District Payroll Systems Specialist
Company: South Orange County Community College District
Location: Mission Viejo
Posted on: September 12, 2023
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Job Description:
South Orange County Community College District
District Payroll Systems Specialist
Job Category: CSEA
Job Opening Date: September 05, 2023
Job Closing Date: September 26, 2023
Location: District Services
Work Location: Mission Viejo, CA
Department: Payroll
Pay Grade, for more information click on this link:
https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules
Pay Rate Type: Monthly
Work Days: Monday - Friday
Work Hours: 8:00 am - 5:00 pm (Schedule and shift are subject to
change in accordance with department needs)
Hours Per Week: 40
Percentage of Employment: 100%
Months of Employment: 12
Salary: Starting salary at $7,624 per month
Required Documents: Resume and Cover Letter
Job Description: C.S.E.A. Classified Bargaining Unit Salary Range
139
Application materials must be received by 11:59 pm on September 25,
2023
Class specifications are intended to present a descriptive list of
the range of duties performed by employees in the class.
Specifications are not intended to reflect all duties performed
within the job.
SUMMARY DESCRIPTION
Under direction from the Payroll and Benefits Manager, leads,
oversees, provides technical training, and participates in the more
complex and difficult work of staff responsible for the
preparation, processing, and auditing of District payroll; performs
highly complex technical duties and responsibilities involving the
preparation, processing, auditing, maintenance, and monitoring of
payroll; provides guidance to Payroll Specialists; acts as the
District payroll representative for requests of yearly tasks and
maintenance of County payroll system by the County's retirement and
compliance unit; assists in the development, implementation, and
system administration of the District's central payroll system;
provides technical expertise to District management and staff in
the operation, capabilities, and enhancement of the District's
automated payroll system; assists in the implementation of District
payroll policies and procedures; and performs technical and complex
accounting duties in the preparation, maintenance, and review of
employee records, retirement accounts, and reports to ensure
accuracy and conformance to established procedures.
DISTINGUISHING CHARACTERISTICS
The District Payroll Systems Specialist class is distinguished from
other classes within the job family by the level of responsibility
assumed and the complexity of duties assigned. Employees at this
level are required to be fully trained in all policies and
procedures related to assigned area of responsibility and possess
extensive knowledge of the capabilities, system integration and
operations, enhancements, and limitations of automated payroll
systems. This class recognizes the greater breadth and depth of
knowledge required to use, maintain, and provide support and
direction to drivers of payroll data and users of the automated
payroll system. Further, this class requires specialized subject
matter expertise in the most complex technical payroll functions in
order to provide technical training and lead direction to other
payroll staff in the department and college staff.
REPRESENTATIVE DUTIES
The following duties are typical for this classification.
Incumbents may not perform all of the listed duties and/or may be
required to perform additional or different duties from those set
forth below to address business needs and changing business
practices.
--- Assist the Payroll and Benefits Manager managing the day-to-day
operation of the Department; lead, plan, train, and review the work
of staff responsible for the preparation, processing, and auditing
of District payroll; participate in performing the most complex
work of the unit including implementation of District payroll
policies and procedures as well as payroll system
administration.
--- Provide technical training to assigned employees in their areas
of work including payroll processing and auditing methods,
procedures, and techniques; provide technical expertise to District
management and staff in the operation and capabilities of the
District's automated payroll system.
--- Verify the work of assigned employees for accuracy, proper work
methods, techniques, and compliance with applicable standards and
specifications.
--- Coordinate resources and resolve complex payroll system
problems through research, analysis, and consultation with users,
technical staff, and managers; maintain, verify, review, and
monitor processing of payroll information; train and update
managers and staff regarding system changes and requirements.
--- Perform specialized duties related to the District's automated
payroll system and integrated systems; assess needs and analyze
system capabilities; confer with computer programmers and other
District and college technical staff regarding system enhancements;
test and evaluate results and new features.
--- Provide technical assistance to District and college
administrators in developing payroll documents and reports in the
business system; recommend and assist in development of policies
and procedures.
--- Assume responsibility for auditing and balancing wages reported
for each payroll cycle for compliance rules, retirement reporting,
and taxation for calendar/fiscal year closing; act as a liaison to
County compliance, retirement, and campus Fiscal Offices and
Offices of Instruction to resolve discrepancies and other issues;
ensure the funds are reported properly to all respective agencies
and employees.
--- Establish and maintain integrity of payroll and retirement
records to ensure proper audit trail for all payroll, retirement,
financial, and accounting transactions and for legal record
retention purposes.
--- Investigate questions and complaints related to historical
payroll data affecting retirement service.
