functions and duties as well as more independence in performing assignments. SUPERVISION RECEIVED AND EXCERCISED Receives general supervision from the Human Resources Analyst II and Human Resources/Risk Manager. EXAMPLES OF ESSENTIAL FUNCTIONS: • Processes employee personnel actions and inputs protected and confidential personnel information for current employees, new-hires, transfers, promotions, terminations and other information pertaining to an employee's status to update the City's payroll/personnel automated system; EXAMPLES OF ESSENTIAL FUNCTIONS, cont'd • Maintains employee salary and job classification history; updates merit review reports; ensures timely employee reviews and award of merit increases by department and division heads and supervisors; • Assists in the administration of employee benefit plans and programs in accordance with CalPERS regulations;provides employees information on benefit plans; • Answers questions from City employees, City retirees and the general public regarding employment,benefits and other personnel related topics; • Assist the Human Resources Analyst and Human/Resources Risk Manager in providing liaison services to departments to implement core human resources activities including, but not limited to: hiring/selection, safety program oversight, risk management and insurance; workers compensation and liability claims, classification and employee relations; • Coordinates and assist in the development and tracking of City-wide compliance and professional development training programs and generates reports as needed; • Accurately receives information from City employees and City retirees to update their profile/personnel information; • Coordinates and assist in conducting new employee Orientations; new hire employee paperwork, answering questions and assisting in completion of paperwork as well as performing data entry of information received on paperwork; schedules pre-placement physicals, background checks, starting dates and completes the required forms; assists in conducting new employee orientations; • Performs a variety of routine and complex administrative and technical functions which may require the use of computers to enter, prepare and proofread drafts of a wide variety of documents, staff reports and other reports as needed using Word, Excel and other related computer software; • Performs research projects in accordance with instructions given, tabulates data and compiles reports; drafts routine correspondence and communication materials for review and makes recommendations as needed; and • May assist in conducting research regarding human resources and risk management issues as assigned by the Human Resources/Risk Manager. QUALIFICATIONS Knowledse of: • Basic practices and techniques of public personnel administration; • Basic benefits program administration principles and practices; • The basics of federal, state and local laws and regulations applicable to areas of assigned responsibilities; the City's personnel rules and Memoranda of Understanding provisions; • Basic data gathering and analysis techniques; and • Basic principles and practices of exceptional customer service; • Correct English usage, including spelling, vocabulary, grammar and punctuation; standard business soft-ware, including word processing, spreadsheets and graphics; and • Basic operations and requirements of the City's Personnel/Payroll Management system; and • Basic mathematic principles; record-keeping and filing practices and procedures. Ability to: • Operate a computer using word processing and other business software to produce letters, reports,memos, graphs, charts and other documents as required; • Enter important data in an accurate and timely manner; • Set priorities and exercise sound independent judgment within areas of assigned responsibility; • Interpret benefit plan and labor contract provisions; understand and follow written and oral instructions; • Communicate effectively orally and in writing; prepare clear, concise and accurate reports,correspondence and other written materials; • Exercise tact and diplomacy in dealing with sensitive and confidential personnel issues and employee situations; • Provide excellent customer service to all levels of employees in the organization including the general public; • Establish and maintain effective working relationships with those encountered in the course of the work; and • Analyze data and form logical conclusions and recommendations. MINIMUM REQUIREMENTS Experience and Training Any combination equivalent to experience and training that would provide the knowledge, skills, and abilities necessary for satisfactory job performance is qualifying. A typical way to obtain the required knowledge and abilities would be: Education: High school graduation or equivalent and Experience: Three(3)years of increasingly responsible administrative/clerical support experience preferably in a public sector human resources environment. Two years of college or an Associate's Degree in public or business administration, human resources administration, organizational leadership, organizational development or a related field can substitute for up to 1 year of work experience. Bachelor's Degree in any of the above mentioned fields may substitute for up to 2 years of work experience. Special Requirements: • Must possess and maintain a valid Class C California driver's license. Physical Requirements: • Must possess the ability to occasionally bend, stoop,kneel, reach,push, and pull drawers open and closed to retrieve and file information; • Ability to lift, carry,push, and pull materials and objects weighing up to 25 pounds; • Ability to walk on uneven terrain, climb ladders, and stairs; • Ability to work in various weather conditions and handle loud noise levels; and • Ability to work in and around hazardous conditions including physical substances and fumes. • Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. Note: Class specifications are intended to be descriptive, explanatory, and not restrictive. It is intended to declare what the duties, and responsibilities, and the required qualifications of any position shall be. Council Approval Date:June 19,2019