99-224ORlG1NAL
Council File #
99-z�`i
RESOLUTION
Green Sheet # 62928
OF SAINT PAUL, MINNESOTA aS
Presented by
Refezred To
Committee Date
An Administrative Resolution to estaUlish the rate of pay for
2 the title of "Payroll Manage�' in the Salary Plan and Rates of Compensation Resolution.
3 BE IT RESOLVED, that the rate of pay for the classification entitled "Payroll Manager" be
4 established at the rate set forth in grade 018 of the Bazgaining Unit 84, Classified Confidemial
5 Non-Represented Standazd Ranges in the Salary Plan and
6 FURTHER RESOLVED, that this resolution will be effective on the first pay period following its
passage and approval ofthis resolution.
l�equested by Department oE
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Form Approved by City AtTorney
�'� __=�� �-z�e,l��.
Approved
Adoption Certified by Council Secretary
By: 1 \� �3-- � 1� m-a�e�ia�--
Approved by Ma � � Date ��`L� �J ���
By: � i�'n
Adopted by CouncIl: Date �� 1� �`i �l
DEpARTMENTp£F(CJ+/COUNC[L: DATE INC[G'CED GREEN SHEET No. 62928 qq -�y,
Human Resources 02/19/99 —
CONTACI PERSOi� & PHONE: �� ��� �'��
Mark Robertson - 266-6471�✓� � 1 a�e,�x.i.�r Du�'Q �jqfq s crn covr�cn.
�AqggR 2 S:CfYATfOR\'EY 6 CiIYCLERK
MUSP BE O�i COUNCR. AG£NDA BY (DA?L7 �R 3��CIAL SERV DiR TECH ffi MGT. SERVICES Ddt
ROUTING 4 MAYOR(ORASSI:) CIW.SERYICECOMMiSSION
ORDER
TOSAL N OF SIGNATURE PAGFS (CLIP ALL I.00ATTOIYS FOR S[CNATURE)
wcnox x�uesreu: Approval of the resolution to establish the new position of Payroll Manager in Grade 018 of the
Classi5ed Confidentiai Non-Represented Standard Ranges in the Salary Plan and rates of Compensation. (B.II. 84)
RECOAff�NDRTIONS:APPmvelA)aReJas(A) PER90NALSERVICEC�ON'fRACTSMUSfANSRERTHEFOLIAWlNG
QIIESfIONS
_PtAT.T^J�GCOA4.IISSION CNII,SFAVICE COMt�SSION i. Has8�6pa+mlfamewnai�edundc+eo�h+afarlhitdeprho�?
CIB WA4ATTEE Ya No
— S1'A£f _ 2 Fias9mpaaeu+famacbem�dtyempioyx?
DLSTRICTCOURT Ya No
SUPPOR25 WFIICki COUNCQ.OB]EC11VE1 3. DoaBm pasm?um panae a�ll eo[aamailYP� bY m+Y � MY
mployee? Ya No
g=p1Yn aH �es amwees m aeryry'ate a6eet � aHach to treen aheet
QQCfL4T�G PROBLEM, ISSUE, OPPORT[7NfCP (Wh0. Wdaf. W6ea, WherqK'67). .
To establish a position in a confidential, non-represented group that v�ill uaork with Finance on payroil management
and payroll policy matters and with Labor Relations on payroll issues during conuact negotiations.
ADVANiAGESIFAPPROVED:
The City will have an individual to manage the payroll function and provide critical, confidential information about
payroll issues as they relate to the City's finance and negotiations.
"-`� }:_ � � e ;` �� `'�
DISADVMTAGESIFAPPROVED: ,> �4�(q
��� �,J :a
There aze none. ,� � ,� � e ���
�y � �a F� �., �
�C* � G � � � ���� s� �
DISADVAA?AGES ff NO? APPROVED:
The City will not have a person Yo manage the payroll function nor will it be able to provide expert payroll
representation during contract negotiations. �
� TOTALAMOUNTOFTRANSAGTiON:F�?�����d�E���+�T��K3`� ro���BUDGEfED: Yes
$45�737.90 (lst step, a�anua l.Ly��tO E �SN A OLZ .88 (Step 7, aanually)
FOA'DINCSOURCE: Sal+�iallwd tV[IY
FWAAiC7AI.INFORMAT[ON: (EXPLAIA)
. AsS�`LF '��°';a.`.��-,;s :�°..�..ccP
P.NSERSMOORE�CREfl. Sfif
i'�� b � I���
9q'�y`4
City o£ Saint Paul BARGAZNING IItiIT 84 Zasued 12/18/98
CLASSIFIED CONFIDENTIAL NON-REPRESENTED
Ei£ectiva 1498
*NEL3LY CREATED SOB TITLE
GRADE 018
* 639C Payroll Manager
12/20/97 1704.41 1766.04 1830.91 1917.79 2005.90 2101.48 2149.11 2267.41 2327.00
09/26/98 1752.41 2815.77 1882•"47 1971.80 2062.39 2160.66 2261.03 2331.26 2392.53
CLASSIFICATION STUDY REPORT
INCUMBENT:
PRESENT CLASSIFICATION:
DEPART'MENT AND DIVISION:
DATE OF STUDY:
STUDY
BY:
vacanc
Payroll Manager
Office of Financial Services
December, 1998
Susan D. Moore
APPROVAL OF HUMAN RESOURCES
MANAGER:
'� ��yz��� � ��
BACKGROUND
�//9/p�
,�
The new position of Payroll Manager is being created to manage the payroll function of the
City's Financial Services division, maintain critical and confidential payroll information and
provide expert representation on issues related to the City's finance and labor negotiations.
STUDY COMPONENTS
Interview with department contacts
Review of proposed job duties
Comparison of class Specifications
Compazison of other positions
QES Evaluation and analysis
POSITION DESCRIPTION
The new position will perform managerial and professional work in preparing and disbursing
City payolls. Specific responsibilities will also assist in developing management policies related
to labor contracts and payroll issues; and coordinating payroll system enhancements and
modifications.
Specific responsibilities of the position include the following:
1. Assigns, directs, schedules, and evaluates the work of employees involved with payroll
and records auditing.
2. Interviews and selects subordinate professional and administrative support
employees; prepares probation reports and annual evaluations for subordinate
professional employees; trains staff and provides instruction on new procedures and
technical advancements.
Page Two.
Classification Study Report
Payroll Manager
PO5ITION DESCRIPTION (ConYd.)
3. Prepazes a variety of federal and state government mandated reports, including tax
withholdings and gross salaries for unemployment and pension-related issues.
qq ''1
4. Coordinates deadlines and processes with other departments so that the payroll process
can respond to varying cyclical and seasonal deadlines; solves problems before, during
and after payroll cycles.
5. Develops short and long range plans for payroll unit staff'ing, training work
projects and other related issues.
6. Works on behalf of the Financial Services Department,in conjunction with the Human
Resources and Informafion Services Departments, to identify requirements and design
elements essential to a payroll/personnel application which will meet the needs of the
City.
7. In consultation with the Labor Relations Director, implements policies to meet the
City's responsibilities with respect to labor agreements, policies and procedures.
