Job Details

Definition and Class Characteristics

Monterey One Water is looking for a professional and knowledgeable individual to join the finance department.  The ideal candidate will be a team player, proactive, and have strong communication skills.  

Definition:
Under general supervision, performs responsible professional accounting, payroll, administrative and technical support relative to the planning, organization and coordination of assigned activities in the Finance Department; processes, reconciles, verifies, and maintains a variety of payroll, benefit, financial, and statistical records; updates payroll software tables to reflect new memoranda of understanding and new regulations; provides responsible technical assistance to the Controller/Assistant Director of Finance; and performs other job-related duties as required.

Supervision Received and Exercised 
Receives direct or general supervision from the Controller/Assistant Director of Finance.  No direct supervision of staff is exercised.  May exercise technical and functional direction over staff and in the absence of the manager.

Class Characteristics:
This position performs technical work related to the payroll function, while also providing a variety of accounting support related to payroll, including account reconciliations, position costing, and preparation or statistical and routine reports.  This position works independently, applying well developed program knowledge, and exercising judgment and initiative. Incumbents are expected to coordinate multiple and concurrent activities while exercising confidentiality on payroll, personnel matters, and sensitive issues with minimal assistance. Assignments are performed with the expectation that incumbents have the ability to choose among alternatives in solving job problems and work productively in the absence of a manager. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Employees at this level typically apply specialized program knowledge to self-direct the accounting tasks that are essential to the accomplishment of the unit`s desired services or products. Work is normally reviewed only on completion and for overall results.

This class is distinguished from the Accounting Assistant I/II by having substantial knowledge in payroll processes, regulations, and reporting requirements; understanding and ability to process and report transactions in accordance with Federal and State laws, Agency policies, procedures, and memoranda of understanding, performs more complex technical work, and the performance of the full range of duties as assigned.  This class is distinguished from the Controller/Assistant Director of Finance in that the latter has overall managerial responsibility for all financial and payroll functions; and assists the Director of Finance with the most complex special studies.
 

Essential Functions

Examples of Essential Functions (Illustrative Only):

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 

• Performs and provides technical support in the preparation, maintenance, and operation of the payroll function. 
• Updates and maintains the Agency`s timekeeping and payroll software, including hour types, benefit and deduction codes, salary schedules; and ensures appropriate calculations. 
• Reviews and processes timesheets and payroll on biweekly basis, researching and correcting discrepancies as required. 
• Processes personnel transactions, including routine changes to employee/payroll records and computing retroactive adjustments, garnishments, retirements or resignation cash-outs; and makes appropriate adjustments/changes in the payroll system as needed. 
• Balances payroll and ensures appropriate salary/benefit cost distribution relative to general ledger. 
• Prepares billable wage calculation for monthly billings and force account wage transfers. 
• Reviews source documents for authorization, compliance to rules, regulations, and procedures; determines proper handling for compliance. 
• Processes and transmits all payroll related accounts payables transactions. 
• Assists departments and employees by providing answers and information regarding payroll, specific account information, discrepancies, and/or general accounting procedures; and updates related files and departments on action items. 
• Reconciles transactions and data as directed; record changes and resolves differences, maintains the accuracy of payroll, accounting, and financial records. 
• Prepares, processes, reviews and verifies documents, records, and forms related to payroll and any assigned areas for accuracy, completeness, and conformance to Federal, State or relevant regulations, memoranda of understanding, applicable policies and rules. 
• Maintains attention to detail and accuracy while meeting critical deadlines. 
• Performs general accounting duties such as reconciling payroll liabilities and preparing necessary adjusting journal entries. 
• Prepares and verifies journal vouchers, ledger entries, and varied records and reports related to payroll. 
• Maintains records and reports of payroll related transactions that are necessary for completing financial statements, audits, and budgets. 
• Prepares payments and reports for Federal and State taxes, deferred compensation and CalPERS for the payroll function. 
• Prepares W-2`s for distribution to employees. 
• Prepares fiscal year end reports for worker`s compensation.  
• Electronically files monthly and quarterly Bureau of Labor of Statistics report. 
• Cross-trains with the Accountant to provide backup assistance as needed. 
• Assists with the annual position budget by adding variables to calculate position and benefit costs, entering resulting information into the financial system, and assists with salary and position related sections of the budget document. 
• Gathers financial and statistical information and materials for various payroll-related and statistical reports. 
• Performs general office support duties; prepares correspondence; files, record keeping; duplicates and distributes various written materials related to the payroll function. 
• Attends training sessions to stay current on new regulations relating to payroll or assigned areas. 
• Assists with special projects as required. 
• Performs other job-related duties as assigned. 

