Payroll Systems Analyst (UC)

Salary : $113,808.00 - $145,200.00 Annually
Location : City Hall, 20 Civic Center Plaza, Santa Ana, CA
Job Type: Full-time
Job Number:
Department: Finance and Management Services
Opening Date: 10/28/2026
Closing Date: Continuous
Bargaining Unit: CASA

Description
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.

There is currently one (1) vacancy under Finance and Management Services within the Payroll Division.

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is 11:59 p.m. on November 11, 2026. Applicants are encouraged to submit applications early. Applicants who submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline.
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, reports, and interface files.
• 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.

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. Stating "See Resume" is not an acceptable substitute for a completed 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:

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 week of 12/7/2026): (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.

(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.
01

Failure to complete a thorough application, including the "Work Experience" section, may result in your application not being considered. Resumes and other document attachments will not be considered in lieu of a complete application for this position. You must acknowledge that you understand and agree to this statement in order to be considered for this position. Do you understand and agree?

• I understand and agree
• I do not understand or agree

02

What is the highest level of education that you have completed?

• Did not graduate high school / did not obtain GED
• Graduated high school / obtained GED
• Completed some college-level coursework or obtained Associate degree
• Obtained Bachelor's degree
• Obtained Graduate degree

03

If you indicated in the previous question that you received a college degree, please indicate the field of study. If you did not receive a degree type "N/A".
04

How many years of professional experience in administering and configuring payroll systems do you possess?

• None or less than 1 year
• At least 1 year, less than 2 years
• At least 2 years, less than 3 years
• At least 3 years, less than 4 years
• At least 4 years, less than 5 years
• Five years or more

05

Briefly describe your professional experience in administering and configuring payroll systems. In your answer, please explain the payroll system used (e.g., Oracle JD Edwards). If you have no experience, type N/A.
06

Are you willing and able to work irregular hours, including some weekends, evenings and holidays, as needed?

• Yes
• No

07

Are you in the possession and retention of a valid driver's license or have the ability to use alternative transportation that reasonably meets operational needs?

• Yes
• No

08

How many year(s) of supervisory or lead experience do you possess? (This is not required, but highly desirable.)

• None
• Less than 1 year
• At least 1 year, less than 2 years
• At least 2 years, less than 3 years
• At least 3 years or more

09

Please describe your experience supervising or leading employees and include the number of staff you supervised. If none, type N/A.
10

If not discussed previously, describe any other relevant education, experience, or skills you have which would be beneficial in performing the duties of this position.
Required Question