8. Works with the Labor Relations Director during negotiations on specific contract
items which will unpact on central payroll issues.
9. Analyzes and recommends changes in Citywide payroll processes to improve efficiency in
payroll records maintenance.
10. In wnsultation with the Budget section, provides source data and the database
structure necessary for preparing the City's annual budget; prepares salary and fringe
benefit calculations used to project salary benefit costs for the ne� year.
11. Serves as data securiry administrator for payroll; determines the level of access to
data on the payroll system for each employee; sets up staff access on computer system.
12. Ensures integrity of payroll data on the file server; audits field definitions and ensures
that they are the same for all staff using the system.
13. Represents the City at meetings with the credit union and other £uiancial
institutions for which payroll deductions occur.
14. Maintains and creates leave and deduction master records.
15. Responsible for insuring that payrolls are cosect and reflect accurate payments to
employees.
Classitication Stndy Report
Payroll Manager qq -1
COMPARISON TO CLASS SPECIFICATIONS
The duties of the new job title were compazed to the following job class specifications:
Acconnting Manager, Acconntant IV, Compnter Services Manager, Electronic Data Management
Snpervisor -BOE, Hnman Resonrces Specialist IV, Hnman Resoarces Manager, Training and
Development Manager.
Class specs for these job tifles describe supernisory work that is highly administrative,
professional and managerial in nature and that which supervision is directly exereised over one
or more functional units or programs within a division or department. Examples of some of the
tyQical duties that are performed by these positions are descnbed as follows:
1. Performs managerial work in the operation of an accounting system of a department;
assists in developing central accounting systems and procedures. Supervises and
organizes an accounting system.
2. Represents an accounting manager before City officials, department heads, civic groups,
business organization and other government units.
3. Performs highly responsible professional accounting work involving the planning,
supervising and organizing a departmental accounting function.
4. Supervises the operation of the Public Works computer systems. Supervises unit
personnel; assigns, consults, evaluates and provides training to stafF.
5. Performs supervisory and professional work involving coordinating, scheduling and
monitoring systems analysis, progranuning and data entry services, etc. Supervises
budget and personnel to ensure that the electronic Data Management Department
operates effectively and efficiently, etc.
6. Performs supervisory human resources work in planning, directing and managing one or
more major human resources program area of the City's central Human Resources
office.
7. Directs and evaluates staff in assigned program areas; recommends or acts on hiring,
training, coaching disciplining, conducting performance reviews, assigning and
prioritizing work and discharging of employees.
8. Manages the day-to-day budget operations of the training and development section.
comp./class;rcation stnay
Payroll Manager
q9 -�}`�l
Clearly, the supe2visory and administrative responsibilities descn'bed by the above job class specs
are more formal and broader than those spe�ified for the new payroll position title. For
eatample, positions in these job classes primarily perform duties in managing and supervising a
major progcam, ogeration or function of the City. In comparision the new job class title does
perform duties in disbursing of the City's payro]l, and coordinating payroll deadlines and
procesess with other City department payroll units. However, it does not directly manage or
supervise the City's individual departmental payroll units and staffs. The new job class title has
no responsibilities for managing a departmental or unit budget, supervising or admuiistering the
day-to-day operations or activities of a major department, system or program. Rather, the
managerial and supervisory duties of the new job class title are specific and limited to the
technical aspeets of the payroll function of the Financial Services division related to maintaining
security and integrity of the payroll system and data.
Although, the supervision received by the new class tifle is under the general direction of a
division head, the level and nature of supervision exercised is functional and primarily of a
technical nature as described in the job class spec. For example, the supervisory aspects of the
position focuses on reviewing and evaluating the technical adequacy and proficiency of tasks
performed by employees in an assigned area. Overall, the level of responsibilities of the new job
class tifle are not equivalent to the administrative duties of positions the job class fitles that
were used in this comparison analysis.
Payroll Manager Elechronic Data Maua�ement Supervisor -Board of Education
These class specs describe supervisory work that is of a general and technical nature and that
which is exercised over employees within a functional unit of a division or department. For
example, general duties of the Payroll Manager, Board of Education focus primazily on
assigning, directing and eualuating the work of employees involved in payroll records auditing,
payroll and timecard entry. The general duties and level of supervision received and exercised
are very closely related. For example, the new job class title does exercise general and technical
supervision over a payroll unit:
However, in comparing the Electronic Data Management Supervisor, it was found the level of
supervisory work and technieal responsibilities of the new job class title is not equivalent. For
example, while the new job class tifle does perform work in the development of short and long
range staffing plans, it does not supervise a central computer system, process or service. In
addition, the work of the Electronic Data Management Supervisor is both administrative and
technically professional in that the duties include monitoring of a departmental budget as well as
supervision of techncial and professional staff. Thus, the supervisory responsibility assigned to
the new job class title is not wmparable to the supervisory duties described by this job class
spec.
In essence, the managerial and professional duties of the new job class title most closely
conesponds to the duties of the Payroll Manager - Board of Education.
Pavroll Svstems Technician and Payroll System 5upervisor.
The class specs for these job titles describe general to occasional supervisory responsibilities that
are primarIly of a technical and/or clerical nature. In compazison, to the responsibilities of the
new position exceeds the clerical and technical duties outlined. Overall, the comparison analysis
indicates that the level of responsibiliry of the new position is exceedingly higher than the levels
of Payroll Systems Technician and Payroll Systems Supervisor. For example, the level of typical
duties outlined in the class spec for the new position aze clearly more responsible than clerical
4
Comp/Classification Study
Payroll Manager
COMPARISON WITH OTHER POSITIONS
Payroll Systems Supervisor and Payroll System Technician
a9 -as�t
Payroll Manager, Payroll System Supervisor, and Payroll System Technician are the only
titles for which related job profile studies were available for analyses. However, comparison
analysis of the job classification specs indicated that while some of the typical job duties are
similar to the new job title, the level of responsbilities exceed levels described by the Payroll
System Supervisor and Payroll System Technician classes which primarily provide technical and
clerical support in the maintenance of central payroll policies and procedures.
Payroll Manager, Electronic Data Management SupervisorBoard of Education
In comparing the duties of the new job class title to both job classes, similar duties were
described as payroll disbursements, payroll policy development, �iscal management, labor
contracts and managing security of a database system and personnel records of a unit. The
typical duties of the new position most closely corresponds to the duties as outlined on the
Payroll Manger class spec. For example, the Payroll Manager position performs professional
work in assigning, directing, scheduling and evaluating the work of employees involved with
payroll and records auditing; preparing annual budget data, disbursing central payrolls, and
implementing federal and state government mandated reports. Although, some of the general
duties of the new job class spec are similar to duties peformed by the Electronic Data
Management Supervisar position, the level of responsibilities are not equivalent. Specifically, in
the level of supervision and managerial duties such as data security, systems design, systems
analysis and programming.
In conclusion, the level of supervisory responsibilities of the newly created position are more of
a technical nature than of an admnistrative or managerial nature. Overall, the duties most
closely correspond and is appropriate to the Payroll Manager/BOE class level.
