Payroll Supervisor

Payroll Supervisor

We are accepting applications for Payroll Supervisor. Currently, we have one opening for an 8-hours, 12-month employee in Fiscal Services, work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. The eligibility list will be used to fill current substitute and future permanent openings and will be certified for six months. Please review experience and education requirements before applying.

Basic function: Under the direction of the Director of Fiscal Services or designee, supervise, coordinate, perform, and manage a range of specialized and technical tasks related to the preparation and processing of certificated and classified payroll; provide oversight and communication to staff regarding accurate pay and compensation services; perform related duties as required.

Essential job functions:

• Perform and supervise specialized and technical functions in assembling, tabulating, calculating, verifying, and reconciling payroll and fiscally related information and data
• Monitor and perform technical fiscal audits and management operations related to specialized payroll control functions
• Supervise payroll personnel, ensuring tasks such as classifying, posting, balancing, and verifying payroll and employee benefits are carried out accurately
• Review, monitor, and evaluate performance of payroll staff, providing guidance and developing performance improvement plans as necessary
• Prepare and review payroll and fiscally-related record transactions to ensure accurate pay warrants
• Assist payroll staff with their duties during peak times to meet deadlines and to maintain workflow and efficiency, as necessary
• Review, monitor, and verify accuracy and completeness of payroll transaction records and reports, ensuring compliance with legal, District, county, state, and federal program guidelines, while maintaining confidentiality of employee data
• Analyze laws, regulations, collective bargaining agreements, Board of Trustees policies, Personnel Commission rules and regulations, and Education Code changes to determine effect on payroll processing
• Recommend changes in payroll procedures, forms, and records as necessary
• Provide training and technical assistance to personnel regarding new laws, procedures, and policy changes related to payroll
• Operate assigned computer systems and other business office machines, equipment, and software applications, ensuring data integrity and security
• Coordinate payroll functions of Human Resource System (HRS) and Human Capital Management (HCM) with the County Office of Education
• Attend District and county meetings and obtain, review, and evaluate pertinent information to keep current on payroll transactions and reporting requirements
• Verify accuracy of all payroll information entered in the database by Human Resources
• Work closely with Human Resources and Business Services in matters related to payroll and position control
• Supervise and prepare payroll and fiscal data management input material, analyzing, verifying, and reconciling system output reports
• Interpret and provide information to District personnel pertaining to legal mandates, policies, regulations, and payroll operational guidelines
• Plan, develop, implement, and maintain new, revised, and/or established payroll-related programs/forms, policies, and procedures
• Post annual allocations in a timely manner for sick hours, vacation hours, and hours earned by hourly/daily employees into the District's employee leave record system
• Coordinate development and maintenance of the personnel/employee attendance system, including training of school office and payroll personnel on processes, protocols, and applicable technology
• Oversee, prepare, and submit required state and federal reports and payments, including Affordable Care Act (ACA) compliance, W-2s, and quarterly payroll taxes
• Assist, counsel, and provide direction to payroll personnel and others in resolving complex payroll and payroll-adjacent problems, issues, and concerns
• Plan, develop, and implement orientation and in-service training programs regarding payroll procedures and related labor laws
• Participate in year-end financial closing, reconciliation process, and tax reporting
• Communicate with District personnel and outside agencies to provide information and resolve problems related to payroll and deductions
• Assist in the revision, formulation, and implementation of improved payroll and fiscally-related record management systems and procedures
• Respond to information requests from employees and outside agencies
• Provide technical assistance to employees in understanding complex payroll issues
• May work during District holidays and weekends as necessary to meet deadlines
• May attend various trainings as approved
• Perform other duties related to the class as assigned

Job requirements – qualifications skill, knowledge, and/or ability required:

Skill to:

• Perform specialized and technical accounting, budget, and payroll clerical functions in a timely manner
• Monitor, review, and analyze fiscal and financial files, records, summaries, and reports
• Perform specialized and technical payroll audits and analyses proficiently
• Make complex mathematical calculations with speed and accuracy

Knowledge of:

• Methods, practices, and procedures pertaining to an educational organization's payroll accounting and fiscally-related record management systems
• Generally Accepted Accounting Principles (GAAP), including the Standardized Account Code Structure (SACS) rules and auditing procedures
• Electronic processing technologies for executing payroll and interfacing data with other systems, including competency with using databases and spreadsheet applications
• State and federal tax deduction concepts and practices
• Interpretation and application of salary schedules, work calendars, and related payroll documents
• Automated payroll record management, storage, and retrieval system
• Financial and payroll-related report preparation and formatting
• Equity, access, and inclusion practices as it relates to staff, community, and other educational partners
• Laws, legal mandates, policies, and operational guidelines pertaining to payroll, benefits, retirement systems, leave processing, position control, and other fiscal matters
• District policies and collective bargaining agreements related to payroll operations and employee compensation
• Organization and supervision methods, trends, techniques, and strategies for effective team management

Ability to:

• Exercise independent judgment on diverse and specialized payroll and benefits functions with accountability
• Engage in sound and effective decision-making related to payroll and employee matters
• Select and supervise staff, providing training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner
• Adapt easily to changing work assignments, additional priorities, and new procedures
• Apply a variety of complex federal, state, District, and contractual provisions affecting the accurate calculation and preparation of employee pay warrants
• Receive constructive criticism and adjust work practices appropriately
• Establish and maintain positive and effective working relationships
• Prioritize tasks, identify needs, and solve problems independently as appropriate
• Suggest procedural improvements to supervisor as appropriate
• Meet schedules and timelines
• Prepare reports, correspondence, and related materials accurately and efficiently
• Communicate effectively in oral and written form
• Operate computer terminals, microcomputers, and other business equipment
• Work courteously and tactfully with co-workers, public, and parents; engage in a high level of customer service
• Promote team building and foster a positive work environment
• Handle difficult situations using good judgment and skill
• Maintain a high level of professionalism and cultural competence, prioritizing the needs of customers
• Keyboard at an acceptable rate of speed

Typical qualifications: Experience and education requirements any combination of experience and training that would likely provide required knowledge and skills may qualify. A typical way to obtain required knowledge and skills would be: Experience: Five (5) years of responsible experience in payroll, accounting, and/or budget control, record management, and reporting, including at least two (2) years with primary responsibility for an organization's payroll processing, preferably in a public agency. Education: Associate's degree or higher in bookkeeping, accounting, finance, business administration, or a closely related field. Conditions of employment successfully complete and pass a pre-employment physical examination. Must submit to random drug testing.

Physical demands: Persons performing service in this position classification will be expected to perform light work, which involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. If someone can do light work, we determine that he or she