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Home My WebLink AboutE-03 - HR Council Action Items1CONSENT ITEM E-3 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: AMELIA AYALA, DIRECTOR OF HUMAN RESOURCES & RISK MANAGEMENT VIA: TROY BUTZLAFF, ICMA-CM, CITY MANAGER DATE: JULY 18, 2016 SUBJECT: HUMAN RESOURCES ACTION ITEMS SUMMARY: On July 12, 2016, the Personnel Board met and took action on several items. This action approves Personnel Action Requests reviewed and recommended by the Personnel Board. RECOMMENDATION: Staff recommends that the City Council take the following action: 1)Approve the following Personnel Action Requests in accordance with the City of Azusa Civil Service Rules and applicable Memorandum of Understanding(s). DISCUSSION: The Personnel Board reviewed the recommendations of City Staff and took the following action: A.MERIT INCREASE AND/OR REGULAR APPOINTMENT: Dept Name Classification Type of Action/ Effective Date Range/Step Base Mo. ED/CD/PLNG Edson Ibanez Assistant Planner Merit Increase 05/26/2016 4190/3 $5,396.66 ADMIN Louie Lacasella Management Analyst Regular Appointment/ Merit Increase 5/23/2016 3295/2 $5,110.46 PW Karina Maldonado Orr Senior Administrative Technician Merit Increase 7/1/2016 4179/5 $5,442.27 ED/CD/PLNG Tony Meyers Building Inspector Merit Increase 5/13/2016 4199/5 $6,462.12 ED/CD/PLNG Jesus Munoz Associate Planner Regular Appointment/ Merit Increase 5/23/2016 4201/4 $6,284.32 PD Terry Smith Police Sergeant Merit Increase 6/2/2016 3416/5 $9,592.22 APPROVED COUNCIL MEETING 7/18/2016 Human Resources Action Items July 18, 2016 Page 2 B. NEW APPOINTMENT: The following appointment has been requested by the Director of Utilities pursuant to the Rules of The Civil Service System. DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. SALARY UTILITIES Angelica Collins- Quintero Office Specialist I 4133/1 $2,940.16 C. CLASS SPECIFICATION REVISION: Pursuant to rules of the Civil Services System, Sections 3.5 Adoption of Plan: PAYROLL SPECIALIST. (See attached Exhibit 1) FISCAL IMPACT: There is no fiscal impact, as positions listed are funded in approved department budgets. Prepared by: Reviewed and Approved: Lislene Ledezma Amelia Ayala Acting Human Resources & Director of Human Resources Risk Management Analyst and Risk Management Reviewed and Approved: Troy L. Butzlaff, ICMA-CM City Manager EXHIBIT 1 Date Adopted: 11/23/2004 Date Revised: 07/12/2016 ACEA Range: 4179 CITY OF AZUSA PAYROLL SPECIALIST DEFINITION Under general direction, performs highly responsible duties in the preparation, administration and maintenance of City payroll transactions and records, ensuring the payroll function is carried out in an accurate, timely manner in accordance with legal requirements and sound financial management principles and practices; and does related work assignments. CLASS CHARACTERISTICS This single position class, reports directly to the Director of Finance and is distinguished from other accounting support classifications by the specialization in performing as the lead worker in preparation of the City’s payroll and related financial functions. ESSENTIAL FUNCTIONS Duties may include, but are not limited to the following: Lead staff person in the task of processing and preparation of bi-weekly City payroll; review timekeeping reports to identify and resolve errors in time reported; ensure availability of leave time reported; verify earnings and deductions; ensure payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions; process stop payment requests and reissue checks; verify and calculate overtime payments and verify, audit, edit and process the final payroll, benefit program payables, and paychecks; generate and check final payroll reports and registers; coordinate wire transfer of funds for direct deposit, payroll taxes and other deductions to various banking institutions; ensure the timely and accurate posting of payroll the financial accounting system; process special payroll transactions, such as wage assignments and liens, advances and other special payments; calculate and manually prepare special payroll transaction and pay checks; ensure accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations; answer employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures; maintain various spreadsheets to track time and payments for designated purposes including various City benefit programs; prepare journal vouchers for liability accounts, wage liens, garnishments and deposits for credit union, direct deposits and payroll taxes; responsible for the generation and mailing of monthly, quarterly, and annual payroll, retirement and tax withholding information to federal and state government agencies and CalPERS; audit and balance accounts in preparation for generating tax reports; generate and reconcile year-end payroll reports; prepare and mail employee W -2 and related tax statements; prepare payments requests and verify and reconcile payments to the City’s health and benefit providers and resolve billing errors and discrepancies with providers; confer with Human Resources Department on non-routine questions regarding employee benefits and individual employees regarding benefits, changes in MOU implementation; training of backup personal for payroll function; coordinate with Human Resources Department staff to provide payroll related information for employment verification requests; maintain confidentiality of records and information, responsible for enforcement and maintenance of all payroll documents as they relate to the City’s record retention policy; provides assistance to the City’s outside auditors on payroll related questions and matters; and perform other related duties as required. MARGINAL FUNCTIONS PAYROLL SPECIALIST Page 2 of 2 These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. QUALIFICATIONS GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for satisfactory job performance. Example combinations include completion of some college level course work in accounting principles, methods and practices and three (3) years of progressively responsible experience in payroll process in automated payroll-processing system s. Experience in and knowledge of: municipal payroll environment; One Solution accounting software system; Cognos and CDD report writing is highly desirable. Knowledge and Abilities Knowledge of: Procedures and practices governing payroll, time reporting and related financial transactions; automated office methods and practices/data processing systems and applications; basic principles of business mathematics and record keeping; and Microsoft Excel and Word. Ability to: Perform difficult clerical, financial, record keeping work; reconcile differences within a record keeping system using mathematical skills; make arithmetic calculations quickly and accurately, recognize and correct computational errors, accurately compare, post and transfer numbers, operate a variety of office equipment including a ten-key calculator by touch; comprehend and apply written and oral instructions, work safely, efficiently and independently; understand and apply general fiscal and financial record keeping practices in the performance of assigned tasks; communicate effectively, both orally and in writing; use good judgment in handling highly sensitive and/or confidential matters with discretion and maintain the privacy of such information. Special Requirements Possession of or ability to obtain a valid Class C California driver's license and maintain a satisfactory driving record. Physical, Mental and Environmental Working Conditions Position requires prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. Additionally, the need to lift, drag and push files, paper and documents weighing up to 20 pounds is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.