Tentative Classification Standards issued by the Division of Classification & Compensation are shared with the operating agencies of State government for their consideration and comment. Accordingly, this document that you are viewing is subject to change and will be issued in final form at the completion of the review period.

TENTATIVE

 

Occ. Code 0201100

 

 

PAYROLL ANALYST 1, GRADE 18

0201100

PAYROLL ANALYST 2, GRADE 23

0201200

PAYROLL ANALYST 3, M-1

0201300

PAYROLL ANALYST 4, M-2

0201400

ASSISTANT DIRECTOR STATE PAYROLL SERVICES, M-4

0120700

DIRECTOR STATE PAYROLL SERVICES, NS

0251900

 

 

New York State Department of Civil Service

 

Classification Standard

 

BRIEF DESCRIPTION OF CLASS SERIES

 

Positions in this title series analyze and evaluate the administration and implementation of a weekly state payroll through the centralized payroll system for New York State agencies of the Executive, Judicial and Legislative Branches, including the State University and the City University of New York. Payroll Analysts review and issue determinations on specific types of payroll matters (including salaries, payments, taxes, retirement programs, deductions, and garnishments) to ensure consistency with changing state and federal laws, regulations, business rules, collective bargaining agreements and policies/procedures governing state payroll. Payroll Analysts make determinations affecting payroll actions that impact employee payroll records and paychecks. Incumbents are assigned to any of the Bureau of State Payroll Services functional areas such as earnings, deductions, systems support, information systems, administration, or training.

 

These positions are only classified at the Office of the State Comptroller. 

DISTINGUISHING CHARACTERISTICS

 

PAYROLL ANALYST 1:  entry level professional; may supervise and guide subordinate Payroll Specialists 1 and 2, or clerical support staff.

 

PAYROLL ANALYST 2: first supervisory level; supervises a defined unit and business process; develops, modifies, or leads payroll projects.

 

PAYROLL ANALYST 3: second supervisory level; supervises multiple units and business processes; develops, modifies, or leads major payroll projects.

 

PAYROLL ANALYST 4: manager level; manages all phases of payroll analysis and process activities.

 

ASSISTANT DIRECTOR STATE PAYROLL SERVICES: administratively manages one or more payroll services functional area(s).

 

DIRECTOR STATE PAYROLL SERVICES: exempt one-position class; directs the State payroll program.

 

RELATED CLASSES

          Payroll Examiners supervise the staff and operations of an agency or facility payroll program, or a segment of a payroll program, which entails the preparation of the regular, lag and special payrolls.

 

Payroll Specialists review payroll transactions that are prepared and submitted from agency and facility payroll offices, ensuring the accuracy of salaries, amounts paid, taxes withheld, and deductions and garnishments taken in the paychecks of State employees. Incumbents apply laws, regulations, business rules and procedures governing payroll transactions and salaries.

 

 

ILLUSTRATIVE DUTIES

 

PAYROLL ANALYST 1

 

Research, review, analyze, and institute procedures to comply with all applicable state and federal laws, regulations, business rules, collective bargaining agreements, and procedures governing state payroll, including salaries, deductions, taxes, retirement programs, garnishments and levies.

 

Gather information and assist agency payroll staff, deduction vendors, tax authorities, retirement system providers, garnishment officers and other entities with payroll-related issues, and questions.

 

Monitor payment and processing activities to detect data errors, determine causes, and develop and implement solutions.

 

Perform data analysis to identify areas of fraud, waste and abuse.

 

Evaluate, analyze and report on payroll information by programming and executing queries and use of other software tools.

 

Initiate post audit payroll reviews consistent with payroll business rules.

 

Research, draft, revise, and finalize memoranda, bulletins, technical operational requirement documents, and various reports.

 

Assist in developing the business continuity plan for a payroll business unit.

 

Execute accounting transactions and assist with the reconciliation of weekly payroll disbursements.

 

Manage escrow accounts for the payment of certain deductions, taxes and employee payments.

 

Provide and conduct training for State agencies.

 

PAYROLL ANALYST 2

 

Supervise, plan, assign and review the work of subordinate staff.

 

Serve as the lead analyst on payroll projects and studies.

 

Determine business requirement and document workflows for upcoming payments, changes in employee benefits or deductions, or process improvements to form the basis for the design of system changes.

