ACCOUNTING SUPERVISOR
DEFINITION
Under general direction, plans, schedules, assigns, reviews, and supervises the work of technical staff in the Finance Department; supervises, coordinates, and performs the work and activities of the payroll function to ensure timely, accurate, and compliant processing; performs the more difficult and specialized paraprofessional payroll and accounting support duties; provides complex accounting assistance to management staff in areas of expertise; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from assigned management personnel. Exercises direct supervision over technical and administrative support staff.
CLASS CHARACTERISTICS
This is the full supervisory-level class in the Accounting series that exercises independent judgment on diverse and specialized paraprofessional payroll and accounting support functions with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, performing, and evaluating the work of assigned staff performing payroll and accounting duties and are responsible for providing technical-level support to management in a variety of areas. Performance of the work requires the use of independence, initiative, and discretion within established guidelines and scope of practice. This class is distinguished from the Accounting Manager in that the latter has full management authority in planning, organizing, and directing the full scope of activities within the department.
EXAMPLES OF TYPICAL JOB 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 qualified employees can perform the essential functions of the job.
Plans, organizes, assigns, supervises, performs, and reviews the work of technical staff performing payroll and accounting duties within the Accounting Division; trains staff on work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
Participates in the development of goals, objectives, policies, procedures, and standard operating procedures for assigned services and programs; monitors work unit activities, identifies opportunities for improving service delivery, and implements approved process changes.
Participates in the year-end closing and audit processes; assists in the coordination, communication, and completion of various audits and financial reports; performs reconciliation, processes journal entries, maintains the general ledger and chart of accounts.
Selects, trains, motivates, and evaluates assigned personnel; provides and/or coordinates staff training; works with employees to correct deficiencies; and implements discipline and termination procedures.
Coordinates assigned services and operations with other divisions and outside agencies; represents the City in meetings with other public and private organizations, contractors, vendors, and the public on matters related to assigned areas.
Participates in annual budget preparation for assigned areas; identifies resource needs; prepares cost estimates with appropriate justifications; monitors expenditures.
Provides technical assistance to management; assists in preparation of accounting-related staff reports and other written materials; oversees the establishment and maintenance of reports, records, databases, and files; ensures proper documentation of operations and activities.
Coordinates, supervises, and participates in the full spectrum of payroll activities, including reconciliation and posting of payroll to the financial accounting system; coordinates wire transfers for direct deposit, payroll taxes, and employee deductions; ensures accurate reporting of changes in pay, payroll status, taxes, benefits, deductions, and retroactive pay adjustments.
Ensures compliance with federal, state, and local reporting mandates related to payroll and regulatory financial reporting, including submissions to CalPERS, the Internal Revenue Service (IRS), the Employment Development Department (EDD), the California Department of Tax and Fee Administration (CDTFA); oversees preparation and delivery of W-2 and 1099 forms and quarterly payroll tax filings.
Implements and remains current on Memoranda of Understanding (MOU) and employee agreement provisions related to payroll, including leave accruals, cash-outs, and other benefit provisions.
Reviews and approves payroll and accounting transactions in accordance with City policies, procedures, and internal controls; identifies and resolves discrepancies and exceptions; compiles, analyzes, and reconciles records in the preparation of related documents and reports.
Responds to inquiries and complaints from employees, vendors, departments, and outside agencies regarding payroll, benefit deductions, invoices, and payments; explains requirements, policies, and procedures; recommends corrective actions to resolve issues.
Prepares reports and analyses required by auditors; prepares calculations and estimates forecasting costs associated with payroll and benefits, including for use in labor negotiations.
Handles sensitive and confidential payroll, personnel, financial, and vendor information with discretion.
Ensures staff observe and comply with all City and mandated safety rules, regulations, and protocols.
Performs related duties as assigned.
QUALIFICATIONS
Knowledge of:
Modern principles, practices, and methods of public and governmental accounting and financing, including program budgeting, general accounting, and auditing and their application to municipal operations.
General principles and practices of data processing and its applicability to accounting and municipal operations.
Principles and practices of fund accounting.
Principles and practices of municipal budget development and monitoring.
Principles and procedures of record keeping.
Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
Principles and practices of leadership.
Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Principles, practices, and procedures of paraprofessional accounting support work, including payroll processing, accounts payable, accounts receivable, cash handling, investments, and financial recordkeeping.
Principles and practices of public sector payroll administration, including wage and hour requirements, tax withholding, retirement contributions, benefit deductions, garnishments, leave accruals, and retroactive adjustments.
Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
Memoranda of Understanding, employee agreements, and City policies affecting payroll, benefits, and compensation administration.
Methods and techniques for reviewing, verifying, reconciling, and reporting financial transactions and account records.
Internal controls, audit standards, and recordkeeping practices applicable to payroll and accounting operations.
Business arithmetic and basic statistical techniques used for accurate calculations, reconciliations, and cost forecasting.
Financial systems, payroll software, and spreadsheet applications used to process, analyze, and report payroll and financial data.
Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
Principles and procedures of record keeping.
City and mandated safety rules, regulations, and protocols.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
Review, analyze, record, and document a diverse range of financial transactions.
Perform general ledger and bookkeeping duties.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
Identify problems, research and analyze relevant information, and develop and present recommendations and justifications for solutions.
Oversee the timely and accurate processing of the full spectrum of payroll activities, including posting, wire transfers, vendor payments, and related transactions.
Interpret and apply federal, state, and local laws, regulations, MOUs, and City policies affecting payroll, benefits.
Ensure compliance with payroll and financial reporting mandates, including quarterly tax filings, W-2, local government compensation report, and various other regulatory submissions.
Review, verify, and approve payroll and accounting transactions; identify and resolve discrepancies and exceptions; compile, analyze, and reconcile records for related documents and reports.
Perform mathematical and statistical calculations with speed and accuracy; prepare cost forecasts and estimates, including for use in labor negotiations.
Prepare reports and analyses required by auditors; oversee the preparation and maintenance of accurate payroll and accounting records.
Respond to inquiries and complaints from employees, vendors, departments, and outside agencies; explain requirements, policies, and procedures; recommend and implement corrective actions.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
Respond to complaints or inquiries from citizens, staff, and outside organizations.
Prepare clear, effective, and accurate reports, correspondence, and other written materials.
Maintain accurate logs, records, and written records of work performed.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education: Equivalent to an associate degree from an accredited college or university with major coursework in accounting, finance, business administration, or a related field.
Experience: Four (4) years of increasingly responsible technical accounting support experience, including payroll processing, including one (1) year of experience in a lead or supervisory capacity.
Licenses and Certifications:
None.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas is required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.
ENVIRONMENTAL CONDITIONS
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.
Accounting Supervisor
September 2026
FLSA: Exempt