--- Prepare ad-hoc reports; compile data out of multiple database
systems; reconcile data for accuracy, assist staff and provide to
management to ensure efficiency in processing.
--- Lead the year-end close of the payroll system; rollover new
fiscal year data by coordinating calendars, workshops, and tasks
with staff, both Human Resources Operations units, campus Offices
of Instruction, and other various campus Offices.
--- Provide information to District and college management and
staff regarding various payroll records, accounts, and programs;
answer questions and resolve problems related to assigned program
or payroll function.
--- Assist management staff in processing all voluntary payroll
deductions and performing unemployment audits and verifications;
assist staff in implementing deductions, annuities, and savings;
provide confidential employment verifications and retirement
information.
--- Implement necessary payroll decisions in the absence of
management staff; inform management staff daily regarding staff and
payroll processing issues.
--- Audit payroll information; process and balance all adjustments
and deductions; ensure accuracy and completeness of time sheets,
data records, and adjustment sheets; distribute, deposit, hold, or
cancel checks as necessary.
--- Maintain an accurate payroll database for reporting including
deductions and employee contract items regarding vacation, sick
leave, and long term disability; respond to requests and inquiries
for information from employees.
--- Compile and calculate voluntary and individual deduction
changes; input information into computer system based on employee
classification timelines; calculate and apply inflation adjustments
for workers compensation cases as necessary.
--- Generate and submit County reports regarding yearly work
calendars, required number of work days, scheduled holidays,
sabbaticals, and reduced workload contracts for teachers,
counselors, administrators, and classified staff.
--- Prepare and maintain accurate and up-to-date reports and
records on assigned activities; ensure compliance with various
federal, state, and District policies, rules, and regulations.
--- Compile statistical data and assist in the tabulation of data
for federal, state, and local government units, auditors, and
staff.
--- Perform general clerical work; type a variety of letters,
documents, and requisitions; answer questions in person and over
the phone.
--- Perform related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability
required to enter the job and/or be learned within a short period
of time in order to successfully perform the assigned duties.
Knowledge of:
--- Operations, services, and activities of a payroll processing
program.
--- School district payroll systems and procedures.
--- Specialized computer payroll systems and software in a large,
complex organization.
--- Computer applications and software used in payroll program
areas.
--- Capabilities and limitations of automated payroll systems.
--- Needs assessment and problem-solving techniques used in
identifying and developing computer system enhancements.
--- Principles of lead supervision and training.
--- Accounting theory and principles, practices, and methods of
payroll accounting and auditing.
--- Principles, practices, and methods of accounting, auditing, and
financial record keeping.
--- Principles of analysis used in the interpretation of
accounting, payroll, and financial data.
--- Critical thinking and problem-solving techniques used in
identifying problems and developing solutions.
--- Pertinent federal, state, and District laws, codes,
regulations, policies, and procedures including applicable sections
of State Education Code and other laws.
--- Federal and state reporting requirements.
--- Principles and practices of fiscal, statistical, and
administrative research and report preparation.
--- Mathematical principles.
--- Office procedures, methods, and equipment including computers
and applicable software applications such as word processing,
spreadsheets, and databases.
--- Oral and written communication skills.
Ability to:
--- Assist in the day-to-day management of the Payroll
Department.
--- Lead, organize, and review the work of staff; provide technical
training, work direction, and lead supervision to other payroll
personnel.
--- Provide technical expertise in the operation, capabilities, and
enhancement of the payroll system.
--- Use and apply specialized knowledge of automated payroll
systems and processes to assess payroll system needs.
--- Analyze system capabilities and confer with appropriate staff
and software consultants regarding system enhancements; test and
evaluate results and new features.
--- Provide technical training, expertise, and assistance to
District administrators, managers, and staff regarding the
operation and capabilities of the automated payroll system.
--- Audit, review, analyze, and reconcile payroll, retirement,
human resources, and accounting reports.
--- Maintain complex employee and payroll financial records for the
entire District.
--- Interpret, apply, explain, and ensure compliance with
applicable rules, regulations, policies, and procedures including
federal, state, and local laws and regulations.
--- Interpret and implement District policies and procedures.
--- Independently perform the most difficult and complex payroll
processing and auditing functions including creating regular and ad
hoc reports, researching errors and discrepancies, and providing
high level staff support to the Manager.
--- Use and apply specialized knowledge to prepare, maintain, and
analyze various payroll records, accounts, and reports; maintain
assigned databases for the District and all campuses.
--- Compile and analyze data; identify variances and
differences.
--- Audit, review, analyze, verify, and reconcile payroll
accounting documents and reports.
--- Prepare a variety of financial statements, reports, and
analyses for federal, state, and local agencies and the
District.
