Payroll Technician

Summary
Ensures the timely preparation and maintenance of payrolls for administration, faculty, and support staff. Maintains records and prepares reports related to payroll. Performs technical and clerical accounting and financial record keeping activities involving the preparation, processing, and maintenance of the payroll.
Distinguishing Career Features
The Payroll Technician is considered to be an intermediate level in a technical Payroll career ladder. The emphasis on this position goes beyond payroll processing to include audit of records, computation of special arrangements, and reconciliation of retirement balances. Advancement to this level requires a complete understanding of academic and classified payroll systems and the laws, regulations, and reporting requirements. Advancement to Payroll Analyst requires the ability to audit and update payroll systems and coordinate all payrolls.
Essential Duties and Responsibilities
Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:
1. Sets up and maintains employee payroll records. Ensures records are up-to-date and include the necessary job and biographical information for accurate group benefit and retirement plan coverage and deductions.
2. Prepares regular and variable payrolls for administrative, academic, classified and student personnel. Prepares retirement reports. Computes payroll deductions including those for retirement, union dues, tax sheltered annuities, credit union, withholding taxes and insurance.
3. Verifies accuracy of individual employee benefit rates, calculating unused portion of allowable benefit cap. Sets up and maintains payroll vendor files for various benefits and miscellaneous deductions.
4. When initiating payroll accounts for new employees, places employees on the retirement systems according to placements made through the hiring process.
5. Maintains records for unfunded payroll, benefits, retirement, and related liabilities. Records transactions, balances, issues refunds, and otherwise accounts for funds.
6. Reconciles monthly insurance statements with payroll rosters to balance with vendor checks. Makes necessary changes to correct employee status and plan selected.
7. Researches insurance billing records to resolve discrepancies. Corresponds with insurance carriers to assist employees and retirees with benefits issues.
8. Calculates pay data and benefits arrangements for employees leaving service, retirees, and special circumstances. Reconciles voluntary employee deductions and payments for payment to third party insurers.
9. Ensures payroll timelines are met, maintains payroll controls, and ensures proper procedures, policies, rules, and regulations are applied to payroll activities. Checks payrolls for compliance with rules, regulations and policies.
10. Maintains leave and absence tracking files, complying with established policies and procedures and bargaining agreements. Assigns employees to leave groups, verifies and prepares reports on leave balances. Calculates amounts payable from excess leave and compensatory time.
11. Interprets and explains payroll policies, procedures, and technical issues to employees, referring only the most difficult and sensitive matters to higher authority.
12. Audits and updates regular and supplemental payrolls adding payroll information for new employees and calculating proper deductions on an 'as-needed' basis.
13. Assists accounting staff with the reconciliation of payroll system details to general ledger. Prepares document trails to support audit requirements.
14. Prepares retirement and withdrawal forms and reports for both academic and classified pay systems.
15. Verifies and facilitates the process of transferring payroll account information and/or payments to education oversight agencies, insurance companies, and financial institutions.
16. Participates in activities connected with the maintenance of automated payroll systems using relational databases.
17. Prepare Verification of Employment (VOE) for employees showing salaries, benefits and deductions.
18. May train and audit the work progress and results of District payroll processes. Reviews work, answers questions, and assists with the more complex computations.
19. Performs other related duties as assigned that support the objective of the position.
20. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Knowledge and Skills
1. The position requires a thorough knowledge of the laws, regulations, and procedures that govern payroll and payroll processing.
2. Requires a working knowledge of accounting procedures used in education and general ledger record keeping.
3. Requires working knowledge of employer-sponsored and state mandated retirement and capital accumulation programs.
4. Requires an in-depth technical knowledge of the District’s automated administrative system, or of integrated/automated payroll/personnel systems in general.
5. Requires sufficient human relations and communication skills to convey personal and technical information to all levels of staff, to train payroll and non-payroll staff, and to facilitate problem resolution.
6. Requires working knowledge of computer-aided office productivity software and special accounting/payroll software using relational databases.
7. Requires advanced math skills sufficient to perform complex payroll calculations and conversions.
8. Requires reading skills sufficient to read codes, regulations, and tax laws.
9. Requires well-developed writing skills for reports and procedures.
Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to maintain accurate payroll records and prepare accurate tax returns.
3. Requires the ability to learn and apply laws and codes governing payroll and retirement systems in California, as well as policies, procedures and contractual arrangements of the District and its colleges.
4. Must be able to prepare clear, complete and concise financial records and analyze payroll and accounting data and prepare financial statements pertaining to the area of specialization.
5. Requires the ability to learn the District’s chart of accounts and reconcile payroll to general ledger.
6. Requires the ability to conduct technical research, complete complex arithmetic computations and prepare reports.
7. Requires the ability to use a range of personal computer software such as spreadsheets, word processing, and databases.
8. Requires the ability to extract data from databases and import into formats that produce reports, checks, and are remitted to other organizations.
9. Requires the ability to ensure the confidentiality of private information.
Physical Abilities
1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
2. Essential functions will vary by position.
3. As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.
Education and Experience
The position requires a High School diploma or GED, one year of post-secondary curriculum in a business or related course of study, and four years of experience in payroll processing.
An Associate’s degree in business/accounting is preferred and may be substituted for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.
AND
Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom.
Licenses and Certificates
May require a valid driver license.
Working Conditions
Work is performed indoors where minimal safety considerations exist.

Note:  Applicants must be authorized to work for ANY employer in the U.S.   We are unable to sponsor or take over sponsorship of an employment VISA at this time.

This is a full-time, 40 hours a week, 12-months per year classified position. The normal hours of work will be Monday through Friday from 8:00 a.m. to 5:00 p.m., with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs.  The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee. (Salary Schedule:  EE-117)

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910) 
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable). 

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

Selection Procedure

• All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
• Applicants wishing to apply for more than one position must submit separate application materials for each desired position.
• Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.
• If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense . 
• During the interview, candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise, or hands-on practical. 
• Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.
• The search committee will rate the candidate's responses to the interview questions, the demonstration/presentation, and the applicable writing exercises and/or hands-on practicals. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview.
• The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews.
• The campus President will make the final recommendation for employment to the Board of Trustees.
• The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment.
• Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment.
• The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.

The SELECTED CANDIDATE is required to complete the following prior to employment:

• Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
• Have fingerprints taken by a Live Scan computer at the candidate’s expense (Clearance must be received prior to the first day of employment).
• Present original documents for proof of eligibility to work in the United States including a Social Security Card; AND
• Participate in a new hire onboarding appointment with an Employment Services Representative.

Coast Community College District is an Equal Opportunity Employer
 The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.
   
 The Coast Community College District is a multi-college district that includes Coastline, Community College,  Golden West College ,  and  Orange Coast College .  The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services. 

Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population. 

Coast Community College District Title IX:

https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx
 
 This direct link 2023 Coast Community College District Annual Security and Fire Safety Report (Download PDF reader) (Download PDF reader) (Download PDF reader)  is the 2023 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2020, 2021, and 2022 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices.  Please contact any of the Campus Safety Offices for any questions regarding the report.