Payroll Specialist

Salary : $61,680.00 - $78,732.00 Annually
Location : Santa Monica, CA
Job Type: PERMANENT, 12-MONTH
Job Number: View phone number on click.appcast.io
Department: BUSINESS SERVICES
Opening Date: 07/06/2026
Closing Date: 7/28/2026 4:00 PM Pacific


BASIC FUNCTION AND QUALIFICATIONS
Classified Employee's Salary Range: A-42

• BASIC FUNCTION:
  Under general supervision, perform a variety of technical payroll accounting duties to assure that District employees are paid in an accurate and timely manner; prepare and maintain complex accounting and payroll records and spreadsheets; and perform other related work as necessary.
  
  
  DISTINGUISHING CHARACTERISTICS AMONG RELATED CLASSES:
  Payroll Specialist incumbents perform a variety of specialized accounting duties in the area of processing payroll and related records for assigned payrolls. Accounting Technician incumbents are assigned general accounting tasks by coordinating and monitoring expenditures and receivables for specified schools and funds.
  MINIMUM QUALIFICATIONS:
  EDUCATION:
  Educational attainment equivalent to a high school diploma or its recognized equivalent
  EXPERIENCE:
  Three (3) years increasingly responsible payroll, accounting or financial record keeping experience.
  EQUIVALENCY PROVISION:
  Two (2) years of additional education equivalent to a minimum of sixteen (16) verifiable college units in business administration, accounting, finance and/or related fields may be substituted for two (2) years of experience.

REPRESENTATIVE DUTIES, KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS

JOB DUTIES:

• Communicate with District personnel in person and on the phone to resolve payroll discrepancies and provide information concerning salaries, deductions, earned vacation, sick days and voluntary deductions including deferred compensation and tax sheltered annuities; distribute necessary forms; verify accuracy of completed forms
• Process payroll and related records for classified and certificated personnel; compute hours and pay of employees for each payroll period; compute and summarize deductions such as withholding tax, retirement, insurance and maintain records of deductions; verify and input data; audit for compliance with State and federal rules and regulations and collective bargaining agreements; review and audit payroll data, records and reports for accuracy and completeness
• Administer paychecks and special earning payments and payment cycles
• Adjust, verify and process pay increases, corrections, retirements, overtime, sick leave, vacation, and worker's compensation; prorate and balance time reports and reconcile payroll records with County HRS System
• Prepare and maintain files, records and a variety of quarterly, annual and amended reports related to employee information, taxes, retirement, employment, benefits, leave and other related records; resolve issues related to taxes as needed; audit Federal, State, Medicare and other tax payments and balance payments to W-2 totals
• Process and audit employee reimbursements for retirees; ensure that all requests comply with District policy and receipts are included with the request.
• Process salary adjustments; maintain leave balances including but not limited to sick leave, necessary leave, and vacation time
• Prepare pre-list authorization for payment requisitions related to employee payroll deductions and district contributions; obtain check signature and arrange for payment mailing; issue approved checks; file back-up documentation.
• Prepare various spreadsheets to track accounting transactions and histories.
• Distribute and receive time keeping forms from District sites; audit for accuracy and completeness; recalculate totals on large time reports; compile and batch time sheets for input into the computerized payroll system for various calculations such as taxes, retirement contributions and other deductions; review and edit reports for accuracy
• Stay up-to-date with changes in federal and state rules and regulations; use of appropriate payroll codes, and federal and state tax changes; ensure the District meets legal requirements with regard to payroll taxes and garnishments and provides all required information and payments to the Internal Revenue Services, state tax authorities, and other regulatory agencies; enter federal and state withholding and voluntary deductions in payroll system
• Input vendor payments related to payroll into spreadsheets and District database; maintain, update and clear Revolving Cash Fund for payroll revolving checks
• Prepare and direct correspondence regarding payments, deposits, and accounting procedures.
• Prepare and balance journal entries
• Performs other duties as assigned.

