Supervising Payroll Systems Technician

Los Angeles Community College District•Los Angeles, CA

About The Position

Definition Plans, schedules, and supervises the work of a specialized clerical unit engaged in processing payroll/retirement system data and records, and personally resolves the most complex and difficult payroll data discrepancies of the unit. Typical Duties Supervises the day-to-day work of a group of employees engaged in: processing payroll and/or retirement data and records; auditing data such as salary payments, deductions, retirement contributions, and quota accruals and balances; resolving and correcting errors and discrepancies; compiling data and preparing reports; and maintaining payroll/retirement records. Assesses workload requirements, establishes priorities for completion of work, prepares work schedules to meet deadlines, sets up work flow and assigns work accordingly. Implements work methods and procedures used by the unit in processing payroll/retirement data and records. Recommends modification to work methods and procedures used by the assigned unit to Branch leadership. Trains staff in established work methods and procedures and in the correct application of provisions of Board Rules, Personnel Commission Rules, and union contracts as they relate to work of the unit. Reviews the work of subordinates for accuracy, completeness, and compliance with instructions, procedures, and work methods; conducts performance reviews and prepares evaluations in accordance with established procedures. Participates in the work of the unit during peak workload periods and in the absence of staff. Sets parameters and runs payroll including paychecks, pay stubs, and direct deposit files to banks. Utilizes computerized systems in the processing of payroll and retirement system related data; creates, runs, evaluates, and modifies a variety of routine and specialized payroll and retirement system reports to support unit work. Resolves substantive problems and issues referred by higher-level supervision and staff involving the work of the unit. Assists in the development, testing, and implementation of system modifications and related procedures and processes. Answers questions from District administrators, employees, employee representatives, and other third-parties related to the operating procedures, policies, and regulations related to the assigned unit and individual pay and/or retirement issues. Assists higher-level staff during annual and special audits by compiling information and work samples and implementing corrections as directed. May act on behalf of the Payroll Systems Coordinator as designated and during absences. Performs related duties as assigned. Distinguishing Characteristics A Supervising Payroll Systems Technician plans, schedules, and supervises the work of a specialized clerical unit engaged in processing payroll/retirement system data and records, and personally resolves the most complex and difficult payroll data discrepancies of the unit; participates in the work of the unit and in resolving the more complex operational and systems work of the unit. A Senior Payroll Systems Technician performs the complete cycle of data entry, transaction processing, compilation and audit of data, preparation of reports and responses to inquiries, and resolution of system and employee issues for a more complex and specialized function or area of payroll or retirement operations and assists in providing work instruction and direction to lower-level staff in the unit. A Payroll Systems Coordinator assists in the general supervision and management of the Payroll Branch by organizing and overseeing day-to-day operational activities and staff, identifying and resolving the more complex operational problems, completing special projects, and providing technical support to the Payroll Manager in evaluating and maintaining efficient and effective operations and systems. Supervision General supervision is received from the Payroll Systems Coordinator. Immediate supervision is exercised over technical and clerical payroll staff. Class Qualifications Knowledge of: Processes, procedures and terminology used in technical payroll preparation, processing, and reporting Processes, procedures, and terminology used in the processing and reporting of retirement system data, forms, and reports Technical-level accounting principles and practices as they relate to payroll and retirement transactions Common banking procedures as they related to payroll and retirement processing District time reporting requirements and procedures Federal and State laws, rules, and regulations related to employee salaries, payroll deductions, and income reporting Operational policies, rules, and regulations of the State Teachers’ Retirement System, Public Employees’ Retirement System, and Public Agency Retirement Services System Board Rules, Personnel Commission Rules, and union contracts as they relate to wages, salaries, fringe benefits, and deductions Operational policies, rules, and regulations of the State Teachers’ Retirement System, Public Employees’ Retirement System, and Public Agency Retirement Services System Capabilities of computer systems, software, and hardware used in managing payroll and retirement operations Office management practices and procedures Principles of training and supervision Customer service techniques for public contact in person, on the phone, and in written communication Principles of effective business writing Skill in: Effectively and efficiently utilizing computer hardware and software in the performance of duties Use of standard office equipment Ability to: Plan and supervise the work of a small group of clerical-technical staff engaged in the processing of, accounting for, and reporting of payroll and retirement transactions and data Train others in specialized payroll and retirement procedures and practices Evaluate the work performance of assigned staff Generate and critically review complex payroll data and records; detect discrepancies; draw conclusions; and take corrective action Apply information systems coding procedures related to payroll operations and retirement systems Interpret, apply, and explain laws, policies, rules and regulations related to payroll and retirement systems Make arithmetical computations rapidly and accurately Adjust business processes, methods, and procedures to meet operational needs and timelines Work under the pressures of recurrent deadlines with frequent interruptions Effectively communicate both orally and in writing; give clear and concise instructions Learn new systems and update skills to adapt to changing technology Work effectively and cooperatively with a diverse pool of District staff, faculty, students, and representatives from other agencies Entrance Qualifications Education: Graduation from high school or its equivalent. Experience: Two years of full-time, paid experience in payroll operations or accounting using a computerized payroll system, including computation of salary payments and deductions and resolution of discrepancies. One year of the required experience must have been in a lead or supervisory position. Qualifying experience in a central payroll unit with comprehensive payroll operations serving over 1,500 employees is desirable. College-level coursework in accounting, office management, and principles of supervision and training are desirable. A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a lead or supervisory capacity. Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview. Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.

