Under the direction of the Finance Manager, is responsible for ensuring timely completion of preparing and processing the District’s payroll (P/R), Accounts Payable (A/P) processing and performing other assigned tasks.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment.
- Performs the Payroll functions including but not limited to: processing payroll on a bi-weekly basis to meet deadlines and work with District staff to ensure proper controls, approvals and documentation are in place; evaluating and adjusting timesheets.
- Processes personnel action changes related to payroll, prepares system and manual checks; updates personal time off and sick time accrual records and runs balance reports.
- Ensures that bi-weekly, monthly, quarterly and annual payroll audit, statistical and statutory reports are prepared in a timely manner; tracks and submits staffing counts to Employee Development Department as part of Labor Statistical Employment census.
- Responds to employees and managers’ inquiries about payroll related matters and notifies supervisor of matters that warrant supervisor’s attention and involvement.
- Maintains benefits spreadsheets to track benefit premiums against payroll register for accuracy. Processes PERS retirement contributions and 457(b) retirement plan on a timely basis; creating and submitting PERS required data and reports.
- Performs A/P Function including but not limited to processing all vendor invoices and employees’ expense reports through the BCHD automated data management system to ensure timely weekly check runs; ensuring all approvals and supporting documentation for invoices and expense reports are received and completed in accordance with District’s policy; and providing full support to BCHD staff with the data management system (e.g., Metaviewer).
- Responds to vendor and employees’ inquiries about invoices and expense reports. Resolves any discrepancies pertaining to vendor invoices.
- Serves as support for administrative tasks.
- Exhibits clear understanding of the history, mission, and vision and serves as an ambassador of Beach Cities Health District.
- Serves as a role model for the District’s core values of compassion, integrity, accountability, and excellence in every interaction with staff, volunteers and members and the public.
- Performs special projects as assigned.
This position requires the following competencies (e.g., knowledge, skills and abilities) in order to perform all functions of the job.
Adaptability/Flexibility. Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems. Recovers quickly from setbacks and finds alternative ways to reach goals or targets. Copes well and helps others deal with the ongoing demands of change; sees and shows others the benefits of change.
Attention to Detail. Performs tasks with care; is thorough. Makes few if any errors. Checks work to ensure accuracy and completeness. Compares observations or finished work to what is expected to find inconsistencies. Remains aware and takes care of details that are easy to overlook or dismiss as insignificant.
Customer Focus. Exhibits a polished and professional demeanor at all times. Describes customers’ business and expectations. Shows interest in, anticipates, and responds timely to customer needs. Goes beyond basic service expectations. Seeks ways to improve service delivery. Recognizes adverse customer reactions and develops better alternatives.
Dependability. Shows up to work on time, and follows instructions, policies, and procedures. Meets productivity standards, deadlines, and work schedules. Stays focused on tasks in spite of distractions and interruptions. Balances quality of work with meeting deadlines. Does not make excuses for errors or problems; acknowledges and corrects mistakes.
Functional Knowledge & Skills. Possesses appropriate expertise and skills to perform job at a professional level. Maintains currency on level of professional/technical knowledge. Takes opportunities to increase knowledge of relevant job skills. Completes assignments accurately and in a timely and efficient manner. Shares knowledge with co-workers.
Self-Management. Prioritizes tasks by importance and deadline. Adjusts priorities as situations change. Focuses time and effort on key tasks. Easily transitions between tasks and picks up where left off when interrupted. Makes reasonable estimates of resource needs to achieve goals or complete projects. Uses sound methods to plan and track work, appointments, and commitments. Completes high volumes of work, keeping a rapid pace without sacrificing accuracy. Meets and exceeds deadlines efficiently.
Teamwork. Knows and supports teammates’ work and deliverables. Encourages team unity through sharing information or expertise, working together to solve problems, and putting team success first. Helps remove barriers to team productivity and success. Involves everyone on the team. Helps those in need of assistance, regardless of rank.
Any combination equivalent to experience, education, and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Associate’s Degree or some college education. Bachelor’s degree in finance, business, or related field is highly desirable. Will consider relevant work experience in lieu of formal education.
Minimum of two years’ experience in full cycle payroll processing and administration. Experience in accounts payable processing and government compliance is desirable. ADP Workforce Now experience is preferred.
First Aid and Cardiopulmonary Resuscitation (CPR) methods; appropriate safety precautions and procedures; simple record keeping procedures. Must be able to successfully pass background check, tuberculosis test and drug screen depending upon area supported. Must have a valid Class C California driver’s license and the ability to maintain insurability under the District’s Vehicle Insurance Policy. Ability to work extended hours as needed to meet statutory reporting deadlines.
Payroll administration standards; appropriate methods for preparing payroll and accounts payable reports; operations and uses of integrated software systems and spreadsheet applications.
Must have superior organizational skills with an attention to detail. Demonstrates accountability and good judgment. Demonstrates initiative, the ability to understand and respond with a client service orientation, handle sensitive situations with tact and maintain highest level of confidentiality. Ability to ensure proper authorization and documentation for disbursements. Ability to make accurate arithmetic calculations and verify accuracy of financial data and information. Ability to prepare clear, concise and complete financial documents, statements and reports. Ability to work independently and organize and prioritize tasks to meet deadlines. Establishes and maintains effective working relationships with staff, management, consultants, vendors, and others during the course of work.
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.
Physical and Sensory Elements:
This position requires hearing, talking, and seeing. Specific vision abilities required by this job include close vision and the ability to adjust focus. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee uses finger dexterity in order to operate computer hardware for extended periods of time. The employee is required to constantly sit and occasionally walk and stand to access counters, work areas and files; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 20 pounds.
The employee typically works indoors with controlled temperature conditions; the noise level is frequently quiet or moderately quiet, at or below 85 decibels.