KNOWLEDGE OF:

• Accounts payable and accounts receivable practices and procedures
• HRS and County payroll systems
• Payroll accounting, including deduction, leave, retirement and timekeeping procedures
• Bookkeeping practices
• Payment discrepancy reconciliation methods
• Automated accounting system practices
• Office filing and record keeping techniques
• Tax withholding, voluntary deductions, garnishments and supplemental insurance
• Laws, rules and regulations related to assigned activities
• Payroll filing, record-keeping and report preparation techniques
• Principles and techniques involved in payroll preparation, monitoring and control

ABILITY TO:

• Operate a personal computer to utilize spreadsheet, database, word processing, and accounting system applications
• Input data and operate ten-key calculator quickly and accurately
• Clarify contract restrictions through review of BOE minutes
• Work independently
• Review work of others for completeness and accuracy
• Communicate effectively with vendors, school accounting staff, and department representatives
• Work cooperatively with others
• Demonstrate flexibility and respond to changing requirements and job assignments
• Schedule, organize, and complete work in accordance with deadlines
• Understand and follow specifications and instructions
• Identify errors or discrepancies in accounting documentation
• Compare and match related accounting documents
• File documents alphabetically, numerically, and chronologically
• Apply and explain laws, rules and regulations related to payroll activities
• Prepare time sheets for payroll process
• Monitor, adjust and reconcile payroll data

SUPERVISION AND WORKING CONDITIONS

SUPERVISION:
Supervision received from higher level management within Business & Fiscal Services
WORKING CONDITIONS:
ENVIRONMENT:

This is primarily a sedentary classification and the employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. The employee interfaces with co-workers, vendors, faculty, school accounting staff, administrators, and department supervisors in clarifying purchase and contracts, reviewing work, providing guidance regarding accounting procedures, and requesting and providing information.


PHYSICAL DEMANDS:
Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. The position occasionally bends, stoops, reaches, pushes and pulls drawers to retrieve and file information and lifts and carries reports and records that typically weigh less than twenty (20) pounds.

SELECTION PROCEDURES


THE APPLICATION PROCESS:
To be considered for an employment opportunity with the Santa Monica-Malibu Unified School District, it is necessary for you to complete an official District Application and Supplemental Questions. Resumes will not be accepted in lieu of an application. The application is part of the examination process and is part of your total evaluation of qualifications for employment.

THE EXAMINATION PROCESS:
For those candidates who meet the minimum qualifications, the examination process will consist of any one or more of the following: Training and Experience Evaluation, Written Test, Performance Test, and/or Structured Interview. Additional information pertaining to the examination process will be emailed to those candidates who meet the minimum qualifications.

EXAMINATION PROTESTS:
Protest of any part of the examination process must be in writing and received in the office of the Director of Classified Personnel no later than five (5) working days from the date you were notified of examination results. All notifications are sent electronically via email. Any protest must include rationale to support the protest and must be based on illegal discrimination, abuse of discretion, or procedure/process error. We are not responsible for any incoming mail that is lost or misdirected after it has been entrusted to the US Postal Service.

ACCOMMODATION FOR DISABLED:
If you have a disability that may require an accommodation in any of these examination procedures, please notify the Personnel Commission in writing at the time you submit your application.

ESTABLISHMENT OF ELIGIBILITY LIST:
This examination process shall be open to all qualified applicants and shall result in one integrated eligibility list. All eligibility lists shall be established in accordance with Personnel Commission rules and shall be established for a period one (1) year, unless otherwise noted, or until there are fewer than three (3) ranks of eligible candidates who are available. Candidates are placed on the eligibility list in rank order according to their final examination score. Final examination scores will not change, but ranking may change as other candidates are added or removed from the list.

ADVANCED STEP PLACEMENT:
Generally, new employees start at the first step on the appointed salary schedule. When filling a permanent vacancy, a new employee may request a higher salary placement based on having training and experience that greatly exceeds the minimum qualifications. An employee may submit a formal request for advanced step consideration on or after the first day of employment. Education transcripts, training certificates, and additional references may be requested for verification purposes.

HOW YOU WILL HEAR FROM US:
All correspondence and notifications regarding this recruitment will be sent to the email address you provide. It is your responsibility to review, follow instructions, and respond to information in a timely manner; as if it was a function of your job.

The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in this announcement may be modified or revoked without notice.
IMPORTANT INFORMATION FOR
JOB APPLICANTS
ACCOMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these selection procedures, please notify the Personnel Commission in writing and attach your request to the completed application packet.

PREFERENCE POINTS: Seniority credit, based on length of service, is added to the final passing score of permanent employees. Veteran's credits are added for entry level examinations as follows: 5 points for non-disabled veterans; 10 points for disabled veterans. "Veteran" is defined as serving at least 30 days active duty during war or qualifying armed conflict. A DD-214 must be presented on or before date of the examination.

ELIGIBILITY LIST: Candidates who pass the examination will be placed in rank order on the eligibility list. Final selection will be made from the top three available ranks only. When a promotional and open eligibility list is established, the promotional list will be used first. Eligibility lists are usually established for one calendar year.

CONDITIONS OF EMPLOYMENT: All potential employees must provide evidence of their identity and authorization to work in the United States before they will be hired. State law requires employees to provide proof that they have had a recent negative tuberculosis test result. All new employees are fingerprinted and conviction records, if any, are checked.

