Payroll Systems Analyst

Description

The City of Santa Ana is looking for individuals who are results-oriented, possess great attitudes, demonstrate creativity and innovation, work efficiently, show a record of success and have a PASSION for public service. Having the best employees provides the best service to the community.
Performs a variety of professional technical duties related to the configuration, maintenance, and administration of the City’s human resources and payroll system. Supports the Payroll Division within the Finance and Management Services Department and ensures compliance with applicable policies, labor laws, and related regulations.
This is a standalone classification within the Payroll Division of the Finance and Management Services Department that requires in-depth expertise in human resources and payroll systems. It involves detailed work with benefits provisions, personnel rules, and MOUs not involving software programming or code development. This classification works closely with human resources and payroll staff. It is distinguished from the Payroll Supervisor classification, which is responsible for all payroll division functions, has divisional oversight, and has higher-level decision-making authority and accountability.

Essential Functions Include But Are Not Limited To

• Configures and administers the City’s human resources and payroll system.
• Evaluates and troubleshoots payroll processing across the full payroll and benefits lifecycle, including system configuration, tax and benefit calculations, and reporting.
• Develops and implements custom system calculations; makes corrections and improvements as needed.
• Collaborates with in-house technical staff and external consultants to maintain the system and resolve complex system issues.
• Interprets legal documents, including tax regulations, the Fair Labor Standards Act (FLSA), Public Employees Retirement System (PERS) law, and memoranda of understanding (MOUs) related to payroll and benefits administration.
• Researches and recommends system upgrades and design changes based on legislative changes, user needs, and operational effectiveness.
• Tests and implements system patches, upgrades, and new releases; evaluates applicability of tax table updates and legislative impacts.
• Trains users on system processes, data entry protocols, and data integrity procedures and best practices.
• Documents and tracks the resolution of systems-related issues and services requests.
• Creates and maintains payroll queries and reports to support department operations.
• Provides technical guidance and direction to payroll and human resources staff.
• Provides backup payroll processing support.
• Responds to inquiries regarding payroll policies, procedures, and schedules.
• Conducts research, collects and analyzes data, and prepares findings and reports.
• Maintains payroll records in compliance with retention and destruction resolutions.
• Prepares presentations, documentation, and routine correspondence for internal staff, including timekeepers.
• Stays informed of relevant payroll related federal and state legislation, regulatory updates, and industry trends.
• Recommends, develops, and implements payroll related policies and procedures.
• May supervise, assign, and review the work of technical and clerical employees.
• Performs other duties as assigned.

Minimum Qualifications

Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions. Experience and education must provide the listed knowledge, skills, and abilities.
EXPERIENCE AND EDUCATION Experience: Three (3) years of professional experience in administering and configuring human resources and payroll systems.
Education: Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, computer science, finance, or a related field.
Special Requirements:

• Must be available to work evenings, nights, weekends, and holidays, as required.
• May require the possession and retention of a valid driver’s license, or ability to use alternative transportation that reasonably meets operational needs.

Highly Desirable: Supervisory or lead work experience
KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of:

• Federal, state, and local regulations related to payroll, including taxation, FLSA, and PERS.
• Public sector payroll processes and personnel administration.
• Payroll and human resources and payroll system configuration.
• Principles of supervision, training, and performance management.
• Payroll policy development, labor agreements, and administrative processes.
• Statistical analysis and data evaluation methods.
• Proper English usage, grammar, and punctuation.
• Records management, retention practices, and data security.
• Modern office software and equipment.

Skill in:

• Managing and configuring payroll systems effectively.
• Problem solving and troubleshooting system issues.
• Creating and managing payroll queries and reports.
• Using personal computers and business software, including Microsoft Word, PowerPoint, Outlook, and Excel.

Ability to:

• Analyze and resolve human resources and payroll system related issues.
• Understand and interpret personnel rules, benefit structures, and labor agreements.
• Understand and apply Citywide and departmental codes, policies, and procedures, and regulations applicable to payroll administration.
• Implement, test, and document system adjustments and improvements.
• Research, analyze, and evaluate data, make process improvements, and implement recommendations.
• Select, supervise, train, and evaluate staff.
• Perform payroll calculations accurately.
• Develop and deliver training to system users.
• Communicate clearly, concisely, and tactfully, both orally and in writing.
• Analyze complex issues and effectively solve problems.
• Work independently and as part of a team.
• Prioritize multiple projects and tasks to meet deadlines.
• Maintain recordkeeping in compliance with retention policies and procedures.
• Maintain confidentiality and handle sensitive information appropriately.
• Establish and maintain effective working relationships with City employees, outside parties, and those contacted in the scope of work.

SUPERVISION RECEIVED AND EXERCISED

• Received: Receives direction from the Payroll Supervisor and designated management staff.
• Exercised: May provide supervision over technical and clerical employees

WORKING CONDITIONS

• Environmental Conditions: Work is generally performed in standard office and, occasionally, field settings. Occasional travel may be required. Incumbents may be exposed to fumes, odors and smells, loud and noisy conditions, indoor and outdoor lighting, dirt and dust, wind and pollen, and variable weather conditions.
• Physical Conditions: Primary functions require sufficient physical ability and mobility to work in office and field settings; operate motor vehicles; sit for prolonged periods of time; occasionally climb, stoop, bend, kneel, crouch, reach, twist, stand, and walk; lift and carry up to twenty (20) pounds unassisted; push and/or pull light to moderate amounts of weight unassisted; have dexterity of hands to grasp and manipulate objects; operate office equipment requiring repetitive hand movement and fine coordination, including the use of a computer keyboard; utilize sight, hearing, speaking, reading, writing, and math ability to exchange information; see with normal vision and visual range, with or without correction; and hear in the normal audio range, with or without correction.

Selection Process

All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.

Applications will be reviewed by the Human Resources Department. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Oral Interview Examination (Tentatively scheduled for Tuesday , 10/21/25 ) : (Weight of 100%) will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job. Candidates need a minimum passing score in order to be placed on the eligible list.

The examination will be based on a review of the application materials submitted and will include an assessment of training, experience and performance with the City of Santa Ana. Applicants must pass this review in order to be placed on the eligible list.

The City of Santa Ana is an equal opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.

Please visit the following website to view the summary of comprehensive benefits!

Summary of Benefits

(under CASA)

NOTE: A more complete set of specifications for this classification may be found on the City's website or on file in the Human Resources Department. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contribution toward benefit costs, are subject to change as a result of periodic contract settlements between recognized employee associations and the City of Santa Ana.

Closing Date/Time: 10/12/2025 11:59 PM Pacific

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• City of Santa Ana

• 714-647-5340

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