Health Care Agency Payroll and Accounts Payable Manager

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Health Care Agency Payroll and Accounts Payable Manager

Salary

$96,319.60 - $149,830.49 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

0946HCA-24AA (KCR)

Department

Health Care Agency

Division

HCA Administration

Opening Date

01/12/2024

Closing Date

Continuous

• Description

• Benefits

• Questions

Description

PLEASE READ THIS BULLETIN CAREFULLY AS IT CONTAINS IMPORTANT INFORMATION ON THE POSITION AND THE RECRUITMENT PROCESS

WHAT WE OFFER

The County of Ventura offers an attractive compensation and benefits package. In addition to the salary of approximately $96,319 to $149,830 annually an employee within this position will also be eligible for the following:

• General Salary Increase - 3.5% increase effective December 22, 2024.

• New Hire Incentive - New hires may be eligible for a one-time New Hire Incentive up to 10% of the current annual base wage. (Subject to the Management Resolution, Secs. 625).

• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree.

• Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.

• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.

• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.

• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.

• Health Plans - Full time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans: Tier one for employee only is $502 per biweekly pay period, tier two for employee plus one is $730 per biweekly pay period and tier three for employee plus family is $905 per biweekly pay period.

• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.

• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.

• Holidays - 12 paid days per year which includes a scheduled floating holiday.

VENTURA COUNTY

Ventura County is located on California’s “Gold Coast,” approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. Residents enjoy rolling hills and sweeping ocean views in a nearly perfect Mediterranean climate. The beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County “home.”

Ventura County is a “general law” county, governed by a five-member, elected-by-district Board of Supervisors. The Supervisors appoint a County Executive Officer (CEO) to oversee the County budget, day-to-day operations, and to advise, assist, and act as an agent for the Board of Supervisors in all matters under the Board’s jurisdiction. It focuses on providing excellent services to its residents by promoting engagement, strategy, execution and accountability to include diversity, equity, and inclusion initiatives to ensure that all employees are treated with respect and without discrimination, and to improve culturally appropriate outcomes for community members.

THE AGENCY

The Health Care Agency oversees a wide variety of divisions, doing extraordinary things, and where employees continually strive for excellence and innovation.

Ultimately the agency's goal is to be the health system of choice for the community and physicians in Ventura County. Commitment to valuing the diversity of all persons and to being respectful and inclusive of everyone is facilitated by engaging and educating the community, to improve the overall health of everyone in our county.

THE DEPARTMENT

The Payroll/Accounts Payable Department is responsible for all aspects of processing the Health Care Agency (HCA) payroll and accounts payable in coordination with the Auditor-Controller and County Executive Office. The department’s goal is to provide essential services for accurate and timely compensation to 4,000+ County HCA employees for gross payroll and processing approximately $80 million expenditures annually.

THE POSITION

Under general direction of the HCA Assistant Chief Financial Officer, the HCA Payroll/Accounts Payable Manager plans, organizes, and directs the fiscal activities and operations services of the Payroll/Accounts Payable Department.

The successful candidate will have extensive experience interpreting and applying local, state, and federal rules and regulations governing fiscal operations; working with automated systems, and reporting; and be skilled in learning complex payroll operations and accounts payable quickly; and planning, directing, controlling, and managing payroll and accounts payable operations, staff, and services.

Additionally, the ideal candidate will have considerable experience with governmental accounting practices, procedures, and standards i n compliance with union memorandums of agreements ; supervision of staff in a public-sector environment including conducting performance evaluations; experience with PeopleSoft 9X or later payroll modules, UKG Workforce Dimensions, and GGI Advantage 3.1 and other similar accounts payable systems.

APPROXIMATE SALARIES ANNUAL SALARIES

Manager, Accounting I: $96,319.60 to $134,847.44

Manager, Accounting II: $107,021.77 to $149,830.49

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

Manager, Accounting I/II are management classifications and are not eligible for overtime compensation.