Q.E.S. EVALUATION AND ANALYSIS
The results of the QES evaluation support compensating the new position to a class level that is
equivalent to Grade 018 of the Non Represented Managers, Classified Confidenual bara ining
unit.
RECOMMENDAI'ION
Based upon the results of the comparison analysis and QES evaluation, I recommend that a new
classification entitled Payroll Manager be created and compensated in Grade 018 of the
Classified Confidential Non-Represented Managers salary range.
CODE: 639C
BU: 84
EFFECTIVE:
PROPOSED TITLE OF CLASS:
I�:r.]�ASr_n.►_�H�:�
DESCRIPTION OF WORK
General Statement of Duties:
Performs managerial and professional work involving preparing and
disbursing City payrolls; assists in the development of management
policies on £iscal and labor contract issues related to payroll;
coordinates system enhancements and modifications; and performs related
duiies as required.
Sunervision Received:
Works under the general direction of a division head.
Sunervision Exercised:
°19 -a�`�
Exercises within the payroll unit general and technical supervision over
subordinate professional and administrative support personnel.
TYPZCAL DUTIES PERFORMED
The listed examples may not include all the duties performed by all positions
in this class.
Assigns, directs, schedules, and evaluates the work o£ employees involved
with payroll and records auditing.
Interviews and selects subordinate professional and administrative
support employees; prepares probation reports and annual evaluations for
subordinate professional employees; trains staff and provides instruction
on new procedures and technical advancements.
Responds to complaints or supplies infoXmation to employees, citizens,
public officials or outside agencies; provides information or policy
interpretations where a complete knowledge of departmental methods and
procedures are necessary.
Prepares a variety of federal and state government mandated reports,
including tax withholdings and gross salaries for unemployment and
pension-related issues.
Coordinates deadlines and processes with other departments so that the
payroll process can respond to varying cyclical and seasonal deadlines;
solves problems before, during, and after payroll cycles.
Develops short and long range plans for payroll unit staffing, training,
work projects, and other xelated issues.
Works on behalf of the Financial Services Department, in conjunction with
(continued on reverse side)
PAYROLL MANAGER
Page 2
PROPOSED TITLE OF CLASS:
PAYROLL MANAGER
the Human Resources and Information Services Departments, to identify q9•,3
requirements and design elements essential to a payroll/personnel
application which will meet the needs of ihe City.
In consultation with the Labor Relations Director, implements policies to
meet the Gity's responsibilities with respect to labor agreements,
policies and procedures.
Works with the Labor Relations Director duxing negotiations on speci£ic
contract items which will impact compensation and other payroll issues.
Analyzes and recommends changes in Citywide processes to improve
efficiency in payroll records maintenance.
In consultation with the Budget section, provides source data and the
database structure necessary for preparing the City's annual budget;
prepares salary and fringe benefit calculations used to project salary
and benefit costs for the next year. -- -- -- ---
Serves as data security administrator £or payroll; determines the level
of access to daca on the payroll system for each employee; sets up staff
access on compucer system.
Ensures integrity of payroll data on the file server; audits field
definitions and ensures that they are the same for all staff using the
system.
Represents City at meetings with the credit union and other financial
institutions for wlZich payroll deductions occur.
Responsible for insuring that payrolls axe correct and reflect accurate
payments to employees.
Maintains and creates, leave and decuction, master records.
KNOWLEDGE, SKILLS, ABILITIES AND COMPETENGIES
Thorough knowledge of supervisoYy techniques
Thorough knowledge of Civil Service Rules 'relating to payroll and time
records.
Thorough knowledge of data maintenance and payroll practices and
procedures.
Thorough knowledge of union contracts and how to interpret appropriately.
Considerable knowledge of the operations, capabilities, and limitations
of computer hardwaxe, software, and networks.
Considerable knowled$e of databases and file structure design,
PAYROLL MANAGER
Page 3
PROPOSED TITLE OF CLASS:
PAYROLL MANAGER
�
Considerable knowledge of the payroll applications oP tax and pension
1aws.
Considerable knowledge of data security practices and procedures.
Considerable knowledge of office practices and procedures.
Thorough ability to plan, organize, and delegate work.
Thorough ability to interact effectively with management, other City
department staff, subordinate staff, and with the general public.
Considesable ability to perform arithmetic camputations by hand, adding
machine, and/or calculator.
Considerable ability to perform work that requires close attention to
detail.
Considerable ability to handle effective human relations.
MINIMUM QUALIFICATIONS
Bachelor's degree in Business or Public Administration, Accounting,
Finance, Industrial Relations, or a related field; and six years
payroll or salary administration experience which includes two years of
supervisory experience. Four additional years of payroll supervisory
experience can be substituted for the Bachelor's degree.
PAYROLL MANAGER
ORlG1NAL
Council File #
99-z�`i
RESOLUTION
Green Sheet # 62928
OF SAINT PAUL, MINNESOTA aS
Presented by
Refezred To
Committee Date
An Administrative Resolution to estaUlish the rate of pay for
2 the title of "Payroll Manage�' in the Salary Plan and Rates of Compensation Resolution.
3 BE IT RESOLVED, that the rate of pay for the classification entitled "Payroll Manager" be
4 established at the rate set forth in grade 018 of the Bazgaining Unit 84, Classified Confidemial
5 Non-Represented Standazd Ranges in the Salary Plan and
6 FURTHER RESOLVED, that this resolution will be effective on the first pay period following its
passage and approval ofthis resolution.
l�equested by Department oE
e �/t/�,�ff ��'sX�JlLiE'c�
$y: �i�L/°—,� i �d�"
� �C/�
Form Approved by City AtTorney
�'� __=�� �-z�e,l��.
Approved
Adoption Certified by Council Secretary
By: 1 \� �3-- � 1� m-a�e�ia�--
Approved by Ma � � Date ��`L� �J ���
By: � i�'n
Adopted by CouncIl: Date �� 1� �`i �l
DEpARTMENTp£F(CJ+/COUNC[L: DATE INC[G'CED GREEN SHEET No. 62928 qq -�y,
Human Resources 02/19/99 —
CONTACI PERSOi� & PHONE: �� ��� �'��
Mark Robertson - 266-6471�✓� � 1 a�e,�x.i.�r Du�'Q �jqfq s crn covr�cn.
�AqggR 2 S:CfYATfOR\'EY 6 CiIYCLERK
MUSP BE O�i COUNCR. AG£NDA BY (DA?L7 �R 3��CIAL SERV DiR TECH ffi MGT. SERVICES Ddt
ROUTING 4 MAYOR(ORASSI:) CIW.SERYICECOMMiSSION
ORDER
TOSAL N OF SIGNATURE PAGFS (CLIP ALL I.00ATTOIYS FOR S[CNATURE)
wcnox x�uesreu: Approval of the resolution to establish the new position of Payroll Manager in Grade 018 of the
Classi5ed Confidentiai Non-Represented Standard Ranges in the Salary Plan and rates of Compensation. (B.II. 84)
RECOAff�NDRTIONS:APPmvelA)aReJas(A) PER90NALSERVICEC�ON'fRACTSMUSfANSRERTHEFOLIAWlNG
QIIESfIONS
_PtAT.T^J�GCOA4.IISSION CNII,SFAVICE COMt�SSION i. Has8�6pa+mlfamewnai�edundc+eo�h+afarlhitdeprho�?
