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Payroll Coordinator

Company: City of Costa Mesa
Location: Costa Mesa
Posted on: May 3, 2021

Job Description:



* up to $83,796 annually(salary range: $62,520 - $83,796)


* up to $92,388 annually(salary range: $68,928 - $92,388)
* Effective July 2022: 2% Salary Increase will be applied.
* Due to recent budget reductions, employees in these classifications are required to furlough 104 hours between June 21, 2020 and June 18, 2021. New employees will have their required furlough hours prorated based on hire date.

Under direct supervision of the Payroll Supervisor, performs technical and complex clerical accounting work in the preparation and maintenance of an automated payroll system, and other financial and statistical records and reports; may require implementation of technical accounting principles and procedures; performs related duties as required.


This single position class is distinguished from the journey-level Accountant class by the performance of specialized professional payroll accounting related tasks. Work is assigned by the Payroll Supervisor, which class is distinguished from the Payroll Coordinator position by its supervisory duties and responsibility for the oversight of the City's payroll functions and systems.


An employee in this classification may have access to the decisions or the decision-making process of the City concerning matters related to employer-employee relations and may have access to or may prepare confidential materials relating to employer-employee relations.


All applicants must complete an online City application and supplemental questionnaire. This recruitment may close at any time without notice, therefore prompt application is encouraged.


Candidates are requested to provide specific information regarding their education and experience as it relates to the position by completing all fields of the application. Applications may be rejected if incomplete. Do not include text or attached resumes, as they will not be accepted or reviewed in the application process. Based upon the information presented on the application, a limited number of candidates who possess qualifications most pertinent to the position will be invited to participate in the selection process. The selection process may include, but is not limited to, the following components: application review and evaluation, written examination or exercise, physical examination, practical exercise and interview evaluation. Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process. The eligibility list will be in effect for one (1) year, unless exhausted sooner. The eligibility list established from this recruitment may be utilized to fill lower-level vacancies which occur during the life of the list.

Notifications during this recruitment will be sent by email only (regardless of the notification preference selected during the on-line application process). Notifications will be sent to the email address that is listed on your on-line application.

All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (livescan fingerprint check), polygraph examination, post-offer psychological evaluation and post-offer medical evaluation (may include drug screen).

Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.

Essential Functions

These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.

Analyzes data and time records submitted by departments and resolves inconsistencies to ensure conformance with appropriate City policies and regulations, memoranda of understanding, salary resolutions, State and Federal payroll law and PERS requirements; verifies salary adjustments and prepares retroactive pay calculations for City employees.

Executes payroll runs; analyzes payroll reports for errors and out-of-balance messages, reconciles discrepancies and balances payroll for each pay period; compiles routine payroll activity reports.

Reconciles payroll and tax withholding records; report and remit payroll liabilities including employment taxes, deferred compensation, retirement contributions, and association dues, etc.; prepares state and federal quarterly reports and annual payroll W-2 reporting; makes specialized calculations, including FLSA and PERS.

Processes employee record changes such as miscellaneous and voluntary deductions, Federal and State tax information, garnishments, and deferred compensation.

Prepares month-end and year-end reports and reconciliations of employment and payroll distribution, payroll expenditures, benefit liabilities, and PERS year-to-date and annual contributions.

Participates in the labor negotiations process by preparing and analyzing payroll data, making recommendations and participating in the implementation of negotiated items related to labor negotiations.

Explains City payroll policies and procedures; confers with Human Resources and responds to inquiries from employees regarding changes in paychecks, time cards and coding.

Responds to subpoenas involving employee payroll records.

Interacts with Finance, Information Technology, and the Human Resources Departments staff and reviews new payroll procedures to determine effect on payroll system; identifies or assists in changes to the payroll system to incorporate new employee contract provisions, new administrative policies and regulations and/or changes in State or Federal legislation; participates in the implementation of a new payroll system and upgrades; assists and trains City staff in using the City's payroll software system.

Attends specialized training seminars to remain current with any changes in payroll tax law and PERS system requirements. Reports changes to supervisor and implements approved changes.

Qualification Guidelines

A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows:


Four (4) years of work experience in accounting, bookkeeping, business or finance including one-year of full-time experience in a full-cycle payroll processing. Experience in public agency payroll processing is highly desirable.

Up to two years of college coursework in accounting, bookkeeping, business, finance or public administration may substitute for the required experience on the basis of one year of education for one year of experience.


A valid and appropriate California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment.


Principles, practices, methods and procedures of modern general payroll accounting and financial record keeping.

Laws, regulations and ordinances governing payroll accounting.

Modern office methods, procedures and equipment.


Ability to acquire knowledge of city ordinances, policies, systems, and procedures governing its financial administration.

Ability to apply accounting principles to the maintenance of voluminous payroll and accounting transactions.

Ability to analyze and evaluate payroll problems and to discern those requiring policy determinations by superiors.

Ability to prepare a variety of highly specialized financial reports and statements in accordance with predetermined requirements.

Ability to establish and maintain effective working relationship with co-workers and personnel from other departments.

Reconcile payroll and related accounts to controls requiring an understanding of the relationship between payroll accounting records and documents, the automated payroll system and the City accounting system.

Supplemental Information


Please contact human resources for a summary of the essential tasks and environmental factors for this classification.

Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

Keywords: City of Costa Mesa, Costa Mesa , Payroll Coordinator, Other , Costa Mesa, California

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