Career Opportunity

Payroll Supervisor, Controller's Office (1218)- 128936

Recruitment: RTF0128935-01112697

Published: December 16, 2022

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

About:

Controller’s Office

The Controller is the City’s chief financial officer.  Our team includes financial, technology, analytical, and other professionals who work hard to secure the City’s financial integrity and promote efficient, effective, and accountable government.  We hold ourselves to high standards and strive to be a model for good government.  We value the diverse backgrounds, perspectives and lived experiences of our teams and clients in everything we do.  We work in a collaborative and inclusive environment, promote equal opportunity, and invest in the professional development and well-being of our team members.  You can expect to work alongside colleagues who are committed to serving the public with integrity and want to see positive impacts from their work.  We are looking for smart, motivated individuals who want to make a difference and use government to play a role in solving our City’s issues, including addressing long-standing and harmful disparities in our communities.  For a career with purpose and professional growth, join us in the Controller’s Office!

Payroll Division

The Payroll Division provides payroll administration services to over 35,000 City employees bi-weekly, distributing over $ 2 billion payroll payments electronically via direct deposit and pay cards annually. In its role as the central payroll office for the City, the Payroll Division provides training and guidance regarding compliance with City ordinances, state and Federal regulations, and provisions in accordance with over 50 labor contracts to all departmental payroll divisions. The Payroll Division is also responsible for:

• Processing payroll adjustments to include retro payments, lump sum payments, non-payments, settlements, and beneficiary payments;
• Withholding and remitting all voluntary and involuntary deductions, health benefit deductions, SFERS and CalPERS retirement contributions as well as deferred compensation 457(b) contributions;
• Processing the State of California Employment Development Department’s Employee’s Withholding Allowance Certificate (DE 4) and Internal Revenue Service Form W-4, Employee’s Withholding Certificate to properly withhold, report, and deposit all employee and employer taxes including FICA; and
• Producing and distributing IRS Form W-2, Wage and Tax Statement both via electronic and hard copy by January 31st of each year.
• Payroll forms, manuals, and calendars can be found on the SF Employee Portal Support website.

Role description

This is a Position-Based Test conducted in accordance with CSC Rule 111A.

Specific information regarding this recruitment process are listed below:

• Application Opening: 12/16/2022
• Application Deadline: 1/3/2023
• Compensation Range: $105,612 - 128,310
• Recruitment ID: PBT-1218-128936

Position Description (Payroll Supervisor):

Under the general direction of the City Payroll Director, the Payroll Supervisor is responsible for managing and executing the activities of a large and complex computerized payroll and personnel system.  Essential duties include:  planning and administering the activities of payroll clerks assigned to the operations of the People & Pay (PeopleSoft 9.2 HCM) system; training, supervising and evaluating staff performance; interpreting pertinent laws , ordinances, regulations, the Fair Labor Standards Act (FLSA), Internal Revenue Code and Treasury (Tax) Regulations Guidance,  policies, memoranda of understanding, contract provisions and procedures; establishing and maintaining accurate employees’ master file in the citywide database; executing bi-weekly payroll tasks utilizing People & Pay delivered and customized processes, reports, queries and tools to procure a payroll; responding to verbal and written inquiries; compiling and analyzing budget statistics information/data and preparing reports; attending meetings, representing the department; participation and presenting at user trainings on topics including quality assurance, policies and procedures, and internal controls, and performing other duties as required.

This position requires major responsibility for:   Interpreting, coordinating and enforcing existing methods and procedures, developing new procedures and techniques to improve the operations of the unit supervised; conducting quality assurance of biweekly payroll tasks utilizing the People & Pay delivered and customized processes, reports, queries and tools; making regular contact with other departmental payroll/personnel representatives, outside organizations, central agencies (such as Health Services System, Department of Human Resources, SF Deferred Comp, and SF Employee Retirement System), and others to explain and interpret special procedures and regulations on payroll and certification operations and related matters; supervising and training employees in the preparation, review and maintenance of a variety of complex payroll, personnel and related records and reports and assist in the analysis of user needs and requirements; and participates in the implementation of new payroll-related applications and testing to ensure compatibility.

This position may require applicants to be available to work after hours, weekends and holidays in different locations whenever necessary to support Payroll operations.

How to qualify

Minimum Qualifications:

• Possession of a high school diploma or an equivalency certificate (e.g., G.E.D. or California High School Proficiency Certificate); AND
• Four (4) years of verifiable supervisory experience in a position administering the activities of a large and complex computerized payroll and/or personnel system.  Qualifying experience must have been gained in the last ten years; AND
• 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.

SUBSTITUTION: Possession of a baccalaureate degree from an accredited college or university with major coursework in Accounting, Business Administration, or Business Management Information Systems may substitute for one year of the total of five years' non-supervisory experience.

Desirable Qualifications:

• Experience managing a Payroll Department in the Public Sector and complying with Collective Bargaining Unit Agreements, Charter Amendments and Administrative Codes for a municipality as related to Payroll;
• Experience developing/writing manuals and maintaining written directives;
• Experience in maintaining, monitoring and implementing complete operational requirements;
• Experience in processing Form W-2, Wage and Tax Statements, Form 941, Employer’s Quarterly Federal Tax Returns and Form 941-X, Adjusted Employer’ Quarterly Federal Tax Return or Claim for Refund;
• Possession of a baccalaureate degree from an accredited college or university with major coursework in Accounting, Business Administration or Business Management Information Systems;
• Two (2) year experiences with PeopleSoft Time and Labor and Absence Management Version 9.0 or higher.

Verification: 

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements

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.

Important: 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:

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine the applicants’ qualifications. Only those applicants whose backgrounds best match the position will be invited to participate in the selection process. Applicants meeting minimum qualifications are not guaranteed advancement in the selection process.

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

Minimum Qualification Preliminary Questionnaire (Weight: Qualifying) Candidates will be required to complete a Questionnaire as part of the employment application. This questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications. 

Supplemental Examination (Weight: 100%)
Candidates who meet the minimum qualifications will be emailed a Supplemental Questionnaire. The Supplemental Questionnaire is designed to measure the knowledge, skills and abilities required for this position.  All candidates’ responses to the Supplemental Questionnaire are subject to verification. All relevant experience, education and/or training must be included in the responses in order to be reviewed in the rating process.

What else should I know?

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 of 6 months, and may be extended with the approval of the Human Resources Director.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see here.

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.

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
• Right to Work
• Copies of Application Documents
• Diversity Statement
• Veterans Preference
• Seniority Credit in Promotional Exams

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen

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, @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).

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.

If you have any questions regarding this recruitment or application process, please contact the analysts Vicente Centeno at Vicente.Centeno@sfgov.org

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.