1B23

PAY RANGE N16

PAYROLL SUPERVISOR

GENERAL DEFINITION

This is supervisory level payroll examination work assisting the Payroll Manager. Employees in this class are responsible for directing the activities of a staff engaged in the examination and verification of all payroll deductions and wages paid to employees in all departments of the City, monitoring the preparation of payments to health insurance agencies and employee unions for the coverage of City employees by a wide variety of health and welfare plans, directing the use of personal computers to maintain payroll data and to format reports. The review of all payroll transactions for conformance to Civil Service regulations, Administrative Board Rules, Standard Accounting Procedures and payroll policy is significant to the work. Work is performed under the supervision of a technical superior.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)

1. Work must be performed within the Payroll unit of the Central Finance Department.

2. No more than two positions shall be allocated to this class.

3. Positions in this class must supervise subordinate Payroll Examiners.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Plans, assigns, reviews, corrects, and evaluates the work of payroll examiners engaged in processing the City's payroll; supervises a staff of Payroll Examiners in the examination of departmental time records for errors, omissions and their correction by coded changes for data entry; reviews corrected time records to verify their conformance with Civil Service and Administrative Board pay regulations, Standard Accounting Procedures governing payroll, and pertinent payroll policies, including knowledge and interpretation of complex and varied overtime rules for each class of city employee; supervises the review of edit payroll listing sheets by comparison with examined time records to verify coded changes; supervises the examination of payroll registers prior to their release; determines action to take on incorrectly-prepared paychecks.

Supervises and participates in the initiation of payment for health and welfare plans covering City employees in accordance with existing policies and agreements; plans, assigns, reviews, and corrects the work of subordinates in preparing payments to vendors and city employee unions based on computer-generated credit reports; reviews the adjustment of city credit report figures to conform to payroll corrections; oversees and reviews the reconciliation of vendor billings with City credit reports; reviews and signs payment vouchers; prepares payment vouchers from an employee benefits escrow fund; maintains and replenishes the escrow fund by submitting vouchers for deposit of operating funds.

Prepares special recapitulation reports for payroll and for pension payroll; compiles all of the information for entire payroll including payments to different organizations such as Health and Welfare providers, unions, credit unions and tax funds; reviews all payroll credit advices, enters them into the system to deduct monies owed from employees to the city.

Plans, assigns, and reviews the work of payroll examiners in entering payroll status change data for bond deductions, union membership, increment adjustments, credit union participation, and other payroll transactions; supervises the preparation of vouchers to pay providers of employee legal services.

Trains new payroll examiners in duties, unit functions, and related regulations and policies; resolves problems arising during payroll processing; ensures the meeting of payroll processing and benefit payment deadlines.

Trains staff in the use of personal computers and payroll systems to format and prepare reports; designs databases to facilitate the storage and utilization of payroll data; assists staff in resolving problems with the City’s on-line payroll accounting system and in using codes.

Confers with and advises departmental payroll personnel concerning procedures to be used in preparing and posting departmental payroll records; advises departmental personnel on the proper implementation of new and revised payroll procedures, including proper implementation/processing techniques; conducts off-site Payroll and Employee Attendance Reporting System training sessions for City employees. 

Understands and ensures proper compliance with complex and varied rules pertaining to signing bonuses and pension-related payments.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

· regulations, policies, and procedures relating to the processing of payrolls,

including complex overtime and pay differential rules related to all classes of employees

· personal computer and payroll systems operation

· supervisory principles and techniques

· bookkeeping principles and practices

· business arithmetic

· office machines used in processing and checking payrolls

· regulations, policies and procedures relating to fringe benefits

SKILL IN:

· the operation of personal computers and computerized office equipment in performing payroll functions

ABILITY TO:

· explain payroll related civil service regulations and Finance Department policies to department officials and subordinate staff

· prepare clear and concise reports

· meet deadlines consistently

· utilize a personal computer in the maintenance of payroll transactions

· establish and maintain effective working relationships with departmental officials and associates

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 4/19.)

EDUCATION:

Equivalent to completion of the twelfth school grade.

AND

GENERAL EXPERIENCE:

          Three years of clerical experience, two years of which has included responsibility for payroll preparation work in the examination and verification of wages and deductions.

AND

SPECIFIC EXPERIENCE:

One year of experience at the advanced performance level performing payroll examination work in the Finance Department in the review and verification of specialized payroll transactions affecting the wages and deductions of employees in all city departments and agencies.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above.

CITY OF PHILADELPHIA CLASSES THAT TYPICALLY MEET THE SPECIFIC EXPERIENCE REQUIREMENT:

Payroll Examiner 2 (1B22)

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established: 5/72
Spec. Revision: 4/91
Spec. Revision:
CSC: 1/10, Ad Board: 2/10

Latest Spec. Revision:

CSC – 3/19

Ad. Board – 4/19

Change in pay rate:

CSC – 3/24

Ad. Board – 4/24

JL