Payroll Specialist

Salary : $76,680.00 - $93,205.00 Annually Location : La Verne, CA Job Type: Full time (36 hours weekly, Monday-Thursday) Job Number: 25-30 Department: Finance Opening Date: 12/17/2025 Closing Date: 1/13/2026 11:59 PM Pacific Description The City of La Verne is seeking a detail-oriented, experienced Payroll Specialist to join our Finance team. This critical role performs highly technical and confidential payroll administration for all City employees while ensuring compliance with federal, state, and CalPERS requirements. Work Schedule: 36 hour work week; Monday- Thursday Recruitment Schedule: Application Deadline: January 13, 2026 Preliminary Interviews: January 27, 2026 Final Interviews: February 4, 2026 Under general supervision, performs highly technical and confidential payroll administration duties for all City employees; ensures accurate and timely payroll processing; supports all personnel budgeting, position control; provides payroll documentation and support for all audits; interprets and applies Memoranda of Understanding (MOUs), City policies, and federal and state payroll regulations; coordinates closely with Human Resources Departments; and performs related duties as assigned. The ideal candidate will be a collaborative, analytical professional who thrives in a fast-paced environment and values accuracy, integrity, and customer service. Including the following: Accurate and detail oriented, with a strong understanding of payroll laws and government compliance. Experienced in governmental payroll, CalPERS compensation rules, and FLSA regulations. Skilled in analysis, able to reconcile complex payroll data. Dependable under deadlines and committed to high quality work. Examples of Duties The following duties are typical for this classification. Incumbents may not perform all listed duties and/or may perform related duties as required: • Prepare, audit, and process bi-weekly payroll for all City employees. • Ensure payroll compliance with CalPERS, IRS, FLSA, DOL, MOUs, and City policies. • Review timecards, overtime, specialty pays, accruals, retroactive adjustments, and payouts. • Maintain payroll records, employee master files, and pay code structures. • Reconcile payroll registers, benefit deductions, and special compensation items. • Provide all payroll-related reports and documentation required for internal, external, and regulatory audits. • Administer and reconcile payroll deductions for benefits and coordinate with HR on changes. • Prepare and file payroll-related federal and state reports. • Serve as the primary payroll contact during financial audits, workers' compensation audits, CalPERS audits, payroll tax audits, and internal control reviews. • Assist in development and maintenance of personnel budget data, and position control. • Train departmental staff on timekeeping procedures and payroll documentation requirements. • Assist with payroll system testing, upgrades, and ERP module changes. Typical Qualifications Knowledge of: • Governmental payroll processing and reporting requirements. • Personnel budgeting, and position control. • CalPERS rules governing compensation reporting. • FLSA rules governing overtime, exemptions, and hours worked. • MOUs and special pay provisions. • ERP payroll systems and automated timekeeping. • Federal and State tax laws related to payroll. • Documentation standards for audit readiness. Ability to: • Prepare, analyze, and reconcile complex payroll and personnel budget data. • Interpret and apply MOUs, policies, labor laws, and audit requirements. • Prepare audits. • Maintain confidentiality of sensitive information. • Communicate effectively with employees, management, auditors, and outside agencies. • Train staff in payroll procedures and compliance. • Work accurately under deadlines. EXPERIENCE AND EDUCATIONExperience: Four years of increasingly responsible payroll experience, preferably in a governmental agency. Education: High school graduation or equivalent required. College coursework in accounting, business administration, public administration, or human resources is desirable. ESSENTIAL JOB FUNCTIONS / A.D.A. • Operate standard office equipment including computers, calculators, phones, and copiers. • Prepare reports and manage documentation. • Sit for extended periods and lift up to 15 pounds. • Communicate effectively in writing and verbally. Supplemental Information THE CITY The City of La Verne strives to maintain a full range of efficient municipal services to preserve our hometown charm and quality of life while being responsive to the community's current and emerging needs. La Verne is a city of more than 30,000 residents and a well-balanced community with a good mix of residential, commercial, and industrial features. La Verne maintains a council-manager form of government. Residents in five districts elect their district council member to represent them and oversee a total annual budget of over $71 million. The five council members select a mayor amongst themselves. La Verne is a close-knit community that is home to many fine institutions and facilities which include the University of La Verne (founded in 1891), Brackett Field Airport, and public and private schools. As one of the most desirable communities in metropolitan Southern California, La Verne is a progressive city that has retained much of its small town charm. The City is interested in hiring an individual who exemplifies the values that make La Verne a safe, desirable, and engaged place to live. SELECTION PROCESS The City reserves the right to select applicants for further consideration who demonstrate the best qualifications match for the position. Meeting the required minimum qualifications does not guarantee an applicant an invitation to the next step(s) in the selection process. Those candidates whose experience and training most closely match the