Payroll Coordinator

Payroll Coordinator

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Payroll Coordinator in the Business Services division. Salary placement will be on Range 47 of Classified Salary Schedule B. Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($7,346.00 / $7,794.00 / $8,238.00 per month) of this 20-step salary range. Probationary period for new Classified Represented employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.

The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, "Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses." These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences – fostering healthy inclusion through inquiry, shared dialogue, and reflection to ensure that we promote a sense of community, collegiality, and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative, and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success.

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.

Under the supervision of the Director, Payroll Services, in conjunction with the Assistant Superintendent/Vice President, Business Services, the Payroll Coordinator is responsible for all aspects of payroll-related entries and reporting into the Los Angeles County Office of Education, District, and other related institutional/governmental agency computerized payroll systems. Performs a variety of highly skilled and specialized payroll and district retirement plan functions for the District. Prepares employee historical payroll, employment, and other related statistical data reports. Assures accuracy and conformance with established policies and procedures. Performs other related duties as assigned.

Example of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
12. 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.
13. 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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.
19. 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.
20. Maintains confidentiality of sensitive information and works effectively with minimal supervision and frequent interruptions.
21. Performs other related duties as assigned.

Demonstrated Knowledge and Abilities

Position requires 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.