Director, Payroll Services

/ College of the Canyons•Santa Clarita, CA

5d•$11,993 - $12,355•Onsite

About The Position

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Director, Payroll Services in the Business Services Division. This twelve (12) month per year position will be on an individual contract, placed on Range 15 of the Administrator Salary Schedule. Step placement is based on experience, with initial placement typically at step 1, 2, or 3 ($11,993.00 / $12,172.00 / $12,355.00 per month). Administrators are exempt from overtime and compensatory time accumulation. The District offers a comprehensive benefits program including sick time, vacation time, discretionary time, medical, dental, and vision insurance with dependent coverage, disability, and life insurance, as well as Section 125 options. Professional development and educational incentives are also provided. Classified employees contribute to the Public Employees' Retirement System (PERS). The Santa Clarita Community District is committed to educational equity and student success, embedding ideologies of equity, inclusion, and diversity into all actions and planning. The college provides a rich learning experience that embraces differences and fosters inclusion. Joining the team means becoming part of an inclusive, creative, flexible, innovative, and equity-focused community.

Requirements

Bachelor’s degree (120 semester units) or higher from an accredited college or university with emphasis in business administration, accounting or related field. Two additional years of related experience may be considered in lieu of one year (30 semester units) of college coursework for a maximum substitution of four additional years of experience for two years (60 semester units) of college.
Five (5) years full-time equivalent progressively responsible payroll and benefits experience.
At least three (3) years full-time equivalent of supervisory/management experience.
Knowledge of applicable laws, rulings, procedures, policies, educational codes and FLSA regulations regarding payroll and retirement procedures and reporting.
Knowledge of general accounting financial controls and principles.
Knowledge of District management and bargaining unit contracts.
Knowledge of computer applications used in payroll processing.
Knowledge of spreadsheet, database and word processing software.
Knowledge of supervisory techniques and practices.
Knowledge of California labor laws and public sector payroll regulations.
Knowledge of Enterprise Resource Planning (ERP) systems and payroll system integrations.
Knowledge of data analysis, reporting tools, and internal control frameworks.
Ability to effectively present information and appropriately respond through proper channels to questions from groups of administrators and other employees, students, and the general public.
Ability to communicate effectively both orally and in writing.
Demonstrated clear evidence of sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff and community.
Ability to effectively lead and supervise Payroll staff and temporary workers.
Ability to establish and maintain cooperative working relationships.
Ability to work as part of the Business Services and larger college administrative team.
Ability to work independently with little direction while meeting strict payroll schedules and timelines.
Ability to organize and function efficiently in a setting with multiple priorities and tight deadlines.
Ability to work effectively and demonstrate knowledge of computers and other forms of advanced technology utilized in providing high quality services.
Ability to read, analyze, interpret, apply and explain contracts, laws, rules, regulations, policies and technical procedures.
Ability to prepare complex technical reports, business correspondence, and procedure manuals related to payroll and benefits.
Ability to effectively navigate complex processes, streamlining when necessary.
Ability to calculate and reconcile payroll and benefit amounts and deductions.
Ability to perform mathematical calculations quickly and accurately.
Ability to lead departmental changes and implement process improvements.
Commitment to Student Access, Engagement, and Success.
Willingness to take strategic risks related to student-oriented change.
Capability of building strong teams.
Motivation to establish urgency for improvement.
Ability to plan lasting internal change.
Results-oriented, ensuring effective implementation, routine assessment of programs and continuous data-informed improvement.
Effective at communicating and listening to foster strong relationships, shared priorities, and inspire trust and action.
Considerate of fiscal responsibilities and sound operations.
Dedicated to entrepreneurial fundraising that aligns to student access, engagement, and success goals.
Effective in developing effective external partnerships to achieve broader aims for student success.
A creative, innovative, energetic instructional leader; a technologically sophisticated professional who is skilled in various technology applications.
A supporter of consistent and on-going professional development initiatives, in pursuit of the college’s strategic goals.
A fair-minded, ethical, and honest leader with excellent interpersonal and communication skills and the courage and integrity to lead and accept responsibility.

Nice To Haves

At least five (5) years of supervisory/management experience.
Previous experience working in an educational institution, preferably a community college setting.
Knowledge of a computerized payroll system.
Knowledge of an administrative computer information management system (preferably Colleague).
Experience with CalPERS and CalSTRS reporting requirements.

