Part Time Management Assistant I

Description

Upcoming Increases:

5% increase on June 21, 2024

5% increase on June 20, 2025

TheCity of Anaheim Finance Departmentseeks an experienced

Part Time Management Assistant Ito support critical activities in the Payroll office. The office is responsible for payroll services of Anaheim's 2,800+ full and part time employees.

The incumbent will assist the Payroll Manager to supervise, assign, review, and participate in the work of technical and clerical staff. The Part Time Management Assistant I will also assist in the timely processing and distribution of payroll, general ledger information, payroll tax and other deduction output, and performs avariety of routine analytical, technical, programmatic, and administrative duties.

Candidates must possess one (1) year of routine research, administrative support, or analytical experience, preferably in public administration, supplemented by a completion of the twelfth grade and college level coursework or specialized training in payroll, finance, or a related field, a Bachelor's degree is highly desirable. An ideal candidate will have a thorough understanding of all payroll functions and is able to adapt to new programs and systems.

Prior payroll experience for a municipal government and knowledge of CalPERS payroll reporting is desirable. Possession of a Fundamental Payroll Certification (FPC) is also desirable.

This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. To view the full listing of Essential Functions,click here.

Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of the Payroll office; assume responsibility for specific program area duties including payroll preparation, distribution, and reporting processes; provide assistance to staff concerning payroll administration and the implications of changes to retirement, benefit plans, and collective bargaining agreements.

Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations in accordance with all State and federal payroll tax requirements; develop and revise office and Citywide forms and report formats, including the preparation of 941 statements, W-2's and other tax related documents; establish procedural manual for assigned areas.

Conduct management studies relating to the activities and operation of the Payroll office; conduct the more routine surveys, research, and statistical analysis on administrative, fiscal, and operational issues; collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; write reports that present and interpret data, identify alternatives, and make and justify recommendations.

Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participate in the development and implementation of the Payroll office's goals, objectives, policies, procedures, and priorities; participate in the development and implementation of strategies for the achievement of these goals.

Provide assistance in resolving operational and administration problems resulting from inappropriate earning codes, deduction codes and and/or benefit codes; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations.

Coordinate payroll-related services and program/project activities with those of other City programs, functions, departments to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinate data, resources, and work products as necessary and upon request in support of a productive and positive working environment; participate in representing the assigned area to public and private groups, organizations, and other City groups.

May serve as a primary Payroll office contact and liaison with other City departments, the general public, and outside agencies and organizations; assist with and provide support in the negotiation and resolution of sensitive and controversial issues with the Human Resources Department; explain programs, policies, and activities.

May plan, direct, coordinate, and review assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; assign payroll-related work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved.

May participate in the selection, training, and evaluation of assigned Payroll staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and termination procedures.

Perform related duties as required.

Qualifications

Experience and Education: At least one (1) year of routine research, administrative support, or analytical experience, preferably in public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in payroll, finance, or a related field, a Bachelor's degree is highly desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.

Knowledge of: Operational characteristics, services, and activities of assigned program; basic principles and practices of public administration; basic principles and practices of program development and administration; work organization and office management principles and practices; standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment; basic techniques and formulae for administrative, financial, and comparative analyses; methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation; recent developments, research methods, current literature, and sources of information related to assigned programs and service areas; terminology used in area of assignment; basic principles and practices of budget preparation and administration and grant application and administration principles and practices; principles of business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and various software packages; methods and techniques used in customer service and public relations; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes, and regulations; principles of supervision and training may be required for some positions.

Ability to: Perform responsible analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative; participate in the preparation and administration of assigned budgets; learn methods and techniques of research and operational and administrative analysis; learn to prepare a variety of analytical and financial reports; learn to develop policies, procedures, goals, and objectives; learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; plan, coordinate, and conduct operational analyses, administrative studies, and special projects; research, compile, analyze, and interpret data; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form; establish and maintain various data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and time lines; participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area; properly interpret and make recommendations in accordance with laws, regulations and policies; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; oversee, direct, coordinate, and participate in the management of a assigned program area; select, train, and evaluate assigned staff may be required for some positions; supervise, organize and review the work of lower level staff may be required for some positions; plan, schedule, and review the work and performance of subordinates may be required for some positions; operate and use modern office equipment including a computer and various software packages; identify and respond to community and organizational issues, concerns, and needs; to requests and inquiries from the general public; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.

Supplemental Information

This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTION

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Monday, May 27, 2024@ 5:00pm.

Applicants are encouraged to apply early. This recruitment may close at any time without notice after the first review date.

The selection process will consist of an oral interview.

The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Equal Opportunity Employer