 

Oversee, establish and maintain processes to ensure activities related to the payroll cycle are completed accurately, on-time and in compliance with OSC policies and procedures.

 

Conduct training needs assessments and provide recommendations.

 

Develop internal controls, identify risk assessments, and institute corrective measures.

 

Develop the business continuity plan for a defined unit.

 

Incumbents may perform all of the same duties and functions as a Payroll Analyst 1 to meet payroll operational needs.

 

PAYROLL ANALYST 3

 

Supervise, plan, assign and review the work of subordinate staff in multiple units.

 

Perform multi-part analysis and coordinate the planning for multiple units or projects.

 

Analyze the impact of changes to business processes and evaluate timelines and priorities to ensure adequate resource availability.

 

Work with staff, liaisons and managers to develop the business continuity plan for multiple units or a functional area.

 

Coordinate the development of staffing plans and strategies to address payroll operational requirements, unit workloads and agency needs.

 

Meet with agency executive and management staff to determine payroll issues and appropriate actions.

 

Develop performance plans and implement cross-functional training.

 

Monitor and alter payroll system production schedules and  deadlines.

 

Assist in collective bargaining negotiations by attending meetings and analyzing proposed contract language and other agreements that will impact the processing of payroll.

 

Establish, maintain and improve customer and vendor relationships on an on-going basis. 

 

PAYROLL ANALYST 4

 

Manage all phases of payroll analysis and process activities.

 

Supervise, plan, assign, and review the work of subordinate staff in a major functional area.

 

Provide guidance and assistance to analysts in conducting fact gathering and analysis.

 

Maintain a strong working knowledge of the functionality of the State Payroll system.

 

Analyze system performance and identify opportunities for system enhancements or modifications to improve workflow or ensure compliance with rules, regulations and laws.

 

Oversee quality assurance review of all policy memoranda, such as Payroll Bulletins.

 

Ensure a business continuity plan is developed to carry out the mission critical activities for a functional area, cross-functional areas, or the entire Bureau.

 

Conduct analyses and make the final determinations for requests involving significant statewide policy.

 

Provide managerial support to the Assistant Director and section heads to manage the overall activities of a functional area. 

 

ASSISTANT DIRECTOR STATE PAYROLL SERVICES

 

Responsible for policy, planning, operations, analysis and redesign of payroll operations and systems for an assigned functional area.

 

Provide guidance and direction to the Governors Office of Employee Relations, Legislative fiscal committees, the Division of the Budget and the Department of Civil Service concerning all contract negotiations and in the drafting of contract legislation with respect to potential impact on the payroll system.

 

Monitor and review staff analysis and interpretation of payroll-related contract language, statutes, memoranda and other agreements for purposes of implementing required payroll system changes.

 

Monitor and review control systems in place to safeguard against theft, abuse and fraud.

 

Identify operations requiring improved quality assurance activities.

 

Develop, maintain and report reliable financial and management data.

 

DIRECTOR STATE PAYROLL SERVICES

 

Direct the operations of the Bureau of State Payroll Services.

 

Ensure the timely, legal and cost efficient payment of all State employees, State officials and personnel employed by various public and quasi-public entities.

 

Represent the Comptroller and interacts with various State control agencies, legislative committees and union officials.

 

Direct the development and implementation of new procedures, automated or manual, as a result of changes in law, policies and negotiated settlements or efforts to improve service to customers.

 

Oversee the review and analysis of all proposed salary changes and other legislation affecting payroll operations and develop specific recommendations reflecting the Comptrollers position.

 

MINIMUM QUALIFICATIONS

 

PAYROLL ANALYST 1

 

Open Competitive: Bachelor's degree and completion of a two-year traineeship. 

 

PAYROLL ANALYST 2

 

Promotion: one year of permanent competitive service as a Payroll Analyst 1.

 

PAYROLL ANALYST 3

 

Promotion: one year of permanent competitive service as a Payroll Analyst 2.

 

PAYROLL ANALYST 4

 

Promotion: one year of permanent competitive service as a Payroll Analyst 3, or two years of service as Payroll Analyst 2.

 

ASSISTANT DIRECTOR STATE PAYROLL SERVICES

 

Promotion: one year of permanent competitive service as a Payroll Analyst 4.

 

DIRECTOR STATE PAYROLL SERVICES

 

Exempt: no minimum qualification requirement.

 

Date:  8/15

 

 

 

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.