Job Description

Overall Job Objective


The San Mateo County Sheriff's Office is seeking an analytical and collaborative Payroll & Personnel Services Specialist.

The Sheriff's Office employs over 800 dedicated staff committed to public service both in sworn and non-sworn positions.  In addition to processing payroll, the incumbent will on-board new employees, process employee transactions such as new hires, promotions, demotions, transfers and terminations, and all other human resources related transactions, process salary increases to include special allowances, conduct payroll audits, manage employee leaves and provide on-going training on timecard and the payroll system to department employees.    Duties are performed in a very fast paced, deadline driven collaborative environment and includes working with multiple budgets, locations and payroll earning codes.
The ideal candidate for this position will:

  • Be knowledgeable in payroll and business processes.
  • Demonstrate solid analytical skills with ability to audit/analyze data and or processes and present recommendations as needed.
  • Have strong computer skills and working knowledge of Workday, or other payroll/human resources systems.
  • Be familiar with payroll and employee leave laws.
  • Have the ability to interpret and apply complex rules and policies pertaining to payroll, including labor contracts.
  • Have the ability to handle multiple tasks and keep track of workflows under firm deadlines.
  • Communicate effectively and provide prompt and courteous assistance to department employees.

Examples Of Duties

Duties may include, but are not limited to, the following:

  • Perform difficult, technical and specialized office support work, relating specifically to payroll, human resources, benefits administration, leave management, worker's compensation and employee relations activities, at a departmental level, which may require the use of independent judgment and the application of technical and analytical skills.
  • Process electronic and physical time reporting forms, verifying information and calculations, specific payroll rates related to various overtime shifts and other paid time off for employees in seven bargaining units; monitor leave and compensatory time totals on a weekly basis.
  • Process ongoing position moves for employee transfers and prepare adjustments on electronic spreadsheet which require the need to research and analyze data from multiple sources.
  • Prepare and process personnel forms for transactions and gather the required documents for civil service files.
  • Conduct new hire on-boarding orientation and coordinate the required activities with multiple divisions/departments to create new hire payroll and login accounts, process paperwork and assist employees regarding County benefit programs.
  • Confer with human resources, departmental supervisors/managers and staff regarding specified human resources and/or employee relations matters, including Civil Service Rules, MOU provisions and related policies and procedures.
  • Research and assemble information from a variety of systems, manuals and work history files for the completion of forms and preparation of reports; make arithmetic and/or statistical calculations.
  • Audit, organize and maintain various files, including payroll documents and those related to personnel matters which may be considered confidential in nature, such as verification of employment and coursework taken, certifications received, beneficiaries named, leave records and workers' compensation claims.
  • Enter and retrieve data using a personal or on-line computer system; review computer or manually produced reports for accuracy and make corrections as required.
  • May distribute department staff work hours to varied cost control and fiscal accounts; audit and balance such cost distributions and process detailed cost reconciliation adjustments.
  • Prepare payroll data and personnel-related reports, forms and specialized documents utilizing Microsoft Word, Excel and other systems; proofread and check typed materials for accuracy, completeness and compliance with departmental and county policies and regulations.
  • Train department staff on updated payroll procedures and policies, may provide training presentations to different divisions within the department and provide ongoing assistance to department staff on various payroll and benefit requests in HRIS Workday system.
  • May provide direction and training of others on a project or relief basis.
  • Perform related duties as assigned.


Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

One year of journey level general or fiscal office support experience which has included payroll or human resources assistance OR two years of general clerical or office assistant experience.

Knowledge of:

  • Rules, regulations, terminology and processes related to the completion and processing of varied payroll and personnel documents.
  • Basic concepts and terminology related to County human resources and employee relations issues and documents.
  • Office administrative practices and procedures, including filing and the operation of standard office equipment.
  • Basic business data processing principles and the use of word processing or computing equipment.
  • Business arithmetic, including percentages and decimals.
  • Correct English usage, including spelling, grammar and punctuation.
  • Record keeping principles and procedures.
Skill/Ability to:
  • Perform detailed, difficult, technical and specialized payroll, human resources and employee relations support work.
  • Organize, prioritize and coordinate work activities.
  • Read, interpret and apply rules, policies and procedures.
  • Organize, research and maintain confidential office files.
  • Establish and maintain effective working relationships with those contacted in the course of the work.
  • Make arithmetic calculations with speed and accuracy.
  • Use initiative and sound independent judgment within established guidelines.
  • Operate standard office equipment, including a word processor, personal or on-line computer, and centralized telephone equipment.


Open and Promotional. Anyone may apply. Current San Mateo County employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help, or temporary position prior to the final filing date will receive five points added to their final passing score on this examination.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%).

Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button above or below.  If you are not on the County's website, please go to to apply.

Final Filing Date: August 23, 2018
Application Screening:  Week of August 27, 2018
Panel Interviews: Week of September 17, 2018

At the County of San Mateo, we welcome and celebrate the diversity of our employees, and strive to create a workplace where they feel valued every day.  County of San Mateo is proud to be an Equal Opportunity Employer.

Analyst:  Mandy Singh (08102018) (Payroll/Personnel Services Specialist-E403)

Application Instructions

To learn more about the position and/or to apply, please click the link below. If link is not available, please read the information above for detailed instructions on how to apply.

Apply Online