SALARIES, MERIT INCREASES & ADVANCED STEP PLACEMENT: Salaries generally begin on the first step of the appropriate salary range. Permanent employees receive an increase after six months of continuous satisfactory service and equal raises based on merit at subsequent one year intervals for a total of five increases. Relevant experience and/or education in excess of entry requirements may permit employment at other than the first step. If employed at a higher step, salary increases are granted annually until reaching the end of the salary range.

BENEFITS: Permanent employees will receive paid holidays, sick leave, vacation and longevity benefits per bargaining unit contract or Personnel Commission Merit Rules. The District offers a comprehensive package of insurance benefits to full-time employees and their families, which includes major medical and dental. (Permanent employees who work less than full-time, but a minimum of four (4) hours will contribute an amount proportionate to the number of assigned hours for major medical and dental.) Employees belong to the Public Employees' Retirement System to which the District makes contributions approximately equal to those deducted from the employee's pay.
Assuring Equal Opportunities through the Merit System since 1938.

SANTA MONICA-MALIBU UNIFIED SCHOOL DISTRICT
PERSONNEL COMMISSION
1717 4th Street
Santa Monica, CA 90401
The Santa Monica-Malibu Unified School District does not discriminate based on actual or perceived sex, age, ancestry, color, ethnic group identification, gender, mental and/or physical disability, national origin, race, religion, sexual orientation, and a person's association with a person or group with one or more of these actual or perceived characteristics.

(Revised April 2008)
01



PLEASE READ THE FOLLOWING STATEMENT: The information you provide on this application will be used to determine if you meet the minimum qualifications. Please be accurate, truthful, and thorough in your responses as your application is part of the selection process. Referring to your application/resume, listing "see resume", or incomplete responses will NOT qualify as a response to any question and may result in DISQUALIFICATION .Your experience, education, training, and certification must be listed on your application in order to be considered. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from this examination process and possible bar from future employment opportunities with Santa Monica-Malibu Unified School District.

• I confirm that I have read, understand, and accept the above terms

02


Please read the following statement regarding compensation: New employees start on the first step (Step A) of their classification's salary range. Payroll Specialist begins on step A: $5,140.00 per month. On the first day of employment, new employees will be given 60 days to submit a formal request for advanced step placement.Employees who have experience and education that greatly exceed the minimum qualifications may be considered for placement on steps above A. ONLY INFORMATION ON YOUR APPLICATION WILL BE USED TO DETERMINE ADVANCED STEP PLACEMENT. Transcripts, certificates, and additional references or materials may be requested for verification purposes.

• I confirm that I have read, understand, and accept the above terms

03


Select the option below that best corresponds with your employment status:

• I am a current employee of SMMUSD
• I am a former employee of SMMUSD
• Neither of the above

04


If you are a current or former employee of SMMUSD, please list the year you were hired and your classification title(s).


If you are not a current or former SMMUSD employee, type N/A.
05


Select the option below that best describes your highest level of education completed: NOTE: In order to be considered for the opportunity, you must have three (3) years of experience related to payroll, accounting, and/or financial record keeping. IF you have less than the required experience, you may substitute two (2) years of experience with two (2) years of additional education, equivalent to a minimum of 16 college semester units in business administration, accounting, finance, and/or a related field. IF YOU ARE SEEKING TO SUBSTITUTE ADDITIONAL EDUCATION FOR EXPERIENCE, YOU MUST PROVIDE PROOF OF DEGREE AND/OR TRANSCRIPTS. FAILURE TO DO SO WILL RESULT IN THE REJECTION OF YOUR APPLICATION AND/OR PREVENT YOU FROM MOVING FORWARD IN THE SELECTION PROCESS.

• High school diploma or recognized equivalent
• Some college coursework
• Associate's degree
• Bachelor's degree
• Master's degree
• Doctorate degree
• None of the above

06


Select the option below that best corresponds with the amount of FULL-TIME experience you possess related to payroll, accounting, and/or financial record keeping :

• I do not have experience in this area
• Some experience but less than 1 year
• 1 year but less than 2
• 2 years but less than 3
• 3 years but less than 4
• 4 years but less than 5
• 5 years or more

07


Please provide a thorough description of your work experience related to payroll, accounting, and/or financial record keeping .In addition to listing the SPECIFIC DUTIES PERFORMED, be sure to include the name of the organization(s) in which you gained the experience, dates of employment, and your job title.If you do not have experience in this area, please list "NA." PLEASE NOTE: Your response will be used to evaluate if you meet the minimum qualifications.
Required Question