Responsibilities

Plan, organize and direct the activities and operations related to District payroll functions while assuring strict timelines are met.
Maintain payroll controls and ensure compliance with Federal, State, County and District laws, rules, and regulations, including California labor laws, FLSA, and applicable public sector payroll requirements.
Provide leadership to the Payroll Services team, including training, supervision, and performance evaluation.
Develop and prepare work schedules, coordinate duties and assignments to ensure effective operations.
Participate in the selection of new personnel.
Review and assist in the completion of various employee payrolls.
Foster a culture of customer service, accountability, and continuous improvement.
Responsible for compliance with IRS, State, Social Security, PERS and STRS pension rules and regulations, as well as collective bargaining agreements.
Coordinate the timely preparation and reconciliation of employee payroll tax deposits and quarterly reports for Federal, State, and Unemployment Insurance taxes.
Oversee year-end payroll operations, including the reconciliation of W-2’s according to applicable laws and regulations.
Audit year-end records for accuracy and make corrections and adjustments as necessary, ensuring strong internal controls and audit readiness.
Act as District Payroll Coordinator with Los Angeles County Office of Education (LACOE), oversee the maintenance and operation of the Los Angeles County computerized payroll system and serve as liaison with Los Angeles County Office of Education Payroll and Retirement Sections.
Create and maintain salary schedule, benefit, work calendar, job classification, work location and related tables in the LACOE Payroll system, and support system enhancements, upgrades, and integrations in collaboration with Information Technology staff.
Coordinate payroll functions and operations with District departments and personnel, other educational institutions and governmental and private agencies as necessary.
Direct the compilation of information and data to create various financial and statistical reports and statements.
Oversee and maintain the Payroll Department’s budget.
Cooperate with the District’s Third-Party Administrator in processing the tax-sheltered annuity (403b) plan.
Administer the CalPERS deferred compensation program and oversee the compliance of the STRS Cash Balance program, including reporting and submittal of funds.
Provide technical support and information to management and administrators regarding employee payroll and collective bargaining items.
Provide analysis and recommendations regarding negotiated contracts.
Oversee and direct the maintenance of departmental record files while maintaining the confidentiality of employee records.
Ensure that district payroll records are archived according to approved procedures and ensure compliance with data privacy and information security standards.
Serve as liaison between Payroll Services and Human Resources to ensure compatibility with the related departmental functions, including leave calendars, health & welfare benefits, and employee data.
Ensure employee withholdings, voluntary and statutory, are remitted accurately and on time and partner with Human Resources to support employee lifecycle processes and position control alignment.
Confer with MIS and computer technical staff to coordinate efforts and enhance the College’s ERP automated systems and reporting capabilities, including the maintenance of employee leave balances through the Online Leave System and manual processes and promote automation and process efficiencies where possible.
Comply with external requirements and actions affecting payroll such as wage garnishments and STRS / PERS regulations and adjustments.
Advise appropriate staff regarding the necessary procedures.
Prepare responses to court or arbitration orders for payroll data.
Compile data required for Public Records Act requests.
Participate in organizing, streamlining, recommending and establishing appropriate procedures and controls for the efficient operation and security of the Payroll Office.
Ensure compliance with collective bargaining contracts for payroll requirements.
Oversee and coordinate the remittance of employee voluntary deductions and the establishment of automatic payroll deposits.
Maintain knowledge of Federal, State, PERS and STRS regulations pertaining to payroll.
Participate in workshops, seminars and training to remain current on applicable laws and procedures.
Provide updates and recommendations for changes in policy and/or procedure as needed to reflect current laws and practices.
Establish desk procedures to document best practices.
Participate in new employee orientation regarding payroll information.
Answer questions and provide information to employees, other colleges and organizations regarding Payroll services ensuring a high level of customer service and responsiveness.
Serve as a member of the Business Services and District administrative teams.
Attend various meetings as required or requested, including board meetings.
Participate in District committees, as assigned.
Participate in Professional Development opportunities.
Provide staff assistance to independent auditors during Interim and Annual District audits.
Provide documentation, information and other backup materials for audits by other regulatory agencies, e.g. IRS, STRS, etc.
Lead or support payroll-related system implementations, upgrades, and testing activities.
Ensure accuracy and integrity of payroll data through reconciliation, validation, and internal controls.
Perform other related duties as assigned.