Payroll Coordinator

/ College of the Canyons•Santa Clarita, CA

3d•Onsite

About The Position

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Payroll Coordinator in the Business Services division. This position is responsible for all aspects of payroll-related entries and reporting into various computerized payroll systems. The Payroll Coordinator performs a variety of highly skilled and specialized payroll and district retirement plan functions, prepares employee historical payroll and employment data reports, and assures accuracy and conformance with established policies and procedures. The role requires maintaining knowledge of and ensuring compliance with current legislation, Federal, State and Education Code laws, PERS and CalSTRS regulations, collective bargaining agreements, and other District policies. The position also involves maintaining an accurate employee database, ensuring continuity and compliance with retirement systems, and coordinating with Human Resources and other departments on payroll-related matters.

Requirements

Three (3) years of full-time equivalent experience processing payroll.
Experience using a computerized payroll system and Microsoft Excel (VLOOKUP’s and pivot tables) is required.
Education equivalent to an Associate’s degree from an accredited institution is required.
Two (2) additional years of payroll processing experience in addition to that identified above may be substituted for each year (30 units) of the educational requirement.
Ability to learn, interpret and apply legal mandates, policies, regulations, and guidelines and operational procedure.
Demonstrate excellent customer service skills and ability to multi-task in a high stress, team-oriented environment.
Perform repetitive work, or continuously perform the same work with accuracy and efficiency.
Adapt to changing payroll and procedural requirements.
Analyze data and solve non-routine problems using good judgment and applying generally accepted accounting principles.
Interface in difficult situations, assess complex and technical problems, collect data, and suggest potential solutions to minimize problems from escalating.
Write technical reports, business correspondence and procedure manuals or handbooks related to payroll.
Work independently while meeting schedules and timelines.
Establish and maintain comprehensive and accurate files and records as well as prepare concise and complete reports as required.
Provide appropriate information to the students, faculty, staff, and the public in a friendly and professional manner.
Maintain confidentiality when dealing with sensitive and privileged material and information.
Communicate effectively and accurately orally and in written form.
Establish and maintain cooperative working relationships with students, faculty, staff, temporary employees, and others connected in the performance of duties.
Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services.
Type with speed and accuracy using automated payroll system, word processing, spreadsheet, database; and make arithmetical calculations in like manner.
Apply knowledge of modern office practices and equipment, including record management and filing systems, receptionist and telephone techniques, correspondence and report writing.
Apply knowledge of proper English usage, grammar, spelling and punctuation.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff and community.

Nice To Haves

Payroll experience working in an educational institution or public agency system is desirable.
Proficiency in Payroll Software (HCM Human Capital Management system, Colleague, Power BI).

Responsibilities

Organizes, plans and performs payroll activities to assure timely preparation, distribution and legal reporting of a complex payroll system while meeting multiple demanding payroll schedules and timelines.
Reviews, prepares, processes, audits and balances complete payrolls from print, electronic, and/or other forms of time reporting for all District employees.
Enters time worked into the Los Angeles County Office of Education computerized payroll system.
Determines appropriate budget account codes, retirement codes, withholding for taxes, Social Security and Medicare status, Unemployment Insurance and payroll deductions.
Maintains knowledge of, interprets, and ensures compliance with current legislation, Federal, State and Education Code laws, PERS and CalSTRS regulations, collective bargaining agreements, employee contract provisions, and other District policies, procedures, and regulations pertaining to payroll processing.
Processes and enters employment-related documents for all new and current employees into Los Angeles County Office of Education computerized payroll system.
Performs high level analysis in order to maintain an accurate employee database and related District tables, including verifying and updating all personnel related information, employee benefits selections, and voluntary deductions.
Ensures continuity and compliance with various retirement systems.
Researches, interprets, and determines employees’ applicable retirement plan membership.
Clarifies related employee information through the coordination and review of Human Resources retirement questionnaire, communication with the Los Angeles County Office of Education, correspondence with other districts, and data obtained from CalSTRS and PERS retirement agencies.
Interprets and adheres to the multifaceted reporting requirements for the CalSTRS Cash Balance retirement program.
Researches, analyzes, reviews, verifies, adjusts, and prepares employee historical payroll and employment statistical data reports for related County and State agencies.
Prepares finalized retirement report information for use by Fiscal Services in identifying related account distribution and processing warrant for timely submittal to CalSTRS.
Coordinates, maintains, and provides reconciled reports to the District’s Third Party Administrator in the processing of employee Tax Sheltered Annuity contracts.
Verifies, updates, and sets up related employee deduction records.
Applies and processes payments of administrative fees.
Develops customized employee reports as requested by Third Party Administrator.
Maintains timely and accurate implementation of District salary schedules and work calendars in accordance with collective bargaining agreements, employee contract provisions, and other District policies, procedures including the District’s academic calendar to comply with compensation and work day requirements.
Coordinates with District MIS department in order to record and maintain accurate employee leave accruals and disbursements in the District’s information system.
Records and maintains detailed permanent employee records regarding accrual and disbursement of sick, vacation and other paid/unpaid leaves.
Processes related reports and payments according to collective bargaining agreements, employee contract provisions, and other District policies, procedures.
Compiles and processes timely and accurate payroll tax deposits as well as assists with the quarterly and annual Federal, State and Unemployment Insurance payroll tax reports.
Provides employee salary history and position information in response to State EDD audits, and for other authorized governmental jurisdictions.
Ensures compliance with underlying regulations for voluntary and required payroll deductions.
Reviews accuracy of requests for employee voluntary deductions.
Reconciles employee deductions with monthly vendor invoices and processes warrant requests for related payments.
Tracks and ensures accurate calculations of temporary employees’ workdays and hours in accordance with Ed Code and District policies.
Communicates with supervisors and Human Resources as workdays and hour time limits are approached.
Determines the causes of payroll errors and discrepancies in payments or records and makes corrections and adjustments as necessary.
Assists District personnel in resolving payroll concerns.
Retains complete and accurate records and documents for all employees relating to payroll and fringe benefits.
Ensures compliance with record retention policies and procedures in order to assure the security and accessibility of documents and records.
Coordinates with Human Resources regarding employee leave calendars for Workers' Compensation, medical leaves, and Unemployment Insurance information.
Processes payroll adjustments according to collective bargaining agreements, employee contract provisions, and State and Federal guidelines.
Assists in the preparation of various reports including but not limited to, year-to-date tax earnings, payroll estimates and analysis, employee compensation information, and other payroll-related reports as assigned.
Reconciles reports and audits for accuracy.
Presents Payroll Services information at new employee orientations.
Participates in Professional Development workshops in coordination with other Business Services departments, providing critical information in a timely manner to other departments on campus.
Provides payroll information and documents as requested by faculty, staff, students, and other miscellaneous requests.
Responds to official inquiries regarding employee’s working status and earnings in response to auditors and/or employment verification requests.
Performs various administrative and clerical duties as required, including but not limited to typing correspondence, reports and forms, copying and filing documents, faxing information, establishing and maintaining files, attending meetings and assisting District administrators, staff, and faculty.
Maintains confidentiality of sensitive information and works effectively with minimal supervision and frequent interruptions.
Performs other related duties as assigned.

Benefits

Paid holiday
Discretionary time
Sick time
Ten vacation days accrue during the first year of employment.
Medical insurance
Dental insurance
Vision insurance
Dependent coverage
Disability insurance
Life insurance
Section 125 options
Professional development opportunities
Educational incentive is available to eligible Classified Represented and Confidential employees.