Career Opportunity

1218-Payroll Supervisor

Recruitment: RTF0148104-01127933

Published: June 03, 2024

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

Classification: 1218 – Payroll Supervisor

Status: Full-Time

Application Opening: 06/03/2024

Application Deadline: 06/17/2024

Recruitment ID: PBT-1218-148105

APPOINTMENT TYPE: Permanent Civil Service (PCS). This is a Position-Based Test conducted in accordance with CSC Rule 111A.

Salary Range (Step 1 - Step 5): $49.6532 - $60.3539/hour; $103,279 - $125,536/year

City College of San Francisco is an urban community college with locations throughout the city. Our vision is to provide a sustainable and accessible environment where we support and encourage student possibilities by building on the vibrancy of San Francisco and where we are guided by the principles of inclusiveness, integrity, innovation, creativity, and quality. This is an exciting time at City College of San Francisco and the right person can make a major impact. Be part of positive change as we transform this dynamic institution for a successful future.

Role description

Under the general direction of the Sr. Director of Payroll, supervise, coordinate, and participate in District payroll operational services and functions and fringe benefits programs for academic and classified personnel; perform a variety of complex and specialized duties related to payroll accounting; and oversee the legal and technical aspects of a payroll system in an educational setting. This work requires excellent prioritization and analysis skills in order to manage critical deadlines and policy requirements in producing a complex payroll. This advanced senior level position requires independent judgment in the performance of duties and will lead to more complex technical and operational support.

1. Plan and direct the activities of the District payroll operations function to ensure timely and accurate payment of staff, in accordance with District policies and procedures as well as state and federal requirements; monitor the withholding of employees’ contributions of STRS, SFERS, PERS, Social Security, Medicare, and federal and state taxes; enforce wage and hour provisions and remain current on laws affecting payroll; enforce levies, garnishments, and other withholding orders.

2. Support all internal and external audit related to payroll.

3. Provide information to employees continuing salaries, deductions and insurance; interpret and explain payroll policies to employees; train staff on new policies and procedures; respond to inquiries timely concerning retirement and overpayments or underpayment, vacation or sick leave balances and earnings.

4. Responsible for implementing District payroll policies for the employee groups; implement payroll education codes, and salary changes resulting from position changes, and anniversary dates.

5. Communicate and provide information to administrative personnel, federal, state and local agencies, and others regarding payroll services; prepare and forward necessary documents to appropriate departments/agencies to update, correct, adjust or process payroll records according to District procedures; prepare adjustments to correct payroll and benefits entries.

6. Ensuring tax and benefit rates are properly set in payroll computer system.

7. Coordinate the payment and reconciliation of fringe benefits, payment of stipends and retroactive pay adjustments.

8. Maintain payroll procedure manuals to improve the efficiency and effectiveness of the payroll operation.

9. Ensure all payroll information and records are maintained in accordance with Statutory requirements.

10. Processing/Preparing Quarter End and Year End W2’s and adhering to governmental deadlines for filing.

11. Manage performance and develop payroll operations staff which may include creating employee evaluations.

12. Plans, assigns and reviews the duties of subordinate employees engaged in the preparation of timerolls, payroll and personnel records and related reports.

13. Perform other related duties and responsibilities as assigned.

How to qualify

Minimum Qualifications

Applicants must fully meet the minimum qualifications by the final filing deadline unless otherwise stated.

Experience:

Five (5) years of progressively responsible clerical and office experience in the preparation and maintenance of detailed and complex payroll and personnel records and reports, including at least four (4) years of responsible supervisory experience.

Substitution:

Completion of thirty (30) semester/forty-five (45) quarter units of coursework from an accredited college, university or business school with a minimum of twelve (12) semester/eighteen (18) quarter units of coursework in business administration, accounting, mathematics, human resources, or a closely related field may substitute for one (1) year of the required non-supervisory experience; OR

Possession of a Certified Payroll Professional (CPP) Certificate issued by the American Payroll Association may substitute for one (1) year of the required non-supervisory experience.

Desirable Qualifications

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.   

1. Experience managing a payroll operations department in an educational or government setting;
2. Two years of operational experience with Banner software or other education software;
3. Experience with retirement systems processing;
4. Report querying and development;
5. Possession of a baccalaureate degree from an accredited college or university
6. Attention to detail and accuracy.
7. Good problem analysis and solving skills.
8. Excellent team building and team work skills.
9. Good decision-making skills.

HOW TO APPLY

Your application MUST include the following documents.  To upload these items, please using the "Additional attachments" function within the application process.

• Cover letter expressing your interest in the position, specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement.
• Current Resume
• Educational Verification

Application materials including the cover letter and the updated resume will be reviewed for relevant qualifying experience.  Only those applicants who most closely meet the requirements for this position will be invited to participate in the exam process.  

Verification of Education: Verification of qualifying education must include copies of transcripts, diplomas or certificates posting your degree(s) and Major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained.

Requests for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the CCSF Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application.

Verification of Experience: Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative.

Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application.

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

SELECTION PROCEDURES:

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

Behavioral Consistency Questionnaire (BCQ) (Weighted 100%)

Candidates will be prompted to complete a BCQ as part of the recruitment process. The BCQ is designed to measure the following items:

• The knowledge of payroll preparation and record keeping procedures applicable laws, ordinances, policies, rules and regulations governing the preparation and process of payroll and personnel records and reports.
• The skill to prioritize competing requests with various degrees of consequences and escalate issues that need additional assistance.
• The knowledge of laws pertaining to levies, garnishments, and withholdings.
• The skill/ability to implement new/emergency solutions under tight time constraints when new tax laws/policies are provided.
• The knowledge of the taxability for deductions.

Only qualified candidates will be notified of the exact date, time, and location of the examination.

Passing Score: Candidates must obtain a passing score on the exam in order to be placed on the score report for positions in this job class.

Candidates will be placed on the eligible list in rank order according to their final score.

Notices to Candidates: Qualified candidates will be sent notices via email for completion prior to the creation of the score report ("eligible list"). Each notice will include the date by which responses must be received. Failure to complete these steps by the established deadlines will result in disqualification.

Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be twelve (12) months, and may be extended with the approval of the Human Resources Director.

Certification: The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores (RO10). Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Terms of Announcement and Appeal Rights:

Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

What else should I know?

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @ccsf.edu, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

ADA Statement:  

Applicants who require a reasonable accommodation to participate in this hiring process should contact the Title 5/EEO/ADA Compliance Officer at 415/452-5053 to make the necessary arrangements. Please be aware that verification of a covered disability under the ADA may be required.

EEO Statement: 

It is the policy of the City College of San Francisco to provide all persons with equal employment and educational opportunities regardless of race, color, ancestry, national origin, ethnic group identification, religion, age, gender, marital status, domestic partner status, sexual orientation, disability or AIDS/HIV status, medical conditions, gender identity, or status as a Vietnam-Era veteran. These categories specifically include status as a lesbian, gay, bisexual, transgender, or questioning person in any District program or activity. For further information, contact the Title 5/EEO/ADA Compliance Officer at (415) 452-5053.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.