TENTATIVE SCHEDULE

OPENING DATE: January 12, 2024

CLOSING DATE: Continuous

First review of applicants anticipated to begin on January 22, 2024

Examples Of Duties

Duties may include but are not limited to the following:

• Plans, organizes, manages and directs the activities and operations for the Health Care Agency (HCA) Payroll/Accounts Payable department responsible for processing payroll and payables for all of HCA; manages and participates in the development of department goals, objectives, policies and procedures;

• Analyzes the Payroll/Accounts Payable department’s overall fiscal data requirements for its various operations and directs the development and implementation of systems and procedures to meet those requirements;

• Develops and implements payroll/accounts payable policies and procedures and ensures that activities are conducted in accordance with laws, ordinances, rules and regulations; recommends and administers policies and procedures;

• Directly and through subordinate staff, selects, trains, and supervises professional, technical and clerical accounting staff; organizes and assigns appropriate workload levels; assigns and reviews work; establishes performance standards and evaluates work; provides or coordinates staff training; conducts performance evaluations; implements discipline procedures; ensures the provision of a high performing payroll/accounts payable operation to accurately coordinate activities;

• Analyzes new legislation and changes in regulations to determine impact on the department’s operations; advises executives accordingly, and devises strategies for coping and complying with changes;

• Plans and prepares various comprehensive financial, management and statistical reports;

• Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate staffing levels; assesses and monitors workload, administrative and support system, and internal reporting relationships; identifies opportunities for process improvement; directs implementation of change;

• Develops and implements long and short-term strategic plans in support of department’s goals and objectives;

• Coordinates audits of assigned functional area with internal and external auditors;

• Assists in the development of the department’s annual budget; monitors and controls the budget to ensure conformance with expenditure plans;

• Attends and conducts a variety of meetings including management and staff meetings;

• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE:

Extensive education and experience which has led to the acquisition of the required knowledge, skills, and abilities.

An example of qualifying experience and education includes:

Possession of a Bachelor's degree with at least eighteen (18) semester units of college-level accounting coursework, including one (1) semester of Managerial Accounting and one (1) additional upper division business related course,

PLUS

Five (5) years of progressively responsible professional accounting experience of which two (2) years at the I level, or four (4) years at the II level, must be at a supervisory or management level with responsibilities for fiscal operations;

OR

Two (2) years as a Principal Accountant at the I level, or as a Manager, Accounting I at the II level, for the County of Ventura with fiscal operations experience.

Experience Substitutions

The following may substitute for one (1) year of professional fiscal experience for a maximum substitution limit of one (1) year experience:

• Certified Public Accountant (CPA) license issued by the State of California

• Certified Information Systems Auditor (CISA) designation

• Certified Payroll Professional (CPP) certificate

• Project Management Professional (PMP)

• Master’s degree in Business Administration (MBA), Public Administration (MPA) or a related degree.

  Education/Experience Substitution:

  Professional level accounting experience may be substituted for up to two (2) years of undergraduate education on a year-for-year basis, provided the candidate possesses at least eighteen (18) semester units of college-level accounting coursework, including one (1) semester of Managerial Accounting and one (1) additional upper division business related course work.

NECESSARY SPECIAL REQUIREMENTS

Intermediate proficiency in Microsoft Word, Excel and Access or a similar database management system

Beginning proficiency with Outlook and Teams

Experience:

• Processing payroll and accounts payable within a large, diverse enterprise with 2,000 or more full time employees;

• Managing fiscal system projects, such as implementation of or updates to automated payroll and/or accounts payable systems, implementing procedures in compliance with local, state and/or federal rules and regulations governing operations, or similar projects;

• Planning, directing, controlling, and managing fiscal operations and services.

NOTE: The ability to communicate effectively in writing must be demonstrated in the completion of the employment application and supplemental questionnaire.

Verification of the required college degree and 18 semester units of college-level accounting and business coursework is required:

• Submit your college transcripts/grade reports from an accredited college or university which shows your name, the conferred date of your degree, the major area of study and courses completed to katie.reynolds@ventura.org within three days of your application being submitted;

• If you need additional time to submit transcripts, contact the analyst conducting the recruitment for an extension.

• Unofficial transcripts are acceptable.

• Degree(s) from a foreign institution require an academic credential evaluation to determine the U.S. equivalency.

