Senior Payroll Specialist

Job Description and Duties

Under the general direction of Supervisor I, the incumbent serves as an expert resource and staff specialist within the Personnel/Payroll Operations Bureau. The incumbent is responsible for providing technical support and lead responsibilities for the W-2, Non-USPS & Miscellaneous Deductions Unit, including a wide variety of deductions offered through the payroll deduction program. The incumbent independently performs work involving a diverse range of tasks, situations and processing/production environments, and functions as a liaison with client and control agencies. Implements processed and procedures; develops and maintain specialized training programs and internal procedures; represents the department on inter-departmental teams; and resolves a wide variety of issues and problems pertaining to Collective Bargaining (CB) contracts, mandated laws, rules, regulations, and policies associated with the statewide deduction programs and employee business expenses and fringe benefit reporting.

Duties Performed:

(Candidates must perform the following functions with or without reasonable accommodations.)

• Research and resolve the most complex, sensitive and critical problems\issues associated with the Non USPS transactions, and Miscellaneous/Voluntary deduction resulting from; changes to deductions, ensuring accuracy to the deduction payroll master file; resolution of payroll errors affecting the deduction file; implementation of programs mandated by CB contract, laws, rules, regulations, policies and procedures; redesign/enhancement to existing systems and/or PC application; unique situations caused by system error or erroneously processed transactions; complex problems received via correspondence or telephone inquiry from departments, campuses, or employees.

• Develop and evaluate alternative solutions and provide recommendations for Non-USPS, and Miscellaneous Deduction processing. Evaluate manual/automated processes and heavy workloads associated with various statewide programs related to miscellaneous deductions processing and develop/implement effective action plans. Interpreting and ensure both documentation and transaction processing for voluntary deductions is in compliance with Federal and State laws, rules, policies, procedures, and CB contracts.

• Assign, coordinate, and control workload assignments to staff to meet established goals and management expectations; identify training needs for staff, evaluate work performance and provide recommendation to supervisor.

• Perform activities for special projects or heavy and time critical workloads related to Miscellaneous Deductions and W-2 reporting with ongoing monthly cut offs related to application of deduction transactions. Identify, document and provide system test data to analytical staff for system related changes and/or problems. Recommend automated processes for high volume/time critical workloads.

• Develop and maintain a comprehensive training and review module and provide training to new and less experienced staff; develop and maintain the unit operation/desk manual to reflect new or modified procedures and instructions for Non USPS/Miscellaneous Deductions; including special personal computer applications developed through the client builder program.

• Prepare management reports using personal computer software regarding workloads, and/or special project status; develop weekly goals to correspond to management expectations.

• Review and comment on revisions to Payroll Procedures Manual, Personnel, and Payroll letters prior to statewide distribution.

• Review legislation/control agency letters/memoranda affecting possible changes in procedures and/or processes for criteria related to W-2/Non USPS issues and Miscellaneous Deductions and provide recommendations to management and for procedural modifications; ensue appropriate personnel and payroll documentation completion instructions are in place prior to statewide distribution.

You will find additional information about the job in the .

Working Conditions

This position is located at The Emerald Tower on Capitol Mall, steps from Tower Bridge and is walking distance to the State Capitol. The building offers affordable monthly parking, employee gym access, an amenities center, and a beautiful mid-tower garden terrace. It is conveniently situated only blocks from Old Sacramento, numerous restaurants, a seasonal farmer’s market, and the Crocker Art Museum. Overlooking the Golden 1 Arena and Downtown Commons, the office is accessible from Sacramento Regional Transit’s light rail and bus systems, with convenient access to I-5, I-80, US 50 & US 99.

This position is eligible for hybrid telework under California Government Code Section 14200 for eligible applicants residing in California. All telework schedules are subject to change and may be reevaluated at any time. Specific telework arrangements may be discussed in more detail with the respective hiring manager. Telework does not change the terms and conditions of employment, the essential functions of job duties, or required compliance with the State Controller's Office policies.

In July 2025, the State of California implemented the Personal Leave Program (PLP) 2025. This program temporarily reduces employees’ monthly base pay in exchange for paid leave credits. This position is subject to PLP 2025 and will have a monthly base pay reduction of 3% in exchange for 5 hours of leave credits through June 2027. The salary ranges shown on this job posting do not reflect the salary reduction.

Special Requirements

Take the required examination here: Senior Personnel Specialist Examination

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Knowledge of: Current office methods, procedures, and basic math principles; laws, rules, regulations, and bargaining contract provisions affecting payroll or deduction programs; procedures and policies of the processing of payroll transactions/documents.

• Ability to: Think logically, multitask, and apply laws, rules, regulations, and bargaining contract provisions concerning payroll transactions.

• Ability to uphold PPSD values: Professionalism, Accountability, Customer Service, Collaboration, and Trust.

• Independently interpret and use reference material; give and follow directions.

• Gather data design and prepare tables, spreadsheets, and charts.

• Communicate effectively; operate a computer keyboard/terminal.

• Deal with departments, campuses, and employees on technical matters and sensitive issues.

• Establish and maintain cooperative working relations with those contacted during the course of the work.

• Organize and prioritize work.

• Create/draft correspondence.

• Provide technical assistance to staff, and represent the department on intra/interdepartmental teams.

• Coordinate a variety of personnel/payroll transactions.

• Research critical transactions and recommend alternative solutions.

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.