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HomeMy WebLinkAbout15A2045 PAYROLL SYSTEMS MANAGER 20240209PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 15A2045 Class Specifications for the Class: PAYROLL SYSTEMS MANAGER EM-03, BU-13X Duties Summary: Plans, manages, and administers a county-wide program involving centralized payroll activities; oversees the payroll functions of the human resources management systems (HRMS); develops policies, procedures, and accounting controls to assure the accurate and timely processing of payrolls and payroll-related items; and performs other related duties as required. Distinguishing Characteristics: This class is distinguished by its immediate responsibility for planning, managing, and administering the County's centralized payroll activities and overseeing the payroll functions of the HRMS, including time entry and advanced scheduling. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position). • Plans, develops, evaluates, and administers policies, procedures and activities for accurate and timely processing and pre-auditing of payroll source documents, payroll, and related claims, and leave record accounting; • Develops and administers internal controls and fiscal and accounting procedures for the computerized payroll system and the accountability of payrolls by fund and activity; • Serves as liaison with HRMS Administrator, Information Technology (IT) staff and other personnel for payroll, time entry and scheduling related HRMS software needs and researching and resolving problems and/or unexpected results; recommends solutions to meet requirements; • Develops payroll related reports and queries from the HRMS data; • Assists the HRMS Administrator and IT staff with the implementation of future HRMS phases and upgrades relating to payroll, time entry and scheduling; • Develops payroll, time entry and scheduling HRMS job aids when needed and PART I PAYROLL SYSTEMS MANAGER 2 15A2045 coordinates and participates in related training; • Coordinates the processing of workers' compensation and temporary disability insurance plan payments; • Develops and administers policies and procedures to comply with legal requirements and develops and coordinates existing and new payroll operating systems and procedures with County departments, affected employees, and employee unions and organizations; • Acts as resource to the employers' negotiating team in collective bargaining in confidential payroll-related matters; • Administers the timely collection and payments of required taxes and disbursements of employer's health fund benefit costs; • Recommends revisions or amendments to State statutes and Civil Service rules and regulations on payroll-related matters and reviews and comments on such proposals; • Prepares or directs the preparation of periodic and special reports relating to the program; and • Performs other related duties or special assignments as directed. Knowledge of: The theory and practice of commercial and governmental accounting; principles, practices and requirements applicable to computerized payroll systems; preparation and analysis of financial statements; budget administration and expenditure control; laws, rules and regulations relating to governmental finance and accounting, particularly as they relate to payroll accounting, fringe benefits and other related payments and charges; the accounting systems, financial structure, functions, organization and procedures of County departments and agencies; principles and practices of supervision and administration. Ability to: Plan, assign, supervise and coordinate the work of a centralized payroll staff; develop policies, procedures, and controls for an effective computerized payroll processing system; prepare and supervise the preparation of comprehensive reports and analyses of payroll accounting activities; exercise independent judgment and make decisions; analyze data, detect errors, and correct inconsistencies in accounting and payroll records; maintain cooperative working relationships with others. PART I PAYROLL SYSTEMS MANAGER 3 15A2045 This a retitling and amendment to the specification for the class PAYROLL SYSTEMS MANAGER, which was approved as CENTRAL PAYROLL ACCOUNTANT on July 11, 1988, amended on December 9, 2013 and November 14, 2018, and is to be substituted for that specification. Approved:May 30, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 15A2045 Minimum Qualification Specifications for the Class: PAYROLL SYSTEMS MANAGER EM-03, BU-13X Training and Experience: A combination of education and experience substantially equivalent to graduation from an accredited college or university with a baccalaureate degree in accounting, business administration, or a related field; and • four (4) years of specialized work experience; and • one (1) year of supervisory work experience. Qualifying Specialized Experience: Professional work experience in payroll processing and payroll pre-auditing and analysis. Non-Qualifying Experience: The following types of experience will not be accepted as the professional experience required for these positions: experience in positions where the duties did not require full professional knowledge and application of generally accepted accounting principles or auditing standards; and experience as an office manager or owner of business who supervises accountants, auditors or bookkeepers but does not participate in the accounting or auditing work with responsibility for its technical adequacy. Qualifying Supervisory Work Experience: Professional work experience which includes planning, directing, assigning, and reviewing the work of others; advising subordinates on difficult program areas; timing and scheduling subordinate work; and training and developing new employees. Substitutions Allowed: The following may be substituted for education: General professional work experience or education credits can be substituted for up to two (2) years of the Bachelor’s degree such as: A. Full time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an associate’s, bachelor’s, or master’s degree. PART II PAYROLL SYSTEMS MANAGER 2 15A2045 B. Successful completion of semester credits in a curriculum leading to a degree or diploma at an accredited community college, trades school, college, or university (15 semester credits = 6 months). Specialized professional work experience in accounting, business administration, or a related field or education credits in accounting or a related field can be substituted for up to four (4) years of the bachelor’s degree such as: A. Full time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an associate’s, bachelor’s, or master’s degree. B. Successful completion of semester credits specific to accounting, business administration, or a related field leading to a degree or diploma from an accredited community college, trades school, college, or university (15 semester credits = 6 months). A Master’s degree or PhD in accounting, business administration, or a related field may be substituted for the education requirement. The following may be substituted for experience: A. Successful completion of semester credits specific in accounting, business administration, or a related field leading towards a Bachelor’s/Master’s/PhD degree from an accredited college or university, may be substituted for up to one (1) year of the specialized work experience requirement (15 semester credits = 6 months). B. A Master’s degree in accounting, business administration, or a related field from an accredited college or university may be substituted for one (1) year of the specialized work experience requirement. C. A Doctorate’s degree in accounting, business administration, or a related field from an accredited college or university may be substituted for one (1) year of the specialized work experience requirement. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the human resources staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. PART II PAYROLL SYSTEMS MANAGER 3 15A2045 Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This a retitling and amendment to the specification for the class PAYROLL SYSTEMS MANAGER, which was approved as CENTRAL PAYROLL ACCOUNTANT on July 11, 1988, amended on December 9, 2013, November 14, 2018, and May 30, 2023, and is to be substituted for that specification. Approved: (date) ANNETTE L. ANDERSON Director of Human Resources February 9, 2024 Jill Niitani (Feb 9, 2024 10:41 HST)