CIB WA4ATTEE Ya No
— S1'A£f _ 2 Fias9mpaaeu+famacbem�dtyempioyx?
DLSTRICTCOURT Ya No
SUPPOR25 WFIICki COUNCQ.OB]EC11VE1 3. DoaBm pasm?um panae a�ll eo[aamailYP� bY m+Y � MY
mployee? Ya No
g=p1Yn aH �es amwees m aeryry'ate a6eet � aHach to treen aheet
QQCfL4T�G PROBLEM, ISSUE, OPPORT[7NfCP (Wh0. Wdaf. W6ea, WherqK'67). .
To establish a position in a confidential, non-represented group that v�ill uaork with Finance on payroil management
and payroll policy matters and with Labor Relations on payroll issues during conuact negotiations.
ADVANiAGESIFAPPROVED:
The City will have an individual to manage the payroll function and provide critical, confidential information about
payroll issues as they relate to the City's finance and negotiations.
"-`� }:_ � � e ;` �� `'�
DISADVMTAGESIFAPPROVED: ,> �4�(q
��� �,J :a
There aze none. ,� � ,� � e ���
�y � �a F� �., �
�C* � G � � � ���� s� �
DISADVAA?AGES ff NO? APPROVED:
The City will not have a person Yo manage the payroll function nor will it be able to provide expert payroll
representation during contract negotiations. �
� TOTALAMOUNTOFTRANSAGTiON:F�?�����d�E���+�T��K3`� ro���BUDGEfED: Yes
$45�737.90 (lst step, a�anua l.Ly��tO E �SN A OLZ .88 (Step 7, aanually)
FOA'DINCSOURCE: Sal+�iallwd tV[IY
FWAAiC7AI.INFORMAT[ON: (EXPLAIA)
. AsS�`LF '��°';a.`.��-,;s :�°..�..ccP
P.NSERSMOORE�CREfl. Sfif
i'�� b � I���
9q'�y`4
City o£ Saint Paul BARGAZNING IItiIT 84 Zasued 12/18/98
CLASSIFIED CONFIDENTIAL NON-REPRESENTED
Ei£ectiva 1498
*NEL3LY CREATED SOB TITLE
GRADE 018
* 639C Payroll Manager
12/20/97 1704.41 1766.04 1830.91 1917.79 2005.90 2101.48 2149.11 2267.41 2327.00
09/26/98 1752.41 2815.77 1882•"47 1971.80 2062.39 2160.66 2261.03 2331.26 2392.53
CLASSIFICATION STUDY REPORT
INCUMBENT:
PRESENT CLASSIFICATION:
DEPART'MENT AND DIVISION:
DATE OF STUDY:
STUDY
BY:
vacanc
Payroll Manager
Office of Financial Services
December, 1998
Susan D. Moore
APPROVAL OF HUMAN RESOURCES
MANAGER:
'� ��yz��� � ��
BACKGROUND
�//9/p�
,�
The new position of Payroll Manager is being created to manage the payroll function of the
City's Financial Services division, maintain critical and confidential payroll information and
provide expert representation on issues related to the City's finance and labor negotiations.
STUDY COMPONENTS
Interview with department contacts
Review of proposed job duties
Comparison of class Specifications
Compazison of other positions
QES Evaluation and analysis
POSITION DESCRIPTION
The new position will perform managerial and professional work in preparing and disbursing
City payolls. Specific responsibilities will also assist in developing management policies related
to labor contracts and payroll issues; and coordinating payroll system enhancements and
modifications.
Specific responsibilities of the position include the following:
1. Assigns, directs, schedules, and evaluates the work of employees involved with payroll
and records auditing.
2. Interviews and selects subordinate professional and administrative support
employees; prepares probation reports and annual evaluations for subordinate
professional employees; trains staff and provides instruction on new procedures and
technical advancements.
Page Two.
Classification Study Report
Payroll Manager
PO5ITION DESCRIPTION (ConYd.)
3. Prepazes a variety of federal and state government mandated reports, including tax
withholdings and gross salaries for unemployment and pension-related issues.
qq ''1
4. Coordinates deadlines and processes with other departments so that the payroll process
can respond to varying cyclical and seasonal deadlines; solves problems before, during
and after payroll cycles.
5. Develops short and long range plans for payroll unit staff'ing, training work
projects and other related issues.
6. Works on behalf of the Financial Services Department,in conjunction with the Human
Resources and Informafion Services Departments, to identify requirements and design
elements essential to a payroll/personnel application which will meet the needs of the
City.
7. In consultation with the Labor Relations Director, implements policies to meet the
City's responsibilities with respect to labor agreements, policies and procedures.
8. Works with the Labor Relations Director during negotiations on specific contract
items which will unpact on central payroll issues.
9. Analyzes and recommends changes in Citywide payroll processes to improve efficiency in
payroll records maintenance.
10. In wnsultation with the Budget section, provides source data and the database
structure necessary for preparing the City's annual budget; prepares salary and fringe
benefit calculations used to project salary benefit costs for the ne� year.
11. Serves as data securiry administrator for payroll; determines the level of access to
data on the payroll system for each employee; sets up staff access on computer system.
12. Ensures integrity of payroll data on the file server; audits field definitions and ensures
that they are the same for all staff using the system.
13. Represents the City at meetings with the credit union and other £uiancial
institutions for which payroll deductions occur.
14. Maintains and creates leave and deduction master records.
15. Responsible for insuring that payrolls are cosect and reflect accurate payments to
employees.
Classitication Stndy Report
Payroll Manager qq -1
COMPARISON TO CLASS SPECIFICATIONS
The duties of the new job title were compazed to the following job class specifications:
Acconnting Manager, Acconntant IV, Compnter Services Manager, Electronic Data Management
Snpervisor -BOE, Hnman Resonrces Specialist IV, Hnman Resoarces Manager, Training and
Development Manager.
Class specs for these job tifles describe supernisory work that is highly administrative,
professional and managerial in nature and that which supervision is directly exereised over one
or more functional units or programs within a division or department. Examples of some of the
tyQical duties that are performed by these positions are descnbed as follows:
1. Performs managerial work in the operation of an accounting system of a department;
assists in developing central accounting systems and procedures. Supervises and
organizes an accounting system.
2. Represents an accounting manager before City officials, department heads, civic groups,
business organization and other government units.
3. Performs highly responsible professional accounting work involving the planning,
supervising and organizing a departmental accounting function.
4. Supervises the operation of the Public Works computer systems. Supervises unit
personnel; assigns, consults, evaluates and provides training to stafF.
5. Performs supervisory and professional work involving coordinating, scheduling and
monitoring systems analysis, progranuning and data entry services, etc. Supervises
budget and personnel to ensure that the electronic Data Management Department
operates effectively and efficiently, etc.
6. Performs supervisory human resources work in planning, directing and managing one or
more major human resources program area of the City's central Human Resources
office.
