Payroll Specialist (DS - Substitute)

South Orange County Community College District•Mission Viejo, CA

12d•Onsite

About The Position

Under general supervision from supervisory or management staff, the Payroll Specialist performs technical tasks supporting the preparation, processing, and auditing of District payroll. The position applies current federal and state regulations, county requirements, and District policies to payroll activities and provides payroll information to faculty, staff, and students. The role requires familiarity with the operating procedures and policies of the work unit and prior payroll or accounting experience when filled from outside the District. This is a short-term, temporary, hourly, non-bargaining unit assignment, not to exceed 160 days and 960 hours per fiscal year. Work is intermittent, seasonal, or project-based, and employment is on an “if and as needed” basis. The schedule and shift vary according to departmental needs; the position may not work remotely and must be supervised while performing assigned duties. Hours are up to 25 per week, and employees are paid monthly.

Requirements

Equivalent to completion of the twelfth grade, supplemented by specialized training in payroll, accounting, bookkeeping, or a related field.
Two years of responsible payroll and/or accounting experience.
Knowledge of applicable federal, state, county, and District laws, codes, regulations, policies, and procedures.
Knowledge of accounting, auditing, and financial record-keeping principles, practices, and methods.
Knowledge of school district payroll systems and procedures and public retirement systems as they apply to payroll processing.
Knowledge of computer applications and software used in payroll processing, and office procedures, methods, and equipment.
Ability to learn software packages and perform difficult payroll work using independent judgment and initiative.
Ability to interpret and apply applicable policies, procedures, laws, and regulations; maintain accurate payroll databases; and respond to payroll and employee-benefit inquiries.
Ability to exercise good judgment and maintain confidentiality regarding sensitive information, records, and reports.
Ability to operate office equipment and word-processing, spreadsheet, and database applications; follow oral and written communications; communicate clearly; and establish effective working relationships.

Responsibilities

Audit and prepare payroll information and time-reporting documentation; process and balance adjustments and deductions; verify records and time sheets; and distribute, hold, or cancel checks as necessary.
Enter, update, and maintain employee payroll records, reports, and files using an online computer terminal; research, calculate, and process retroactive, manual, or special salary payments.
Collect and maintain absence reports, reconcile them with monthly timesheets, analyze absences for policy compliance, and work with departments to resolve discrepancies.
Calculate gross pay, retirement, taxes, vacation, sick leave and other leave balances, voluntary deductions, and workers’ compensation payments.
Calculate estimated salary advances based on anticipated deductions, tax changes, salary modifications, terminations, or other adjustments, and maintain estimated salary amounts in the computerized payroll system.
Complete retirement enrollment forms for PERS-eligible employees, monitor retirement information and status reports, and make adjustments for STRS-eligible employees in coordination with the Orange County Department of Education Retirement Office.
Research and respond to payroll questions from employees, outside agencies, District departments, and other sources; assist management, payroll coordinators, and staff with payroll documents and time-reporting procedures.
Establish and maintain payroll deadlines in accordance with Orange County Department of Education procedures and coordinate and reconcile payroll information with Human Resources staff, payroll coordinators, and Information Systems and Services.
Interpret policies and procedures from bargaining unit contracts, State Education Codes, the Orange County Department of Education, retirement agencies, and the Office of Human Resources; respond to requests for information and assistance.
Prepare and maintain accurate, current reports and records for assigned activities and ensure compliance with applicable federal, state, and District requirements.
Perform general clerical work, prepare letters, documents, and requisitions, and answer questions in person and by telephone.
Perform related duties as required.