City's needs may be invited to participate in the selection process, which may include a combination of written exercise, panel interview, or other testing deemed appropriate. Prior to hire, successful candidates will also be required to undergo a medical examination (including drug screen), and credit and criminal reviews. Appointments are subject to a 12-month probationary period. Primary communication regarding applicant status relative to this recruitment will be by e-mail; applicants are solely responsible for monitoring their e-mail communication messages and systems. Applicants are solely responsible for informing the City of changes in contact information, including but not limited to e-mail addresses, mailing addresses, post office boxes, and telephone numbers. EQUAL OPPORTUNITY EMPLOYER As required by state law, the City provides consideration for veterans who served during military actions. Eligible veterans should notify Personnel in writing at the time of application. Under Federal law, employees must contribute 1.45% of their gross monthly earnings for Medicare coverage. The City will match the employee's contribution. In compliance with the Americans with Disabilities Act (ADA), if special assistance to participate in this recruitment is needed, contact the Personnel Office. The City recruits and hires without regard to race, color, religion, physical disability or condition, sexual orientation, gender, age, or national origin, except in those specific instances whereby a bona fide occupational qualification demands otherwise. The City of La Verne hires only United States citizens or lawfully authorized aliens. The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without further notice. • Competitive contributions toward family medical coverage • Classic CalPERS members--CalPERS Formula 2.5% @ 55 (Employee contribution 8%) New CalPERS members--CalPERS Pension Reform Formula 2% @ 62 (Employee contribution 6.75%) • City-paid life insurance benefit • 2.8 to 5.0 weeks of vacation per year depending on years of service • Eleven (11) paid holidays per year • Accrual of 8 hours of sick leave per month • City-paid long term disability plan • $1,700 tuition reimbursement for job-related courses 01 What is your highest level of education? High school diploma or GED Some college credits but no degree Associate Degree (AA, AS, or equivalent) Bachelor's Degree (BA, BS, or equivalent) Master's Degree (MA, MS, or equivalent) or higher None of the above 02 Do you have college-level coursework in accounting, payroll, or a closely related field? No college coursework Yes - less than 12 semester units Yes - 12-24 semester units Yes - more than 24 semester units Yes - Associate's degree or higher in accounting or related field 03 Have you completed any specialized payroll or public-sector training? (Select all that apply) CalPERS payroll or retirement reporting training FLSA / wage and hour compliance training Government payroll certification or coursework Vendor-provided payroll system training None of the above 04 Do you have previous payroll experience working for a public agency? No Yes - less than 2 years Yes - 2-3 years Yes - 4-5 years Yes - more than 5 years 05 Which type of public agency have you worked for? (Select all that apply) City County Special district Joint powers authority Other public agency None 06 How many years of hands-on payroll processing experience do you have? Less than 2 years 2-3 years 4-5 years More than 5 years 07 In your payroll experience, you have: Assisted with payroll processing only Processed payroll as part of a team Served as lead payroll processor with review Served as the sole payroll processor 08 Have you assisted in the development or administration of a personnel budget? No experience Yes - assisted with data collection or support Yes - directly prepared or maintained personnel budget data Yes - primary responsibility for personnel budgeting 09 Do you have experience with position control or salary step placement? No Yes - limited exposure Yes - regular responsibility Yes - advanced or lead-level responsibility 10 Do you have experience with CalPERS payroll and retirement reporting? No experience Limited exposure Regular monthly reporting experience Extensive experience, including corrections or audits 11 Do you have experience applying FLSA rules in payroll processing? No experience Limited familiarity Regularly applied FLSA rules Advanced experience resolving FLSA compliance issues 12 Which payroll tax filings have you worked with? (Select all that apply) Federal Forms 941 / W-2 / W-3 California DE-9 / DE-9C Amended filings (W-2c, adjusted returns) I have not prepared or reviewed payroll tax filings 13 Which payroll systems have you used? (Select all that apply) CentralSquare (Naviline, Finance Enterprise, Payroll) Tyler Munis Workday ADP Other payroll systems No direct payroll system experience 14 What best describes your experience with CentralSquare products? No experience Limited exposure Regular payroll user Advanced user or system administrator 15 This position serves as the sole payroll processor for the City. Which best describes your experience working independently under fixed deadlines? No experience working independently Some experience with close supervision Regular experience working independently Extensive experience managing payroll independently 16 Are you able to meet fixed payroll deadlines, including during peak periods (year-end, contract changes, audits)? No Yes, with support Yes, independently 17 Have you ever assisted in development and maintenance of personnel budget data, and position control? Yes No 18 Which of the following do you have experience working in: CalPERS audits Workers Compensation audits FLSA governing overtime, exemptions, and hours worked ERP payroll systems and automated timekeeping Payroll tax audits Required Question