2A34

PAY RANGE:  N21

PAYROLL ASSISTANT MANAGER

GENERAL DEFINITION

            This is payroll work at the assistant manager level managing through subordinate supervisors, the examination and verification of all payroll deductions and wages paid to employees in all departments and agencies of the City. The employee in this class functions as an across-the-board assistant to the Payroll Manager. Work includes monitoring the preparation of payments to health insurance agencies and employee unions, contact with departmental representatives to explain Civil Service Regulation and City and departmental policies governing payrolls, resolving problems regarding payroll transactions, and performing technical accounting work reconciling the city-administered plan’s health and welfare benefits.  Interacting with departmental accounting officials and information technology personnel from the City’s central technology office are significant aspects of the work. Work is performed under the supervision of the Payroll Manager or the Payroll Director.

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

1. The employee must function as an across-the-board assistant to the Payroll Manager or the Payroll Director, managing through subordinate supervisors, the examination and verification of all payroll deductions and wages paid to employees in all departments and agencies of the City.
2. Work must be performed within the Payroll unit of the Finance Department.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Supervises, assigns and evaluates the work of a group of payroll examiners, through subordinate supervisors, engaged in reviewing and verifying the input of data into the City's payroll system; provides assistance and direction to a clerical staff responsible for organizing, entering and verifying a large volume of data concerning Citywide accounting transactions, reviewing and resolving input errors, posting and processing adjustments to the City payroll and assembling financial data for easy input; revises existing procedures.

           Supervises 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 employees based upon computer-generated credit reports; reviews the adjustment of City credit report figures to conform to payroll corrections; reviews the reconciliation of vendor billings with City credit reports.

Supervises the preparation of special recapitulation reports for payroll and for pension payroll; prepares the weekly payroll recapitulation report of gross payroll totals (payroll deductions, taxes, charities, supplemental pay checks) and submits to City Controller, Accounting Director and City Treasurer to initiate proper payment to vendors, unions and organizations; supervises the compilation of the information for entire payroll including payments to different organizations such as Health and Welfare providers, unions, credit unions and tax funds; manages though subordinate supervisors, all payroll credit advices, and ensures proper entry into the system; supervises the maintenance of records relating to the pay status and deductions of all City employees.

            Confers with and aids departmental officials concerning procedures to be used in preparing and posting departmental payroll; interprets Civil Service regulations, administrative board rules, and Standard Accounting Procedures governing payroll and concerning such matters as sick leave and vacation time, as well as complex and varied overtime rules for all classes of employees; interprets changing Regulations as they apply to pay.

            Facilitates the on-time processing of payroll; resolves problems arising during the processing such as interpreting regulations; coordinates the processing of payrolls in a timely manner with the City's data processing operations; checks constantly to see that deadlines are being met; reviews work during processing by spot checking computations; rechecks completed payroll for overall accuracy; makes necessary corrections to the work of lower level staff.

Assists with the reconciliation of errors in the monthly payments of health and welfare benefits for the city-administered benefit plan; adjusts funds to reconcile errors; maintains the computerized financial accounting systems (FAMIS) as it relates to the health and welfare benefits; collaborates with the central Information Technology Office for ongoing updates and changes for the payroll and employee benefits systems; develops and conducts City-wide training on payroll system.

Maintains the levy system of wage deductions for unpaid child support orders, taxes owed, student loan payments, rent owed, etc.; ensures deductions are made in compliance with local, state and federal regulations; ensures calculations include appropriate surcharges.

            Works with the Payroll Manager to oversee payments to life insurance providers, unions, escrow accounts, direct deposits, deferred compensation, and other city administered plans; makes recommendations to Payroll Manager regarding policies, procedures, and methods for implementing and managing plans; supervises the conversion of manual payroll and benefit transaction processes to a computer automated system.

            Assists agency officials in the development of processes necessary for new payrolls; advises officials on the proper implementation of new and revised payroll procedures; advises City officials regarding the impact of changes in the payroll, personnel, pensions and benefits systems on the payroll preparation process.

Sets up and participates in meetings with departments and central agencies and others to coordinate and facilitate the payroll process (e.g. Labor Relations, Risk Management, Office of Human Resources, Mayor’s Office of Information Services, Health and Welfare vendors).

            Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• the regulations, policies, Administrative Board rules, and other procedures relating to the processing of payrolls, including complex overtime and pay differential rules related to all classes of employees
• Civil Service regulations relating to the processing of payrolls
• labor contracts and arbitration awards relating to the processing of payrolls and employee benefits
• accounting principles, practices and procedures
• the principles and practices of governmental accounting
• the computerized accounting database utilized by a large municipality including file structure, data entry methods, data processing hierarchy, and data retrieval capabilities
• supervisory principles and techniques
• bookkeeping principles and practices
• business arithmetic
• computerized   office equipment used in processing and checking payrolls
• regulations, policies, and procedures relating to employee benefit options and making payments for the provision of employee benefits
• the applications and capabilities of computers and relevant software as they relate to city payroll transactions and recordkeeping

SKILL IN:

• analyzing and evaluating proficiency and work flow
• supervising employees performing payroll processing operations
• preparing and interpreting a variety of financial reports and statements
• establishing and maintaining effective working relationships with associates and departmental representatives

ABILITY TO:

• explain civil service regulations and personnel department and Finance Department policies to departmental officials
• prepare clear and concise reports
• meet deadlines consistently
• establish and maintain effective working relationships with departmental officials and associates
• utilize a personal computer in the maintenance of payroll transactions
• resolve problems related to the processing of deductions and wages

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 12/21.)

EDUCATION:

            Completion of a bachelor’s degree in accounting at an accredited college or university.

AND

EXPERIENCE:

Option 1: Finance Department

Two years of experience as a Payroll Supervisor, in the central finance agency directing the activities of a staff engaged in the examination and verification of payroll deductions and wages paid to employees in all departments of the City.

OR

All other City Departments

Option 2:

Three years of experience as a Payroll and Investigations Supervisor, at the second supervisory level performing specialized clerical work directing the activities of payroll and sick leave investigation units within a large department.

OR

Option 3:

Four years of experience as a Departmental Payroll Supervisor, performing supervisory payroll work directing a staff of at least five clerical employees engaged in posting transactions which affect payroll amounts and leave balances OR four years of experience as an Administrative Services Supervisor, supervising a large clerical/technical staff engaged in a variety of payroll functions.

OR

Option 4: Other Payroll Experience

            Eight years of experience in payroll preparation, which has included six years of progressively responsible supervisory payroll experience in a large government or private agency.

NOTE: Additional years of supervisory payroll experience may substitute for the required bachelor’s degree on a year for year basis.

OR

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

City of Philadelphia Classes That Typically Meet the Experience Requirements:

Administrative Services Supervisor/ Assistant - Non-Confidential (2L08)

Administrative Services Supervisor- Confidential (2L09)

Payroll Supervisor (1B23)

Departmental Payroll Supervisor (1B27)

Payroll and Investigations Supervisor (1B28)

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:

CSC: 4/14

Ad. Board: 5/14

Spec Revision:

CSC – 3/19

Ad. Board – 4/19

Latest Spec. Revision:

CSC – 12/21

Ad. Board – 1/22

Change in pay rate:

CSC – 3/24

Ad. Board – 4/24

SA