• If the name on this documentation is different from the name on your application, include documents that show the name change (e.g., a marriage certificate).

DESIRED

Possession of a relevant certification (e.g., Certified Payroll Professional, Certified Public Accountant).

Experience with:

• Proficiency with SQL

• Fiscal functions, practices, and/or procedures aligned with union memorandums of agreement;

• Governmental payroll and accounts payable operations;

• PeopleSoft 9X or later payroll modules, UKG Workforce Dimensions, CGI Advantage 3.1;

• Supervision of staff in a public-sector environment including performance management.

Knowledge, Skills, and Abilities

Thorough and comprehensive knowledge of: operations, services and activities of the Health Care Agency Payroll/Accounts Payable department; Generally Accepted Accounting Principles (GAAP), practices and standards; financial and operational auditing standards and techniques; principles and practices of leadership, motivation, team building and conflict resolution; principles and practices of supervision, training and performance evaluation in a public-sector environment; principles and practices of organization, administration and personnel management; principles and practices of project management; local, state and federal rules and regulations governing fiscal operations including government accounting and auditing practices, procedures and standards applicable to payroll and accounts payable; memorandums of agreement applicable to department functions, practices, procedures and standards; knowledge of the application of automated systems for payroll/accounts payable processing and reporting.

Skilled in: research, problem solving, data analysis; written and verbal communication; learning complex payroll/accounts payable operations quickly; management and leadership; planning, directing, controlling fiscal operations, staff and services; relationship building with people at all levels of County operations; interpreting and applying provision of codes, regulations, statutes and ordinances relevant to assigned operations; developing and implementing fiscal monitoring and control mechanisms; planning and implementing the application of automated systems for payroll/accounts payable processing and reporting; developing and conducting effective presentations to County management, executives, Board of Supervisors and employees; use of computers and related technology including software applications specific to the work performed, such as financial management and large human resource and payroll systems, such as PeopleSoft 9X or later, UKG Workforce Dimensions, or CGI Advantage 3.1.

Ability to: plan, organize, lead and manage the work of supervisory, professional, technical and clerical fiscal staff; model leadership behavior; manage change and encourage/support staff impacted by change; gain cooperation through dialogue and influence; analyze and evaluate administrative and abstract auditing concepts and procedures; develop and implement new or revised policies and procedures to adapt to internal and external policy changes or legal mandates; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations; manage the production of various critical, enterprise-wide, comprehensive reports; exercise sound judgment in sensitive situations; communicate effectively, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.

At the II level:

Ability to: coordinate the development of agency wide payroll/accounts payable policies that will adapt to internal and external policy changes or legal mandates; provide financial/fiscal advice to executive management including making or negotiating payroll/accounting payables fiscal related decisions for budgetary and strategic planning purpose.

Recruitment Process

FINAL FILING DATE:

This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

FIRST REVIEW of applications will be January 22, 2024.

To apply on-line, please refer to our web site at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is County of Ventura Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: Sufficient information must be provided under the Education/Work Experience portions of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. A resume may be attached to supplement your responses in the above sections; however, it may not be submitted in lieu of the application.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (http://vcportal.ventura.org/CEO/HR/docs/Lateral_Transfer.pdf) for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying

All applicants are required to complete and submit the questionnaire for this exam at the time of filing. This questionnaire and may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.

APPLICATION EVALUATION - qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the recruitment process.

TRAINING and EXPERIENCE EVALUATION

The Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.

ORAL EXAMINATION - 100%

A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an examination may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

ELIGIBLE LIST

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

The eligible list established from this recruitment may be used to fill present and future Regular (Temporary or Fixed-term), Intermittent, or Extra Help vacancies for this position only. There is currently one (1) Regular vacancy within the Health Care Agency Payroll/Accounts Payable Department.

BACKGROUND INVESTIGATION

The selected candidate may be subjected to a thorough post-offer, pre-employment background investigation which may include inquiry into past employment, education, criminal background information, and driving record.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For further information about this recruitment, please contact Katie Reynolds by e-mail at katie.reynolds@ventura.org or by telephone at (805) 654-2629.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

• Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT, MCC, MU

01

You are required to submit transcripts or grade records to verify the successful completion of the required course work used to qualify for this recruitment.

