Manteca City Council
September 1, 2026

City of Manteca

PAYROLL SUPERVISOR
Class Spec Code ### Established
Date
09/01/2026
Occupational Group Unrepresented
Management/Confidential
Employees’ Unit (CEU)
Revision
Date
FLSA
Exempt

DEFINITION
Under general direction, plans, schedules, assigns, reviews, supervises, and participates in the work of staff performing preparation, processing, and reporting of payroll within the Human Resources Department including auditing payroll and resolving discrepancies; coordinates assigned activities with other City departments and outside agencies; 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 Payroll series that exercises independent judgment on diverse and specialized payroll processing with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of assigned staff and for organizing and overseeing day-to-day financial processing, reporting and recordkeeping and are responsible for providing professional 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.

REPRESENTATIVE DUTIES
Essential Duties:

Management may amend duties pursuant to the Americans with Disabilities Act (ADA) so qualified employees can perform the essential functions of the job.  Plans, schedules, assigns, reviews, supervises and participates in the work of payroll staff in the Human Resources Department; trains staff in work procedures and safe work practices; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.

ATTACHMENT 12
Payroll Supervisor

 Participates in the development and implementation of goals, objectives, work plans, policies, and priorities for the division; recommends within division policy, appropriate service and staffing levels; recommends and administers policies and procedures.  Participates in annual budget preparation; identifies and recommends future resource needs; prepares detailed cost estimates with appropriate justifications; monitors expenditures.
 Monitors activities of the payroll work unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.  Reviews and approves payroll batching reports, error reports, payroll registers, payroll warrants, wire requests, tax deposits, tax tables, periodic tax returns and reports, personnel action forms, employee timecards, annual paid time off accruals and payoffs, annual W-2’s, rate schedules, pay period tables, and position control labor distribution lists under strict deadlines.
 Analyzes and processes settlement batches for all separating employees ensuring compliance with payroll and benefits laws and regulations.  Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; audits payroll; identifies and reports findings and takes necessary corrective action.
 Serves as liaison for assigned functions with other City departments, divisions, and outside agencies; provides staff support to commissions, committees, and task forces, as required.
 Prepares reports and other written materials; supervises the establishment and maintenance of working and official division files; ensures the proper documentation of operations and activities.
 Attends and participates in professional group meetings stays abreast of new trends and innovations in the field of municipal payroll.
 Answers questions and provides information to the public; investigates and responds to complaints and inquiries from citizens, other departments, and agencies.  Ensures staff observe and comply with all City and mandated safety rules, regulations, and protocols.
 Performs other duties as assigned.

QUALIFICATIONS
Knowledge of:
 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.

Payroll Supervisor

 Principles and practices of budget administration and monitoring.  General principles of risk management related to the functions of the assigned area.  Principles and practices of governmental payroll, position control, fiscal recordkeeping, and budgeting.
 Operational characteristics, services, and activities of a payroll program.  Arithmetic and statistical techniques.
 Research methods and techniques.
 Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department.
 Principles and procedures of record keeping, technical report writing, and preparation of correspondence.
 Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.  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:
 Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
 Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
 Administer budgets; monitor revenue and expenses, as required.  Analyze and resolve complex payroll and related administrative problems.  Exercise discretion and maintain confidentiality.
 Perform mathematical calculations quickly and accurately.  Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
 Maintain accurate records and files of work performed.  Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
 Effectively represent the division and the City in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals.
 Prepare clear and concise reports, correspondence, documentation, and other written materials.
 Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
 Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

Payroll Supervisor

 Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
 Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
 Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

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 bachelor's degree from an accredited college or university with major coursework in finance, accounting, or a related field.

Experience:
 Five (5) years of increasingly responsible Human Resources or Payroll experience, including two (2) years of experience in a lead or supervisory capacity.

Licenses and Certifications:
 Payroll Practice and Management Certification is desirable.

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 and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be 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 up to 10 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 divisional policies and procedures.

WORKING CONDITIONS
City employees are expected to work overtime, weekends, evenings, and holidays as required to accommodate the City’s needs, in addition to responding as a Disaster Services Emergency Worker (California Government Code Section 3100-3109).