7. Directs and evaluates staff in assigned program areas; recommends or acts on hiring,
training, coaching disciplining, conducting performance reviews, assigning and
prioritizing work and discharging of employees.
8. Manages the day-to-day budget operations of the training and development section.
comp./class;rcation stnay
Payroll Manager
q9 -�}`�l
Clearly, the supe2visory and administrative responsibilities descn'bed by the above job class specs
are more formal and broader than those spe�ified for the new payroll position title. For
eatample, positions in these job classes primarily perform duties in managing and supervising a
major progcam, ogeration or function of the City. In comparision the new job class title does
perform duties in disbursing of the City's payro]l, and coordinating payroll deadlines and
procesess with other City department payroll units. However, it does not directly manage or
supervise the City's individual departmental payroll units and staffs. The new job class title has
no responsibilities for managing a departmental or unit budget, supervising or admuiistering the
day-to-day operations or activities of a major department, system or program. Rather, the
managerial and supervisory duties of the new job class title are specific and limited to the
technical aspeets of the payroll function of the Financial Services division related to maintaining
security and integrity of the payroll system and data.
Although, the supervision received by the new class tifle is under the general direction of a
division head, the level and nature of supervision exercised is functional and primarily of a
technical nature as described in the job class spec. For example, the supervisory aspects of the
position focuses on reviewing and evaluating the technical adequacy and proficiency of tasks
performed by employees in an assigned area. Overall, the level of responsibilities of the new job
class tifle are not equivalent to the administrative duties of positions the job class fitles that
were used in this comparison analysis.
Payroll Manager Elechronic Data Maua�ement Supervisor -Board of Education
These class specs describe supervisory work that is of a general and technical nature and that
which is exercised over employees within a functional unit of a division or department. For
example, general duties of the Payroll Manager, Board of Education focus primazily on
assigning, directing and eualuating the work of employees involved in payroll records auditing,
payroll and timecard entry. The general duties and level of supervision received and exercised
are very closely related. For example, the new job class title does exercise general and technical
supervision over a payroll unit:
However, in comparing the Electronic Data Management Supervisor, it was found the level of
supervisory work and technieal responsibilities of the new job class title is not equivalent. For
example, while the new job class tifle does perform work in the development of short and long
range staffing plans, it does not supervise a central computer system, process or service. In
addition, the work of the Electronic Data Management Supervisor is both administrative and
technically professional in that the duties include monitoring of a departmental budget as well as
supervision of techncial and professional staff. Thus, the supervisory responsibility assigned to
the new job class title is not wmparable to the supervisory duties described by this job class
spec.
In essence, the managerial and professional duties of the new job class title most closely
conesponds to the duties of the Payroll Manager - Board of Education.
Pavroll Svstems Technician and Payroll System 5upervisor.
The class specs for these job titles describe general to occasional supervisory responsibilities that
are primarIly of a technical and/or clerical nature. In compazison, to the responsibilities of the
new position exceeds the clerical and technical duties outlined. Overall, the comparison analysis
indicates that the level of responsibiliry of the new position is exceedingly higher than the levels
of Payroll Systems Technician and Payroll Systems Supervisor. For example, the level of typical
duties outlined in the class spec for the new position aze clearly more responsible than clerical
4
Comp/Classification Study
Payroll Manager
COMPARISON WITH OTHER POSITIONS
Payroll Systems Supervisor and Payroll System Technician
a9 -as�t
Payroll Manager, Payroll System Supervisor, and Payroll System Technician are the only
titles for which related job profile studies were available for analyses. However, comparison
analysis of the job classification specs indicated that while some of the typical job duties are
similar to the new job title, the level of responsbilities exceed levels described by the Payroll
System Supervisor and Payroll System Technician classes which primarily provide technical and
clerical support in the maintenance of central payroll policies and procedures.
Payroll Manager, Electronic Data Management SupervisorBoard of Education
In comparing the duties of the new job class title to both job classes, similar duties were
described as payroll disbursements, payroll policy development, �iscal management, labor
contracts and managing security of a database system and personnel records of a unit. The
typical duties of the new position most closely corresponds to the duties as outlined on the
Payroll Manger class spec. For example, the Payroll Manager position performs professional
work in assigning, directing, scheduling and evaluating the work of employees involved with
payroll and records auditing; preparing annual budget data, disbursing central payrolls, and
implementing federal and state government mandated reports. Although, some of the general
duties of the new job class spec are similar to duties peformed by the Electronic Data
Management Supervisar position, the level of responsibilities are not equivalent. Specifically, in
the level of supervision and managerial duties such as data security, systems design, systems
analysis and programming.
In conclusion, the level of supervisory responsibilities of the newly created position are more of
a technical nature than of an admnistrative or managerial nature. Overall, the duties most
closely correspond and is appropriate to the Payroll Manager/BOE class level.
Q.E.S. EVALUATION AND ANALYSIS
The results of the QES evaluation support compensating the new position to a class level that is
equivalent to Grade 018 of the Non Represented Managers, Classified Confidenual bara ining
unit.
RECOMMENDAI'ION
Based upon the results of the comparison analysis and QES evaluation, I recommend that a new
classification entitled Payroll Manager be created and compensated in Grade 018 of the
Classified Confidential Non-Represented Managers salary range.
CODE: 639C
BU: 84
EFFECTIVE:
PROPOSED TITLE OF CLASS:
I�:r.]�ASr_n.►_�H�:�
DESCRIPTION OF WORK
General Statement of Duties:
Performs managerial and professional work involving preparing and
disbursing City payrolls; assists in the development of management
policies on £iscal and labor contract issues related to payroll;
coordinates system enhancements and modifications; and performs related
duiies as required.
Sunervision Received:
Works under the general direction of a division head.
Sunervision Exercised:
°19 -a�`�
Exercises within the payroll unit general and technical supervision over
subordinate professional and administrative support personnel.
TYPZCAL DUTIES PERFORMED
The listed examples may not include all the duties performed by all positions
in this class.
Assigns, directs, schedules, and evaluates the work o£ employees involved
with payroll and records auditing.
Interviews and selects subordinate professional and administrative
support employees; prepares probation reports and annual evaluations for
subordinate professional employees; trains staff and provides instruction
on new procedures and technical advancements.
Responds to complaints or supplies infoXmation to employees, citizens,
public officials or outside agencies; provides information or policy
interpretations where a complete knowledge of departmental methods and
procedures are necessary.
Prepares a variety of federal and state government mandated reports,
including tax withholdings and gross salaries for unemployment and
pension-related issues.
Coordinates deadlines and processes with other departments so that the
payroll process can respond to varying cyclical and seasonal deadlines;
solves problems before, during, and after payroll cycles.
Develops short and long range plans for payroll unit staffing, training,
work projects, and other xelated issues.
Works on behalf of the Financial Services Department, in conjunction with
(continued on reverse side)
PAYROLL MANAGER
Page 2
PROPOSED TITLE OF CLASS:
PAYROLL MANAGER
the Human Resources and Information Services Departments, to identify q9•,3
requirements and design elements essential to a payroll/personnel
application which will meet the needs of ihe City.