--- Make arithmetic calculations quickly and accurately.
--- Analyze situations accurately and adopt an effective course of
action.
--- Work independently with minimal direction and oversight.
--- Plan and prioritize work to meet deadlines; meet schedules and
timelines.
--- Respond to inquiries and requests for information related to
payroll.
--- Operate office equipment including computers and supporting
word processing, spreadsheet, and database applications.
--- Exercise good judgment and maintain confidentiality regarding
critical and sensitive information, records, and reports.
--- Understand and follow oral and written instructions
--- Communicate clearly and concisely, both orally and in
writing.
--- Establish and maintain effective working relationships with
those contacted in the course of work.
EDUCATION AND EXPERIENCE GUIDELINES
Any combination of education and experience that would likely
provide the required knowledge and abilities is qualifying. A
typical way to obtain the knowledge and abilities would be:
Education/Training:
Equivalent to a Bachelor's degree from an accredited college or
university with major course work in finance, accounting, business
administration, or a related field.
Experience:
Five years of increasingly responsible payroll processing
experience that includes two years of experience in a senior
payroll position with extensive involvement in the operation and
development of automated payroll systems and software. Additional
training as demonstrated through a professional designation may
substitute for some experience.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met
by an employee to successfully perform the essential functions of
this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential job
functions.
Environment:
Work is performed primarily in a standard office setting. At least
minimal environmental controls to assure health and comfort.
Physical:
Primary functions require sufficient physical ability and mobility
to work in an office setting; to stand or sit for prolonged periods
of time; to occasionally stoop, bend, kneel, crouch, reach, and
twist; to lift, carry, push, and/or pull light to moderate amounts
of weight; to operate office equipment requiring repetitive hand
movement and fine coordination including use of a computer
keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without
correction.
Hearing: Hear in the normal audio range with or without
correction.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary
precautions) or in a virtual format. Employees must reside in
California while employed with the South Orange County Community
College District (SOCCCD), even during remote work. Thank you for
your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of
students, faculty, staff, administrators, and the communities it
serves. More information can be found on our District website by
visiting
https://www.socccd.edu/communications/covid-19-information.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603,
requires that employers obtain documentation from every new
employee which authorizes that individual to accept employment in
this country. SOCCCD will not sponsor any visa applications.
PLEASE NOTE:
A California Public Employees Retirement System (CalPERS) retiree
may not accept employment until after the first 180 days of
retirement. Anyone retired from CalPERS accepting permanent
employment with this District will be required to reinstate as an
active CalPERS member. Please contact CalPERS for additional
information regarding your retirement status.
Any active vested member of California State Teachers Retirement
System (CalSTRS), who accepts employment with the District to
perform service that requires membership in CalPERS, is eligible to
elect to continue retirement system coverage under CalSTRS
DISABILITY ACCOMODATIONS:
If you require special accommodations in the application and/or
selection process, please notify District Human Resources at least
two (2) business days prior to the Job Close Date/Initial Screening
Date, by either calling (949) 582-4850 or sending an e-mail to
hrinfodesk@socccd.edu.
ATTENDANCE REQUIREMENT:
Report to work on a regular and consistent basis, as scheduled, to
assigned job.
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be
found at www.saddleback.edu or www.ivc.edu. Paper copies are
available in the District Human Resources office upon request.
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY
(EEO):
The South Orange County Community College District is committed to
creating an academic and work environment that fosters diversity,
equity and inclusion and equal opportunity for all, and ensures
that students, faculty, management and staff of all backgrounds
feel welcome, included, supported, and safe. Our culture of
belonging, openness, and inclusion, makes our district a unique and
special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and
inclusion-minded applicants who represent the full diversity of
California and who demonstrate a sensitivity to the understanding
of diverse academic, socioeconomic, cultural, disability, gender
identity, sexual orientation, and ethnic backgrounds present within
our community. When you join our District, you can expect to be
part of an exciting, thriving, equity-focused, and inclusive
community that approaches higher education with the lens of social
justice and collaboration among students, faculty, staff,
administration, and community partners. In deciding whether to
apply for a position with our District, you are strongly encouraged
to consider whether your values align with our District's mission
and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Important: You must complete your application for a posting by
11:59 p.m., Pacific Standard Time, by the deadline, along with any
required documents, in order to be considered for the position.
Applicants must complete all fields/sections on the application. Do
not type "See Resume" or leave any fields blank. Applicants must
enter their work experience, education, etc. on the District
application. Applications reflecting "See Resume" will be
considered incomplete and will not be considered for
recruitment.
Keywords: South Orange County Community College District, Mission Viejo , District Payroll Systems Specialist, Accounting, Auditing , Mission Viejo, California
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