PAYROLL SUPERVISOR
$98,772.93 - $120,059.11
DESCRIPTION
Under general direction, plans, supervises, coordinates and participates in the City’s payroll operations; oversees the accurate and timely processing of payroll for all City employees, ensures compliance with applicable federal, state, and local laws, regulations, collective bargaining agreements, City policies, FLSA, and CalPERS/PARS requirements; supervises payroll staff; performs complex payroll analysis and reporting; and performs related work as required.
This is the full supervisory-level classification responsible for planning, organizing, assigning, supervising, reviewing, and evaluating the work of payroll staff. This classification is expected to work under general supervision and has extensive experience with payroll, benefits, and management. The incumbent exercises independent judgment and technical expertise in administering the full range of complex payroll and operations and serves as the City’s subject-matter expert for payroll compliance, payroll systems, and payroll reporting.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Department Director and their assigned supervisor .
Exercises direct supervision over assigned professional, technical, and administrative payroll staff.
CLASS CHARACTERISTICS
This is a supervisory classification responsible for directing the City’s payroll operations.
Incumbents oversee payroll processing, compliance, reporting, payroll system administration, and staff supervision while exercising significant independent judgment in interpreting laws, regulations, labor agreements, and City policies.
This class is distinguished from the Accounting Supervisor in that its primary responsibility is for payroll administration rather than general accounting operations.
Payroll Supervisor
ESSENTIAL FUNCTIONS
Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations consistent with the Americans with Disabilities Act (ADA) and California Fair Employment and Housing Act (FEHA) to enable qualified individuals to perform the position’s essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role’s overall responsibilities. Plan, supervise, and manage all payroll operations for the City, including preparation, processing, auditing, reporting, and recordkeeping of payroll and tax information.
Execute and supervise full-cycle, biweekly payroll processing for all City employees.
Review payroll data, time records, and transactions to detect errors or inconsistencies; research and resolve complex payroll discrepancies. Resolve discrepancies and process complex retroactive pay calculations. Reviews the work of payroll staff in making entries, reconciliations, and performing other fiscal record-keeping work.
Ensure compliance with federal, state, and local laws, including FLSA, tax regulations, and California Public Employees’ Retirement System (CalPERS) requirements.
Reports and reconciles payroll to CalPERS.
Interpret and apply MOUs, salary resolutions, City policies, and payroll regulations. Prepare and reconcile payroll reports, including tax filings, W-2s, quarterly and annual reports, and other required documentation.
Oversee payroll reporting and remittance of liabilities, including taxes, retirement contributions, deferred compensation, garnishments, and other deductions. Coordinate and support audits conducted by CalPERS and other regulatory agencies.
Identify and implement process improvements, internal controls, and system enhancements to improve efficiency and accuracy.
Participates in the implementation of new payroll systems and upgrades; assists and trains City staff in using the City’s payroll software system. Prepares, drafts, and edits journal entries for payroll accruals, compensated absences, and other worksheets related to fiscal year-end processes. Research and analyze legislation and regulatory changes affecting payroll operations and implement necessary updates.
Facilitate timely reporting and payment of miscellaneous withholdings to appropriate agencies.
Prepare complex compensation and payroll data for reporting to state and federal agencies.
Develop, implement, and maintain payroll policies, procedures, and internal controls.
Supervise payroll staff, including hiring, training, assigning work, performance evaluations, and disciplinary actions.
Attends specialized training and meetings to remain current with any changes in the payroll field, Enterprise Resource Planning (ERP) software, and CalPERS Payroll Supervisor
system requirements. Maintain and implement major payroll and MOU changes in the City’s ERP system.
Reports relevant industry changes to supervisor, makes recommendations for changes, and implements appropriate changes and updates. Provide mentorship, guidance, and professional development to staff. Communicates payroll policies and procedures to City employees, collaborates with Human Resources, Finance, and other departments regarding changes in paychecks, timecards, and coding, and ensures accurate payroll processing and reporting.
Provide excellent customer service and respond to payroll-related inquiries from employees and departments
Maintain confidentiality of payroll records and sensitive employee information Performs various other routine financial and administrative tasks within the Finance Department.
Provides technical and analytical support to City management during labor negotiations, including evaluating union proposals and providing recommendations regarding payroll administration, system integration, compensation, and retirement implications.