Requirements

Knowledge of: Processes, procedures and terminology used in technical payroll preparation, processing, and reporting
Processes, procedures, and terminology used in the processing and reporting of retirement system data, forms, and reports
Technical-level accounting principles and practices as they relate to payroll and retirement transactions
Common banking procedures as they related to payroll and retirement processing
District time reporting requirements and procedures
Federal and State laws, rules, and regulations related to employee salaries, payroll deductions, and income reporting
Operational policies, rules, and regulations of the State Teachers’ Retirement System, Public Employees’ Retirement System, and Public Agency Retirement Services System
Board Rules, Personnel Commission Rules, and union contracts as they relate to wages, salaries, fringe benefits, and deductions
Operational policies, rules, and regulations of the State Teachers’ Retirement System, Public Employees’ Retirement System, and Public Agency Retirement Services System
Capabilities of computer systems, software, and hardware used in managing payroll and retirement operations
Office management practices and procedures
Principles of training and supervision
Customer service techniques for public contact in person, on the phone, and in written communication
Principles of effective business writing
Skill in: Effectively and efficiently utilizing computer hardware and software in the performance of duties
Use of standard office equipment
Ability to: Plan and supervise the work of a small group of clerical-technical staff engaged in the processing of, accounting for, and reporting of payroll and retirement transactions and data
Train others in specialized payroll and retirement procedures and practices
Evaluate the work performance of assigned staff
Generate and critically review complex payroll data and records; detect discrepancies; draw conclusions; and take corrective action
Apply information systems coding procedures related to payroll operations and retirement systems
Interpret, apply, and explain laws, policies, rules and regulations related to payroll and retirement systems
Make arithmetical computations rapidly and accurately
Adjust business processes, methods, and procedures to meet operational needs and timelines
Work under the pressures of recurrent deadlines with frequent interruptions
Effectively communicate both orally and in writing; give clear and concise instructions
Learn new systems and update skills to adapt to changing technology
Work effectively and cooperatively with a diverse pool of District staff, faculty, students, and representatives from other agencies
Graduation from high school or its equivalent.
Two years of full-time, paid experience in payroll operations or accounting using a computerized payroll system, including computation of salary payments and deductions and resolution of discrepancies.
One year of the required experience must have been in a lead or supervisory position.

Nice To Haves

Qualifying experience in a central payroll unit with comprehensive payroll operations serving over 1,500 employees is desirable.
College-level coursework in accounting, office management, and principles of supervision and training are desirable.
A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a lead or supervisory capacity.

Responsibilities

Supervises the day-to-day work of a group of employees engaged in: processing payroll and/or retirement data and records; auditing data such as salary payments, deductions, retirement contributions, and quota accruals and balances; resolving and correcting errors and discrepancies; compiling data and preparing reports; and maintaining payroll/retirement records.
Assesses workload requirements, establishes priorities for completion of work, prepares work schedules to meet deadlines, sets up work flow and assigns work accordingly.
Implements work methods and procedures used by the unit in processing payroll/retirement data and records.
Recommends modification to work methods and procedures used by the assigned unit to Branch leadership.
Trains staff in established work methods and procedures and in the correct application of provisions of Board Rules, Personnel Commission Rules, and union contracts as they relate to work of the unit.
Reviews the work of subordinates for accuracy, completeness, and compliance with instructions, procedures, and work methods; conducts performance reviews and prepares evaluations in accordance with established procedures.
Participates in the work of the unit during peak workload periods and in the absence of staff.
Sets parameters and runs payroll including paychecks, pay stubs, and direct deposit files to banks.
Utilizes computerized systems in the processing of payroll and retirement system related data; creates, runs, evaluates, and modifies a variety of routine and specialized payroll and retirement system reports to support unit work.
Resolves substantive problems and issues referred by higher-level supervision and staff involving the work of the unit.
Assists in the development, testing, and implementation of system modifications and related procedures and processes.
Answers questions from District administrators, employees, employee representatives, and other third-parties related to the operating procedures, policies, and regulations related to the assigned unit and individual pay and/or retirement issues.
Assists higher-level staff during annual and special audits by compiling information and work samples and implementing corrections as directed.
May act on behalf of the Payroll Systems Coordinator as designated and during absences.
Performs related duties as assigned.

Benefits

Medical and dental insurance and vision care plans are provided for employees and their dependents.
A $50,000 life insurance policy is provided free of charge for each employee.
New employees receive 12 full-pay days and 88 half-pay days of illness leave.
19 paid holidays per year.
Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District.
Vacation days for management and confidential positions begin at 15, 20, or 24 days.
Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
Employees become members of the Public Employees Retirement System.
Employees are also covered by Social Security.
Employee Assistance Program