In consultation with the Labor Relations Director, implements policies to
meet the Gity's responsibilities with respect to labor agreements,
policies and procedures.
Works with the Labor Relations Director duxing negotiations on speci£ic
contract items which will impact compensation and other payroll issues.
Analyzes and recommends changes in Citywide processes to improve
efficiency in payroll records maintenance.
In consultation with the Budget section, provides source data and the
database structure necessary for preparing the City's annual budget;
prepares salary and fringe benefit calculations used to project salary
and benefit costs for the next year. -- -- -- ---
Serves as data security administrator £or payroll; determines the level
of access to daca on the payroll system for each employee; sets up staff
access on compucer system.
Ensures integrity of payroll data on the file server; audits field
definitions and ensures that they are the same for all staff using the
system.
Represents City at meetings with the credit union and other financial
institutions for wlZich payroll deductions occur.
Responsible for insuring that payrolls axe correct and reflect accurate
payments to employees.
Maintains and creates, leave and decuction, master records.
KNOWLEDGE, SKILLS, ABILITIES AND COMPETENGIES
Thorough knowledge of supervisoYy techniques
Thorough knowledge of Civil Service Rules 'relating to payroll and time
records.
Thorough knowledge of data maintenance and payroll practices and
procedures.
Thorough knowledge of union contracts and how to interpret appropriately.
Considerable knowledge of the operations, capabilities, and limitations
of computer hardwaxe, software, and networks.
Considerable knowled$e of databases and file structure design,
PAYROLL MANAGER
Page 3
PROPOSED TITLE OF CLASS:
PAYROLL MANAGER
�
Considerable knowledge of the payroll applications oP tax and pension
1aws.
Considerable knowledge of data security practices and procedures.
Considerable knowledge of office practices and procedures.
Thorough ability to plan, organize, and delegate work.
Thorough ability to interact effectively with management, other City
department staff, subordinate staff, and with the general public.
Considesable ability to perform arithmetic camputations by hand, adding
machine, and/or calculator.
Considerable ability to perform work that requires close attention to
detail.
Considerable ability to handle effective human relations.
MINIMUM QUALIFICATIONS
Bachelor's degree in Business or Public Administration, Accounting,
Finance, Industrial Relations, or a related field; and six years
payroll or salary administration experience which includes two years of
supervisory experience. Four additional years of payroll supervisory
experience can be substituted for the Bachelor's degree.
PAYROLL MANAGER
ORlG1NAL
Council File #
99-z�`i
RESOLUTION
Green Sheet # 62928
OF SAINT PAUL, MINNESOTA aS
Presented by
Refezred To
Committee Date
An Administrative Resolution to estaUlish the rate of pay for
2 the title of "Payroll Manage�' in the Salary Plan and Rates of Compensation Resolution.
3 BE IT RESOLVED, that the rate of pay for the classification entitled "Payroll Manager" be
4 established at the rate set forth in grade 018 of the Bazgaining Unit 84, Classified Confidemial
5 Non-Represented Standazd Ranges in the Salary Plan and
6 FURTHER RESOLVED, that this resolution will be effective on the first pay period following its
passage and approval ofthis resolution.
l�equested by Department oE
e �/t/�,�ff ��'sX�JlLiE'c�
$y: �i�L/°—,� i �d�"
� �C/�
Form Approved by City AtTorney
�'� __=�� �-z�e,l��.
Approved
Adoption Certified by Council Secretary
By: 1 \� �3-- � 1� m-a�e�ia�--
Approved by Ma � � Date ��`L� �J ���
By: � i�'n
Adopted by CouncIl: Date �� 1� �`i �l
DEpARTMENTp£F(CJ+/COUNC[L: DATE INC[G'CED GREEN SHEET No. 62928 qq -�y,
Human Resources 02/19/99 —
CONTACI PERSOi� & PHONE: �� ��� �'��
Mark Robertson - 266-6471�✓� � 1 a�e,�x.i.�r Du�'Q �jqfq s crn covr�cn.
�AqggR 2 S:CfYATfOR\'EY 6 CiIYCLERK
MUSP BE O�i COUNCR. AG£NDA BY (DA?L7 �R 3��CIAL SERV DiR TECH ffi MGT. SERVICES Ddt
ROUTING 4 MAYOR(ORASSI:) CIW.SERYICECOMMiSSION
ORDER
TOSAL N OF SIGNATURE PAGFS (CLIP ALL I.00ATTOIYS FOR S[CNATURE)
wcnox x�uesreu: Approval of the resolution to establish the new position of Payroll Manager in Grade 018 of the
Classi5ed Confidentiai Non-Represented Standard Ranges in the Salary Plan and rates of Compensation. (B.II. 84)
RECOAff�NDRTIONS:APPmvelA)aReJas(A) PER90NALSERVICEC�ON'fRACTSMUSfANSRERTHEFOLIAWlNG
QIIESfIONS
_PtAT.T^J�GCOA4.IISSION CNII,SFAVICE COMt�SSION i. Has8�6pa+mlfamewnai�edundc+eo�h+afarlhitdeprho�?
CIB WA4ATTEE Ya No
— S1'A£f _ 2 Fias9mpaaeu+famacbem�dtyempioyx?
DLSTRICTCOURT Ya No
SUPPOR25 WFIICki COUNCQ.OB]EC11VE1 3. DoaBm pasm?um panae a�ll eo[aamailYP� bY m+Y � MY
mployee? Ya No
g=p1Yn aH �es amwees m aeryry'ate a6eet � aHach to treen aheet
QQCfL4T�G PROBLEM, ISSUE, OPPORT[7NfCP (Wh0. Wdaf. W6ea, WherqK'67). .
To establish a position in a confidential, non-represented group that v�ill uaork with Finance on payroil management
and payroll policy matters and with Labor Relations on payroll issues during conuact negotiations.
ADVANiAGESIFAPPROVED:
The City will have an individual to manage the payroll function and provide critical, confidential information about
payroll issues as they relate to the City's finance and negotiations.
"-`� }:_ � � e ;` �� `'�
DISADVMTAGESIFAPPROVED: ,> �4�(q
��� �,J :a
There aze none. ,� � ,� � e ���
�y � �a F� �., �
�C* � G � � � ���� s� �
DISADVAA?AGES ff NO? APPROVED:
The City will not have a person Yo manage the payroll function nor will it be able to provide expert payroll
representation during contract negotiations. �
� TOTALAMOUNTOFTRANSAGTiON:F�?�����d�E���+�T��K3`� ro���BUDGEfED: Yes
$45�737.90 (lst step, a�anua l.Ly��tO E �SN A OLZ .88 (Step 7, aanually)
FOA'DINCSOURCE: Sal+�iallwd tV[IY
FWAAiC7AI.INFORMAT[ON: (EXPLAIA)
. AsS�`LF '��°';a.`.��-,;s :�°..�..ccP
P.NSERSMOORE�CREfl. Sfif
i'�� b � I���
9q'�y`4
City o£ Saint Paul BARGAZNING IItiIT 84 Zasued 12/18/98
CLASSIFIED CONFIDENTIAL NON-REPRESENTED
Ei£ectiva 1498
*NEL3LY CREATED SOB TITLE
GRADE 018
* 639C Payroll Manager
12/20/97 1704.41 1766.04 1830.91 1917.79 2005.90 2101.48 2149.11 2267.41 2327.00
09/26/98 1752.41 2815.77 1882•"47 1971.80 2062.39 2160.66 2261.03 2331.26 2392.53
CLASSIFICATION STUDY REPORT
INCUMBENT:
PRESENT CLASSIFICATION:
DEPART'MENT AND DIVISION:
DATE OF STUDY:
STUDY
BY:
vacanc
Payroll Manager
Office of Financial Services
December, 1998
Susan D. Moore
APPROVAL OF HUMAN RESOURCES
MANAGER:
'� ��yz��� � ��
BACKGROUND
�//9/p�
,�
The new position of Payroll Manager is being created to manage the payroll function of the
City's Financial Services division, maintain critical and confidential payroll information and
provide expert representation on issues related to the City's finance and labor negotiations.