Qualifications

Knowledge of: 

• Terminology, rules and methods of payroll and governmental accounting and financing, including program budgeting and auditing, and their applicability to the Agency`s operations.  
• Principles and practices of payroll and governmental accounting and financing and their applicability to the Agency`s operations.  
• Applicable Federal, State, and local ordinances, resolutions and laws affecting the Agency`s financial operations.
• Applicable Agency and Department regulations, codes, policies, and procedures.?  
• Record management and information processing requirements and rules, and policies related to payroll and governmental accounting.
• Modern office practices, methods and computer equipment.
• Computerized accounting and finance systems and computer software and systems related to finance and payroll processes; other computer applications related to work, including word processing and spreadsheet software.
• Payroll reporting and payment requirements of various State and Federal agencies and benefit providers.
• Business arithmetic and statistical techniques.  
• Principles and practices of auditing payroll documents.
• English usage, grammar, spelling, vocabulary, and punctuation.  
• Techniques for effectively providing a high level of customer service to public and Agency staff, in person and over the telephone.
• Employee benefits processes as they relate to payroll

Ability to:

• Analyze situations accurately and develop effective course of action.  
• Analyze financial data and draw sound conclusions.  
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Work on multiple projects with competing priorities effectively and in a timely manner; organize and prioritize timelines for self and others in an effective and timely manner.
• Evaluate and develop improvements in operations, procedures, policies or methods.
• Analyze situations accurately and develop effective course of action.  
• Understand and carry out a variety of complex instructions in a responsible and independent manner.
• Prepare clear, complete and concise financial statements and reports.  
• Establish and maintain a variety of files and records.  
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures of accounting, payroll processing, employee record keeping functions, and basic employee benefits processes.
• Review payroll and other financial documents for completeness and accuracy.
• Review, post, balance, reconcile, and maintain accurate and confidential payroll records.
• Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll issues.
• Learn, interpret, and apply administrative and departmental policies and procedures.
• Make accurate arithmetic, financial, and statistical computations.
• Maintain attention to detail and accuracy.
• Compose correspondence and reports independently or from brief instructions.
• Establish, maintain, and research payroll and related accounting records and files.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment, including computer equipment and specialized software application programs.
• Effectively communicate in person, over the telephone and in writing.
• Use tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.

Education and Experience: 

• Any combination of training and experience which would provide the required knowledge, skills and abilities is qualifying.  A typical way to obtain the required qualifications would be.
• Equivalent to a bachelor`s degree from an accredited college or university in accounting, finance or a closely related field and two (2) years of responsible professional accounting experience. Public agency payroll experience, including preparing and processing payroll and related reports and transactions, and knowledge of enterprise and integrated financial recordkeeping software systems is highly desirable.

Licenses and Certifications:
Possession of valid California Motor Vehicle Driver`s license and be insurable with the Agency`s insurance at the standard rate and continue to meet the established driving standards as a condition of employment for this position.

Physical and Environmental Demands

Physical Demands 

• Standing & Walking – Primarily sedentary classification although standing in work areas and walking between work areas may be required.  
• Lifting - Ability to safely lift up to 10 pounds overhead and 20 pounds to waist level; both these requirements include bending at knees to facilitate proper lifting techniques: 1 minute up to 5 minutes per day.
• Manual Dexterity - Ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as operating a computer keyboard; copying, and adding machines; writing: 1 hour up to 8 hours per day.
• Visual – Ability to read printed materials and view a computer screen for long periods: 30 minutes up to 8 hours per day.
• Hearing and Speech  - Ability to communicate in person, before groups, and over the telephone.  
• Mobility – Ability to work in a standard office setting and operate a motor vehicle to visit various meeting sites, reach, carry, push, pull, stoop, and bend.

Environmental Elements
Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Working Conditions 
May be required to work evenings, weekends, and holidays.