Payroll Specialist

Payroll Specialist

Salary

$66,636.75 - $79,143.58 Annually

Location

Pasadena City Hall, CA

Job Type

2025 - REGULAR FULLTIME 40+ HRS A WK

Job Number

27-049

Department

Finance

Division

Finance-Payroll

Opening Date

10/15/2026

Closing Date

10/29/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

The Finance Department, Payroll Division, is seeking a Payroll Specialist to perform difficult and complex support duties utilizing a major payroll software system; reviews, prepares, and reconciles payroll and time keeping documents, accounting records and reports; and performs related duties as assigned.

IDEAL CANDIDATE

Our Payroll Specialists perform complex payroll duties that require an understanding and ability to apply the City's payroll/personnel policies and procedures, salary and benefit resolutions, and Memoranda of Understanding (MOUs). The complexity of assignments is related to the ability to understand the rules and policies related to special pays for eleven unions and three unrepresented groups. The ideal candidate will be assuming those duties and will be able to interpret those rules and policies, and apply that knowledge when analyzing timesheets and processing them in the payroll system. The ideal candidate will have the ability to analyze and process retroactive salary adjustments, respond to customer inquiries, and be knowledgeable and experienced in CalPERS rules and reporting procedures.

The ideal candidate will be using Tyler Munis, the City's Enterprise Resource Planning system, and IntelliTime VTI timekeeping system, extensively. Practical knowledge of these systems is highly desirable.

• PLEASE NOTE*

The successful candidate must undergo comprehensive background screening and processing, including fingerprinting and credit check.

Essential Functions

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 to this class. For detailed information about the job, please review the Payroll Specialist job description.

• Prepares and processes payroll and other financial documents. Reviews, calculates and processes payroll changes and adjustments. Reviews and reconciles payroll records.
• Performs data entry and maintains payroll records related to employee changes, deduction set-up, direct deposits, leave banks, and tax adjustments.
• Provides effective customer service and communication to all employees on Payroll related matters in a timely and professional manner.
• Balances and prepares Payroll Tax Returns; processes Payroll Tax Deposits; calculates and processes taxable benefits.
• Ensures all payroll and benefit duties are performed in a timely and accurate manner and are executed in accordance with all Federal, State Wage and Hour laws, tax regulations, and City policies and MOU guidelines.
• Ensures timely and accurate close of payroll and confirmation process.
• Verifies data entry to ensure correct calculation of payroll transactions and troubleshoots discrepancies.
• Prepares direct deposit information for transmittal to the bank before established deadlines.
• Calculates and prepares final checks for employees separating from the City.
• Validates payroll adjustments based on changes in deductions and calculates amounts for wage assignments and child support.
• Completes verification of employment documents as needed.
• Prepares pay requests for payroll deductions.
• Performs related duties as assigned.

Qualification Guidelines

COMPETENCIES:

The following list represents the core competencies needed for success in the position.

• Adaptability - Responding positively to change and modifying behavior as the situation requires.
• Attention to Detail - Focusing on the details of work content, work steps, and final work products.
• Writing - Communicating effectively in writing.
• Customer Focus - Attending to the needs and expectations of customers.
• Mathematical Facility - Performing computations and solving mathematical problems.
• Professional and Technical Expertise - Applying technical subject matter to the job.

EDUCATION AND EXPERIENCE:

• Graduation from an Associates degree program in accounting or related field and at least four years of progressively responsible payroll experience working in a payroll unit or section; or an equivalent combination of training and experience.
• Experience in a public agency is preferred.

SELECTION PROCESS:

• The selection process will consist of an evaluation of training and experience, with the most highly qualified candidates being invited to participate in a written examination and/ or a panel interview.
• Probationary work period is one year.

VACANCY INFORMATION:

• There is currently one vacancy in the Finance Department, Payroll Division.
• The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

Special Requirements

Certified Payroll Professional (CPP) certification is highly desirable.

The City of Pasadena contracts with the California Public Employees' Retirement System (CalPERS) to manage our defined benefits program for eligible employees. CalPERS manages the pension and health benefits to more than 1.6 million public employees, retirees, and their families and more than 3,000 employers.

Effective January 1, 2013, new members to CalPERS will be subject to the provisions of the Public Employees' Pension Reform Act of 2013 (PEPRA) and will receive the 2% @ 62 benefit formula (if a miscellaneous employee) and 2.7% at 57 benefit formula (if a safety employee).

Employees who are deemed "Classic" members of CalPERS or a reciprocal system such as the Los Angeles County Employees' Retirement System (LACERA) or Los Angeles City Employees Retirement System (LACERS) will receive the 2.5% @ 55 benefit formula (if a miscellaneous employee) or 3% at 55 benefit formula (if a safety employee). A CalPERS "Classic" member is a member who previously worked for a California public agency and meets the following criteria:

• First established CalPERS membership or membership in a CalPERS reciprocal agency prior to January 1, 2013,
• And is hired by the City of Pasadena after a break in service of less than six months
• And did not have concurrent (overlapping) service with the other agency.

01

Select the option that best describes the years of progressively responsible payroll experience working in a payroll unit or section.

• No experience
• Less than 4 years
• 4 - 5 years
• 6 - 7 years
• More than 7 years

02

Describe your experience utilizing an Enterprise Resource Planning (ERP) system such as Tyler Munis or similar system.

03

Describe your payroll experience working in a payroll unit or section. Include the number of years you performed these duties and specify if the work was performed in a public agency or municipality.

04

Describe your experience interpreting and applying MOU rules and guidelines in connection with executing payroll and benefit duties. Include the number of years you performed these duties and specify if the work was performed in a public agency or municipality.

05

Do you possess a valid Payroll Professional (CPP) certification?

• Yes
• No

06

Do you have public agency experience?

• Yes
• No

Required Question

Employer City of Pasadena

Address 100 N. Garfield Ave., Rm S135

P. O. Box 7115

Pasadena, California, 91109-7215

Phone (626) 744-4366

(626) 744-4366

Website http://www.cityofpasadena.net/humanresources