STUDY COMPONENTS
Interview with department contacts
Review of proposed job duties
Comparison of class Specifications
Compazison of other positions
QES Evaluation and analysis
POSITION DESCRIPTION
The new position will perform managerial and professional work in preparing and disbursing
City payolls. Specific responsibilities will also assist in developing management policies related
to labor contracts and payroll issues; and coordinating payroll system enhancements and
modifications.
Specific responsibilities of the position include the following:
1. Assigns, directs, schedules, and evaluates the work of employees involved with payroll
and records auditing.
2. Interviews and selects subordinate professional and administrative support
employees; prepares probation reports and annual evaluations for subordinate
professional employees; trains staff and provides instruction on new procedures and
technical advancements.
Page Two.
Classification Study Report
Payroll Manager
PO5ITION DESCRIPTION (ConYd.)
3. Prepazes a variety of federal and state government mandated reports, including tax
withholdings and gross salaries for unemployment and pension-related issues.
qq ''1
4. Coordinates deadlines and processes with other departments so that the payroll process
can respond to varying cyclical and seasonal deadlines; solves problems before, during
and after payroll cycles.
5. Develops short and long range plans for payroll unit staff'ing, training work
projects and other related issues.
6. Works on behalf of the Financial Services Department,in conjunction with the Human
Resources and Informafion Services Departments, to identify requirements and design
elements essential to a payroll/personnel application which will meet the needs of the
City.
7. In consultation with the Labor Relations Director, implements policies to meet the
City's responsibilities with respect to labor agreements, policies and procedures.
8. Works with the Labor Relations Director during negotiations on specific contract
items which will unpact on central payroll issues.
9. Analyzes and recommends changes in Citywide payroll processes to improve efficiency in
payroll records maintenance.
10. In wnsultation with the Budget section, provides source data and the database
structure necessary for preparing the City's annual budget; prepares salary and fringe
benefit calculations used to project salary benefit costs for the ne� year.
11. Serves as data securiry administrator for payroll; determines the level of access to
data on the payroll system for each employee; sets up staff access on computer system.
12. Ensures integrity of payroll data on the file server; audits field definitions and ensures
that they are the same for all staff using the system.
13. Represents the City at meetings with the credit union and other £uiancial
institutions for which payroll deductions occur.
14. Maintains and creates leave and deduction master records.
15. Responsible for insuring that payrolls are cosect and reflect accurate payments to
employees.
Classitication Stndy Report
Payroll Manager qq -1
COMPARISON TO CLASS SPECIFICATIONS
The duties of the new job title were compazed to the following job class specifications:
Acconnting Manager, Acconntant IV, Compnter Services Manager, Electronic Data Management
Snpervisor -BOE, Hnman Resonrces Specialist IV, Hnman Resoarces Manager, Training and
Development Manager.
Class specs for these job tifles describe supernisory work that is highly administrative,
professional and managerial in nature and that which supervision is directly exereised over one
or more functional units or programs within a division or department. Examples of some of the
tyQical duties that are performed by these positions are descnbed as follows:
1. Performs managerial work in the operation of an accounting system of a department;
assists in developing central accounting systems and procedures. Supervises and
organizes an accounting system.
2. Represents an accounting manager before City officials, department heads, civic groups,
business organization and other government units.
3. Performs highly responsible professional accounting work involving the planning,
supervising and organizing a departmental accounting function.
4. Supervises the operation of the Public Works computer systems. Supervises unit
personnel; assigns, consults, evaluates and provides training to stafF.
5. Performs supervisory and professional work involving coordinating, scheduling and
monitoring systems analysis, progranuning and data entry services, etc. Supervises
budget and personnel to ensure that the electronic Data Management Department
operates effectively and efficiently, etc.
6. Performs supervisory human resources work in planning, directing and managing one or
more major human resources program area of the City's central Human Resources
office.
7. Directs and evaluates staff in assigned program areas; recommends or acts on hiring,
training, coaching disciplining, conducting performance reviews, assigning and
prioritizing work and discharging of employees.
8. Manages the day-to-day budget operations of the training and development section.
comp./class;rcation stnay
Payroll Manager
q9 -�}`�l
Clearly, the supe2visory and administrative responsibilities descn'bed by the above job class specs
are more formal and broader than those spe�ified for the new payroll position title. For
eatample, positions in these job classes primarily perform duties in managing and supervising a
major progcam, ogeration or function of the City. In comparision the new job class title does
perform duties in disbursing of the City's payro]l, and coordinating payroll deadlines and
procesess with other City department payroll units. However, it does not directly manage or
supervise the City's individual departmental payroll units and staffs. The new job class title has
no responsibilities for managing a departmental or unit budget, supervising or admuiistering the
day-to-day operations or activities of a major department, system or program. Rather, the
managerial and supervisory duties of the new job class title are specific and limited to the
technical aspeets of the payroll function of the Financial Services division related to maintaining
security and integrity of the payroll system and data.
Although, the supervision received by the new class tifle is under the general direction of a
division head, the level and nature of supervision exercised is functional and primarily of a
technical nature as described in the job class spec. For example, the supervisory aspects of the
position focuses on reviewing and evaluating the technical adequacy and proficiency of tasks
performed by employees in an assigned area. Overall, the level of responsibilities of the new job
class tifle are not equivalent to the administrative duties of positions the job class fitles that
were used in this comparison analysis.
Payroll Manager Elechronic Data Maua�ement Supervisor -Board of Education
These class specs describe supervisory work that is of a general and technical nature and that
which is exercised over employees within a functional unit of a division or department. For
example, general duties of the Payroll Manager, Board of Education focus primazily on
assigning, directing and eualuating the work of employees involved in payroll records auditing,
payroll and timecard entry. The general duties and level of supervision received and exercised
are very closely related. For example, the new job class title does exercise general and technical
supervision over a payroll unit:
However, in comparing the Electronic Data Management Supervisor, it was found the level of
supervisory work and technieal responsibilities of the new job class title is not equivalent. For
example, while the new job class tifle does perform work in the development of short and long
range staffing plans, it does not supervise a central computer system, process or service. In
addition, the work of the Electronic Data Management Supervisor is both administrative and
technically professional in that the duties include monitoring of a departmental budget as well as
supervision of techncial and professional staff. Thus, the supervisory responsibility assigned to
the new job class title is not wmparable to the supervisory duties described by this job class
spec.
