Payroll Specialist
Salary
$75,336.00 - $93,000.00 Annually
Location
City of Santa Monica, CA
Job Type
Full-Time Regular
Job Number
264106-01
Department
Finance
Opening Date
05/08/2026
Closing Date
5/29/2026 5:30 PM Pacific
Job Summary
Performs specialized payroll and accounting work in the preparation and maintenance of the Citys payroll activities Provides a variety of complex technical assistance in response to inquiries from City departments, City employees and regulatory agencies.
SUPERVISION:
Coordinates work assignments over technical and/or clerical staff, as assigned.
Representative Duties
Performs various complex technical and accounting duties.
Reconciles California Public Employees Retirement System (CalPERS) buyback program, prepares monthly and quarterly journal entries for medical trust, reconciles hours worked and life insurance payments. Processes exemption changes and runs reports.
Coordinates and verifies payroll-related data input and output, including but not limited to coordination of time reporting from KRONOS, Trapeze and manual time cards.
Ensures timely and accurate posting of payroll-related employee data including account numbers, tax status, various deductions, and payment methods.
Interprets information contained in various bargaining unit Memorandums of Understanding (MOU)s and coordinates requests from regulatory agencies and employees for garnishments, employment status, etc. Applies and interprets rules and regulations regarding the computation of garnishments, tax levies and other deductions.
Utilizes various financial systems, such as J.D. Edwards and PeopleSoft to execute payroll and payroll-related accounting entries.
Computes and prepares adjustments to pay, leave, severance pay and on-line checks.
Verifies system generated retroactive pay reports and processes occasional retroactive pays manually.
Responds to employee inquiries and processes changes to status as required.
Requests wire and electronic funds transfers, makes various deductions, creates Automated Clearing House (ACH) files for child support and other garnishments, and processes requests for warrants.
Compiles and inputs year-end adjustments for W-2s.
Performs complex calculations for FLSA compliance.
Coordinates with Human Resources, other City Departments and individual employees regarding changes in payroll status or deduction changes.
Responds to inquiries related to retirement final compensation, retroactive pay adjustments to payroll and miscellaneous inquiries.
Prepares unemployment insurance reports and employment verifications.
Prepares special reports and schedules required by auditors and other City Departments.
Contacts individuals or agencies to resolve discrepancies and obtain data and documents.
Maintains files in accordance with the Citys Records Retention Program.
Performs other related duties, as assigned.
Requirements
KNOWLEDGE, ABILITIES, AND SKILLS
Knowledge of:
Applicable federal, state and local laws and regulations pertaining to payroll administration.
Methods and practices used in financial and statistical work.
Principles and practices of records management.
Report writing techniques.
Modern office procedures, practices and equipment.
Effective customer service techniques.
Ability To:
Prepare and maintain accurate financial and statistical records and reports.
Read, interpret and explain laws, rules, regulations, and memoranda of understanding.
Exercise independent judgment and initiative.
Perform mathematical calculations.
Reconcile figures.
Follow written and oral instructions.
Meet strict deadlines with frequent interruptions.
Work effectively with people, resolve conflicts and maintain confidentiality.
Communicate effectively, both orally and in writing.
Maintain accurate records.
Establish and maintain effective and cooperative working relationships with City employees, various businesses and agencies, and the general public.
Provide effective customer service.
Skill in:
Using a personal computer and applicable software applications.
Performing work requiring a high level of accuracy and attention to detail.
Reading, writing and communicating at an appropriate level.
REQUIREMENTS
Minimum Qualifications:
Graduation from an accredited college with an Associates degree in Accounting, Business or Public Administration or a closely related field.
Three years of recent, paid work experience performing a variety of financial, fiscal and/or complex clerical and administrative duties. Experience working with automated payroll system is desirable. Additional relevant work experience may substitute for the required education on a year for year basis.
Licenses and Certificates:
Possession of a valid Class C driver license.
Supplemental Information
SUPPLEMENTAL INFORMATION
HOW TO APPLY: All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note, applications may be rejected if incomplete. Résumés, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.
NOTE: You must submit a copy of your college diploma/transcript with your application. Applicants who indicated receipt of degree from a foreign institution must provide United States degree and credential equivalency verification along with a copy of your college diploma/transcript. All materials must be received in the Human Resources Department no later than close of business on the application closing date.Failure to do so will result in your application being disqualified. You must upload and attach a scanned copy of your transcripts or diploma to your on-line application.
SELECTION PROCESS:
All applicants must submit clear, concise and complete information regarding their qualifications for the position. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate further in the selection process.
Testing may consist of the following and is subject to change as needs dictate:
Training & Experience Evaluation - Qualifying
Oral Interview - 100%
NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the Citys civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
BACKGROUND INVESTIGATIONS:
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation. The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.
The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!
Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
WORKING CONDITIONS:
Work is primarily performed indoors in a busy office environment with frequent interruptions. Must be able to handle a high volume of work and meet deadlines. Physical demands also include frequent sitting, standing, reaching, bending and lifting.
The Citys liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.
01
The Payroll Specialist classification requires an Associates degree in Accounting, Business or Public Administration or a closely related field. If you would like for your education to be considered, you must attach a copy of your college diploma or transcripts to your online application. Applicants who indicate receipt of college-level coursework or a degree from a foreign institution must provide United States credential equivalency verification along with a copy of their college diploma or transcripts. If you wish to use additional qualifying experience, please describe that experience below. Be sure to include the name of the employer and the years that the experience took place. Do you understand the information in the statement above?
02
The Payroll Specialist classification requires an Associates degree in Accounting, Business or Public Administration or a closely related field. Do you meet this requirement? (Note: If yes, you must submit a copy of your college-level transcripts or degree copy. Applicants who indicate receipt of college-level coursework from a foreign institution must provide United States credential equivalency verification along with a copy of your transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. You may attach a scanned copy of your college-level transcripts or degree copy to your online application. Failure to do so will result in your application being disqualified.)
03
Do you have at least three years of recent, paid work experience performing a variety of financial, fiscal, and/or complex clerical and administrative duties?
04
Describe your experience performing financial, fiscal, and/or complex clerical and administrative duties. Your response must include the following per qualifying work experience: 1) Employer Name, 2) Dates of Employment (Mo/Yr to Mo/Yr), 3) Job Title, 4) Duties Performed. If you have no such experience, mark N/A.
05
Describe your experience working with an automated payroll system. Your response must include the following per qualifying work experience: 1) Employer Name, 2) Dates of Employment (Mo/Yr to Mo/Yr), 3) Job Title, 4) Duties Performed. If you have no such experience, mark N/A.
06
Please check the following computer software applications you are familiar with.
07
Describe your experience working with computer software applications such as timekeeping software, database systems, spreadsheet formulas, and accounting software. List your experience and proficiency level, and where you learned these skills.
Required Question
Employer City of Santa Monica
Address 1685 Main Street, Room 101
P.O. Box 2200
Santa Monica, California, 90401
Phone 310-458-8697
Website https://www.santamonica.gov/departments/human-resources