Deputy Chief of Payroll and Timekeeping

Job Description

The NYC Law Department is seeking a highly motivated Deputy Chief of Payroll and Timekeeping to oversee all functions related to our Payroll and timekeeping unit. Reporting directly to the Chief of Payroll and Timekeeping, the Deputy Chief of Payroll and Timekeeping responsibilities will include overseeing the Payroll and Timekeeping Units in performing their assigned tasks. This includes ensuring accurate bi-weekly payroll and paycheck/stub distribution for agency employees and the timely return of outstanding checks to OPA. The Deputy Chief will supervise the Supervisor and 6 Timekeepers and 2 Payroll staff.
Essential Duties and Responsibilities include, but are not limited to the following:
- Following agency and oversight agencies rules, regulations and procedures related to Timekeeping and Payroll.
- Responsible for the daily operations of the agency’s Timekeeping and Payroll unit.
- Directly supervise the Payroll staff and the Timekeeping Supervisor.
- Monitor and ensure accurate employees leave balances are based on accruals, usage, Employee Time Report (ETR) and Employee Time Report Adjustments (ETRA), are processed timely and appropriate documentation is provided when necessary.
- Oversee all submission of Payroll forms such as Payroll Certification, One-Time payments (for Attorney reimbursement of bi-annual registration fees), stop payments, undistributed checks, deceased payments and DP-2001 forms for transferring employees leave balances.
- Acts as liaison with OPA, CityTime Administration, NYCAPS Central, and OLR regarding payroll/timekeeping issues.
- Creates help desk tickets for CityTime Administration and NYCAPS Central for errors affecting payroll and timekeeping.
- Supervises the review of unique payroll issues and directs reconciliation of pending details on OPA's 160 report. This can include, but is not limited to, items that were automatically generated by the City’s Payroll Management System (PMS) from retroactive salary transactions.
- Serves as the agency's Absence Control Coordinator and provides assistance to management and the Labor and Employment Law Division on time and leave issues.
- Testifies as an expert at unemployment hearings, grievances, conferences & disciplinary hearings or employment litigation trials.
- Verifies and completes the yearly annual leave carryover process and managerial bonus days.
- Processes the managerial lump sum for separating managers. Vests managers. Collaborates with the Chief of Personnel to ensure that all salary changes including, but not limited to promotions, as well as, Collective Bargaining / MPO increases are implemented timely and accurately.
- Utilizes CHRMS to provide reports to management and other units on timekeeping and payroll i.e., reports to the Budget Unit of attorney bi-annual registration fee reimbursements which are processed; reports of salaries paid for grant or special funded positions; overtime earned report, etc).
- Review PMS reports of timekeeping and payroll entries.
- Process Workers’ Compensation paperwork for agency’s employees which includes, but is not limited to, processing claims and restoring time.
- Evaluates, determines, recommends, and implements changes to improve processes and procedures relevant to timekeeping and payroll.
- Informs and trains Central Timekeeping and Payroll Staff of new internal and external procedures, policies, and processes.
- Provides assistance to employees and agency supervisors on payroll and timekeeping questions.
- Conducts orientation for employees on payroll and timekeeping procedures, including but not limited to, CityTime usage.
- In extenuating circumstances, may perform timekeeping and payroll duties of unit staff.
- Recommends and advises the Chief and Deputy Chief of Administration and senior management of proposed changes to agency’s time and leave policies in accordance with the City rules, regulations and the CityTime systems feasibility.
- Acts as the Edenred liaison for agency employees.

Must be permanent in the Administrative Staff Analyst title.

Preferred Skills:

The ideal candidate will have a minimum of two years full-time experience in two of the following areas in a New York City agency: 1. Supervises a unit of timekeepers who utilize the NYC Timekeeping System (CityTime). 2. Supervises a payroll unit that utilizes the NYC Payroll Processing System (PMS). 3. Trains City agency staff in use of the NYC Timekeeping system (CityTime) and/or Payroll System Processing (PMS). 4. Auditing an agency's compliance with NYC Timekeeping rules and regulations and Payroll rules and regulations.

To apply:

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Residency Requirement:

New York City residency is generally required within 90 days of appointment. However, City Employees in certain