In essence, the managerial and professional duties of the new job class title most closely
conesponds to the duties of the Payroll Manager - Board of Education.
Pavroll Svstems Technician and Payroll System 5upervisor.
The class specs for these job titles describe general to occasional supervisory responsibilities that
are primarIly of a technical and/or clerical nature. In compazison, to the responsibilities of the
new position exceeds the clerical and technical duties outlined. Overall, the comparison analysis
indicates that the level of responsibiliry of the new position is exceedingly higher than the levels
of Payroll Systems Technician and Payroll Systems Supervisor. For example, the level of typical
duties outlined in the class spec for the new position aze clearly more responsible than clerical
4
Comp/Classification Study
Payroll Manager
COMPARISON WITH OTHER POSITIONS
Payroll Systems Supervisor and Payroll System Technician
a9 -as�t
Payroll Manager, Payroll System Supervisor, and Payroll System Technician are the only
titles for which related job profile studies were available for analyses. However, comparison
analysis of the job classification specs indicated that while some of the typical job duties are
similar to the new job title, the level of responsbilities exceed levels described by the Payroll
System Supervisor and Payroll System Technician classes which primarily provide technical and
clerical support in the maintenance of central payroll policies and procedures.
Payroll Manager, Electronic Data Management SupervisorBoard of Education
In comparing the duties of the new job class title to both job classes, similar duties were
described as payroll disbursements, payroll policy development, �iscal management, labor
contracts and managing security of a database system and personnel records of a unit. The
typical duties of the new position most closely corresponds to the duties as outlined on the
Payroll Manger class spec. For example, the Payroll Manager position performs professional
work in assigning, directing, scheduling and evaluating the work of employees involved with
payroll and records auditing; preparing annual budget data, disbursing central payrolls, and
implementing federal and state government mandated reports. Although, some of the general
duties of the new job class spec are similar to duties peformed by the Electronic Data
Management Supervisar position, the level of responsibilities are not equivalent. Specifically, in
the level of supervision and managerial duties such as data security, systems design, systems
analysis and programming.
In conclusion, the level of supervisory responsibilities of the newly created position are more of
a technical nature than of an admnistrative or managerial nature. Overall, the duties most
closely correspond and is appropriate to the Payroll Manager/BOE class level.
Q.E.S. EVALUATION AND ANALYSIS
The results of the QES evaluation support compensating the new position to a class level that is
equivalent to Grade 018 of the Non Represented Managers, Classified Confidenual bara ining
unit.
RECOMMENDAI'ION
Based upon the results of the comparison analysis and QES evaluation, I recommend that a new
classification entitled Payroll Manager be created and compensated in Grade 018 of the
Classified Confidential Non-Represented Managers salary range.
CODE: 639C
BU: 84
EFFECTIVE:
PROPOSED TITLE OF CLASS:
I�:r.]�ASr_n.►_�H�:�
DESCRIPTION OF WORK
General Statement of Duties:
Performs managerial and professional work involving preparing and
disbursing City payrolls; assists in the development of management
policies on £iscal and labor contract issues related to payroll;
coordinates system enhancements and modifications; and performs related
duiies as required.
Sunervision Received:
Works under the general direction of a division head.
Sunervision Exercised:
°19 -a�`�
Exercises within the payroll unit general and technical supervision over
subordinate professional and administrative support personnel.
TYPZCAL DUTIES PERFORMED
The listed examples may not include all the duties performed by all positions
in this class.
Assigns, directs, schedules, and evaluates the work o£ employees involved
with payroll and records auditing.
Interviews and selects subordinate professional and administrative
support employees; prepares probation reports and annual evaluations for
subordinate professional employees; trains staff and provides instruction
on new procedures and technical advancements.
Responds to complaints or supplies infoXmation to employees, citizens,
public officials or outside agencies; provides information or policy
interpretations where a complete knowledge of departmental methods and
procedures are necessary.
Prepares a variety of federal and state government mandated reports,
including tax withholdings and gross salaries for unemployment and
pension-related issues.
Coordinates deadlines and processes with other departments so that the
payroll process can respond to varying cyclical and seasonal deadlines;
solves problems before, during, and after payroll cycles.
Develops short and long range plans for payroll unit staffing, training,
work projects, and other xelated issues.
Works on behalf of the Financial Services Department, in conjunction with
(continued on reverse side)
PAYROLL MANAGER
Page 2
PROPOSED TITLE OF CLASS:
PAYROLL MANAGER
the Human Resources and Information Services Departments, to identify q9•,3
requirements and design elements essential to a payroll/personnel
application which will meet the needs of ihe City.
In consultation with the Labor Relations Director, implements policies to
meet the Gity's responsibilities with respect to labor agreements,
policies and procedures.
Works with the Labor Relations Director duxing negotiations on speci£ic
contract items which will impact compensation and other payroll issues.
Analyzes and recommends changes in Citywide processes to improve
efficiency in payroll records maintenance.
In consultation with the Budget section, provides source data and the
database structure necessary for preparing the City's annual budget;
prepares salary and fringe benefit calculations used to project salary
and benefit costs for the next year. -- -- -- ---
Serves as data security administrator £or payroll; determines the level
of access to daca on the payroll system for each employee; sets up staff
access on compucer system.
Ensures integrity of payroll data on the file server; audits field
definitions and ensures that they are the same for all staff using the
system.
Represents City at meetings with the credit union and other financial
institutions for wlZich payroll deductions occur.
Responsible for insuring that payrolls axe correct and reflect accurate
payments to employees.
Maintains and creates, leave and decuction, master records.
KNOWLEDGE, SKILLS, ABILITIES AND COMPETENGIES
Thorough knowledge of supervisoYy techniques
Thorough knowledge of Civil Service Rules 'relating to payroll and time
records.
Thorough knowledge of data maintenance and payroll practices and
procedures.
Thorough knowledge of union contracts and how to interpret appropriately.
Considerable knowledge of the operations, capabilities, and limitations
of computer hardwaxe, software, and networks.
Considerable knowled$e of databases and file structure design,
PAYROLL MANAGER
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PROPOSED TITLE OF CLASS:
PAYROLL MANAGER
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Considerable knowledge of the payroll applications oP tax and pension
1aws.
Considerable knowledge of data security practices and procedures.
Considerable knowledge of office practices and procedures.
Thorough ability to plan, organize, and delegate work.
Thorough ability to interact effectively with management, other City
department staff, subordinate staff, and with the general public.
Considesable ability to perform arithmetic camputations by hand, adding
machine, and/or calculator.
Considerable ability to perform work that requires close attention to
detail.
Considerable ability to handle effective human relations.
MINIMUM QUALIFICATIONS
Bachelor's degree in Business or Public Administration, Accounting,
Finance, Industrial Relations, or a related field; and six years
payroll or salary administration experience which includes two years of
supervisory experience. Four additional years of payroll supervisory
experience can be substituted for the Bachelor's degree.
PAYROLL MANAGER