Payroll Specialist

Under the direction of the Payroll Manager, and the leadership of the Payroll Coordinator, the Payroll Specialist is responsible for accurate and timely payroll processing and close collaboration with HR, Benefits & Payroll staff to ensure efficient processing and accuracy of data. The Payroll Specialist will serve as the point of contact for general payroll related questions for Chemeketa employees, HR, and Payroll staff.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

Payroll

• Processes the monthly payroll, ensuring that pay is accurate, and completed within specified timelines, with limited direction according to the policies and procedures of the college
• Reviews contracts and time sheets to ensure the policies and procedures of the college are followed
• Clarifies, advises and provides training on pay policies and practices, works to resolve discrepancies
• Prepare payroll from coding of timesheets through the printing of pay checks and direct deposit statements and generating positive pay files and ACH direct deposit files for transmitting to the bank
• Totals hours reported on timesheets, calculates overtime and determines the correct pay rates
• Codes timesheets to match jobs; selects organization numbers and earn codes to ensure the correct hourly rates 
• Enters timesheet data in the system
• Balances payroll to edits, monitors for discrepancies, connects with supervisors to resolve discrepancies, and makes corrections
• Processes payroll by generating job submissions as assigned, closely monitors the accuracy of the parameters from the point of time entry through the process of the jobs (necessary to print paychecks and create direct deposit files); monitors that each step is successfully finalized and ensures output files match the payment records
• Analyzes pay, benefit deductions and leave balances to determine if pay discrepancy exists, calculates pay owed.  May issue manual checks as required by federal and state regulations, ensuring overtime and taxes are properly withheld
• Maintains database of payroll records, keeping individual records up-to-date; processes paperwork for new hires, payroll authorization changes, and other various documents and forms as assigned (including but not limited to W-4, and direct deposits
• May calculate and process pay advances and/or monitor the recovery of payments
• Calculates pay for various employee groups and individuals assigned to multiple job classifications in strict accordance to union contracts, government wage and hour laws, and college policy; calculations include regular pay, manual retroactive salary adjustment calculations, overtime and annualized salaries; verifies and maintains pay records and leave balances
• Understands all payroll processing functions and serves in the absence of any payroll staff member to ensure that all areas in the payroll department are covered
• Works under the direction of the payroll manager and payroll coordinator to ensure that all payroll activities are supported and completed accurately within the payroll timelines

Department Responsibilities

• Works effectively within a team environment including proactively sharing knowledge, positively managing relationships with co-workers, and working collaboratively to support team members in delivering excellent customer service and meeting department objectives
• Maintains knowledge of all aspects of federal and state regulations, labor laws, college polices and collective bargaining contracts, as applicable for processing payroll 
• Provides customer service to college staff/student employees and outside agencies
• Communicates technical and confidential information and responds to requests for clarification and interpretation of data
• Uses available technology to create reports and review data
• Assist with the annual audit; collects documents for audit and reviews accuracy of data
• Completes employee verifications and responds to garnishments and other court orders as required

Sick Leave Eligibility

• Determines the eligibility for the use of sick time as required by the Oregon State sick time regulations and college collective bargaining agreements
• Reviews timesheets submitted for sick time and accurately code timesheets for the use of the available leave
• Reviews leave records to determine if time requested is available, making sure that the program inserted the leave records and determining when and how to adjust the leave balances for manual payments, to ensure the records are maintained accurately

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

High School Diploma or equivalent

-AND-

One year of college level accounting or formal training in payroll (relevant work experience will substitute for college level training on a year-for-year basis)

-AND-

Core Competencies:

• Knowledge of State and Federal employment laws and regulations
• Proficient use of 10-key calculator is required
• Ability to deal effectively with students, staff, and the general public
• Ability to understand and carry out oral and written directions and to work independently with accuracy and speed
• Ability to manage multiple tasks and prioritize work load
• Ability to work in fast paced environment with distractions, changing priorities and strict time limits
• Ability to analyze and interpret data for accuracy
• Must be proficient in use of computers, including familiarity with spreadsheet and word processing software
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications:

• Associate Degree
• Accounting coursework
• Bilingual English/Spanish

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment of the B3 band and grade
• Please note: The college is currently undertaking a comprehensive classification and compensation study.  No employee will lose base pay because of this study, however, classification titles and pay grades may change. The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Spring of 2025.
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment. 
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS 

Sedentary Work:  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE 

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/ 

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.  

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

LEGAL COMPLIANCE

View our CTE Program Summaries & Admission Requirements (Download PDF reader).

Chemeketa Community College prohibits unlawful discrimination based on the following:

• Race
• Color
• Religion
• National Origin
• Sex
• Marital Status
• Disability
• Protected Veteran Status
• Age
• Gender
• Gender Identity/Expression
• Sexual Orientation
• Pregnancy
• Whistleblowing
• Genetic Information
• Domestic Abuse Victim
• Expunged Juvenile Record
• Injured Workers
• Protected Hairstyle (CROWN Act)
• Victims of Domestic Violence (Sexual Assault, Stalking, and/or Harassment)
• Political Affiliation or Belief
• Tobacco Use During Work Hours
• Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with the individual’s rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. 

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees 

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Patrick Proctor, Associate Vice President of Human Resources. Ph: 503.315.4586

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix. 

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer, Patrick Proctor, at 503.315.4586, 4000 Lancaster Dr. NE, Salem OR 97305.  

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600. 

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.315.4586 or email patrick.proctor@chemeketa.edu.

Salary : $45,192 - $69,060