You must show that you have completed a minimum of 18 semester units of college-level accounting, business, and/or business-related coursework (e.g., public administration, information technology, etc.).

Please choose the statement below which best describes your situation related to transcripts or grade records.

• A copy of my transcripts or grade records is attached to my on-line application.

• I will email a copy of my transcripts or grade reports to katie.reynolds@ventura.org as soon as possible but no later than 3 days after the submitting of my application.

• I do not have and/or cannot submit a copy of my transcripts or grade records. I understand this means I will not be considered further in the examination process.

• I am qualifying on experience as a Principal Accountant or Manager, Accounting I with payroll and accounts payable responsibilities within the County of Ventura and do not need to submit transcripts.

  02

  Of the options listed below, please check the box that reflects your supervisory and/or management level experience with responsibilities for fiscal operations.

• 0 to less than 2 years of supervisory/management experience

• 2 to less than 4 years of supervisory/management experience

• 4 to less than 6 years of supervisory/management experience

• 6 or more years of supervisory/management experience

  03

  Describe your work experience supervising and/or managing while working as an accounting professional. Include all the following in your answer:

  A) The name(s) of the employer(s) where you obtained the experience

  B) The number of team members directly supervised and/or managed

  C) Job titles or classifications of team members supervised, managed or led

  D) Primary functions you oversaw

  E) Experience with performance management within a public sector environment

  Employer(s) where you obtained the experience must be included in the previous work experience section to be considered qualifying.

  If you have no experience in this area, type "none."

  04

  Describe your work experience planning, directing, controlling, and managing fiscal operations and services. Include all the following in your answer:

  A) The name(s) of the employer(s) where you obtained the experience

  B) Total number of years of experience

  C) The specific tasks performed related to payroll and accounts payable operations and/or services

  D) The size of the enterprise(s) by number of employees paid regularly

  E) Any experience with fiscal functions, practices, and/or procedures aligned with union memorandums of agreement

  Employer(s) where you obtained the experience must be included in the previous work experience section to be considered qualifying.

  If you have no experience in this area, type "none."

  05

  Describe your experience utilizing automated systems. Include all the following in your answer:

  A) Names of the employer(s) where you received the experience

  B) Total number of years of experience

  C) Projects managed related to implementation or updates to payroll and/or fiscal systems, including updates in compliance with local, state and/or federal rules and regulations governing payroll/accounts payable operations

  D) Specific systems used, especially PeopleSoft 9X or later payroll modules, UKG Workforce Dimensions, CGI Advantage 3.1 or similar accounts payable system

  Employer(s) where you obtained the experience must be included in the previous work experience section to be considered qualifying.

  If you have no experience in this area, type "none."

  06

  Describe two (2) examples of your experience implementing procedures in compliance with local, state and/or federal rules and regulations governing payroll and accounts payable fiscal operations. For each example include all the following in your answer:

  A) Names of the employer(s) where you received the experience

  B) Specific local, state and/or federal rules and regulations involved

  C) Impacts or changes to fiscal operations necessitating the new procedures

  D) Your role(s) (e.g., analyst, lead, supervisor, manager, etc.)

  E) Unions involved.

  Employer(s) where you obtained the experience must be included in the previous work experience section to be considered qualifying.

  If you have no experience in this area, type "none."

  07

  Indicate your level of proficiency (beginner, intermediate or advanced) with Word, Excel, Outlook, Teams, SQL and Access or a similar database management system.

  Include examples of documents created and/or functions performed with each of these tools.

  If you have no experience with one or more, identify it/them and state "none."

  08

  Check any of the following which you possess. You are required to attach a PDF of the related diploma, certification, or license to your application.

• Active Certified Public Accountant (CPA) license issued by the State of California

• Certified Information Systems Auditor (CISA) designation

• Active Certified Payroll Professional (CPP) designation

• Project Management Professional (PMP)

• Master's degree in Business Administration or Public Administration, or related degree

• I do not possess any of the above licenses or certifications

  Required Question

Agency

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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