Prepares and provides confidential payroll, compensation, financial, and retirement information and analyses to City management and other authorized City representatives for use in labor negotiations and related employer-employee relations matters.
May participate in labor negotiations and related meetings as a City-designated representative, providing subject-matter expertise and assisting in the evaluation and development of City proposals and responses.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes:
High School diploma or equivalent, and
Equivalent to a bachelor’s degree from an accredited college or university with major coursework in finance or accounting, business Administration, Public Administration, or a related field, and
Five (5) years of progressively responsible payroll administration experience, including full cycle governmental payroll processing, payroll tax reporting, CalPERS reporting, and payroll reconciliation, and
Two (2) years of experience in a supervisory, lead, or other position involving responsibility for directing, coordinating, training, or overseeing the work of staff.
Payroll Supervisor
Highly desirable
The above-noted experience in a municipal government or closely related environment is highly desirable
Certified Payroll Professional (CPP) certification is desirable
LICENSES AND CERTIFICATIONS
Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.
Special Requirements
Disaster Service Workers
In accordance with Government Code 3100, this position is declared to be a disaster service worker subject to such disaster service activities as may be assigned to them by their superiors or by law.
Basic Pre-Employment Requirements (Tier 1)
Final candidates must successfully complete a basic pre-employment screening process, which includes a Department of Justice Live Scan (DOJ/LS) background check and a non-safety pre-employment physical examination to ensure the ability to perform the essential functions of the position, with or without reasonable accommodation.
KNOWLEDGE OF
Principles of governmental accounting, internal controls, and auditing Payroll systems, processes, procedures and recordkeeping practices Public administration principles, including budgeting and public records management
ERP payroll systems
Research methods and financial/statistical analysis techniques City policies, personnel rules, and collective bargaining agreements Business communication and report writing
Supervisory and management principles
Applicable Federal, State, and local laws governing payroll, taxation, regulatory codes, ordinances, reporting, and procedures relevant to assigned areas of responsibility
Methods and techniques of coding, verifying, balancing, and reconciling accounting records
Mathematics and financial and statistical techniques
City and mandated safety rules, regulations, and protocols Payroll Supervisor
Modern equipment and communication tools used for business functions and programs, project, and task coordination, including computers and software programs relevant to work performed
Techniques for providing a high level of customer service, effectively dealing with the public, vendors, contractors, and City staff
Principles and practices of public-sector labor relations and collective bargaining as they relate to payroll, compensation, benefits, and retirement administration.
ABILITY TO
Plan, supervise, and coordinate payroll operations and staff Analyze complex payroll data, payroll system functionality and make sound recommendations
Interpret complex labor agreements and apply laws, regulations, policies, and bargaining agreements
Develop and implement payroll procedures and maintain effective internal controls
Communicate clearly and effectively, both orally and in writing Prepare clear, accurate, and comprehensive reports and records Exercise independent judgment and maintain high ethical standards Maintain confidentiality and handle sensitive information with discretion Build and maintain effective working relationships
Provide mentorship and leadership to staff
Work effectively under pressure, managing multiple competing priorities while maintaining accuracy
Deliver responsive, high-quality customer service
Demonstrate flexibility and strong analytical problem-solving skills Analyze proposed changes to wages, benefits, and other terms and conditions of employment and assess their payroll, financial, system, and retirement impacts.
PHYSICAL DEMANDS
This position requires the mobility to work in a typical office environment and to use standard office equipment, including a computer. Vision requirements include the ability to read printed materials and computer screens. Hearing and speech abilities are required for in-person, telephone, and videoconference communication. This is primarily a sedentary office classification, and physical activities include standing and walking between work areas, as well as occasional bending, stooping, kneeling, reaching, and opening or closing file drawers. Fine motor skills and finger dexterity are needed for typing, data entry, and using calculators and other office equipment. Employees must be able to lift, carry, push, or pull materials and objects weighing up to 25 pounds.
Payroll Supervisor
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 to interpret and enforce departmental policies and procedures.
FLSA Status: Exempt
Employment: At-Will
Organization: Management, Professional, and Confidential Employees’ Compensation & Benefits Plan
City Council Adopted: October 6, 2026