Payroll Specialist

Salary : $56,000.00 - $70,940.00 Annually

Location : 800 College Ave, Weed

Job Type : Full-Time

Job Number : 202200116

Department : Fiscal Services

Opening Date : 11 / 19 / 2024

Closing Date : Continuous

Description

PAYROLL SPECIALIST

FIRST REVIEW DATE DECEMBER 10, 2024 - OPEN UNTIL FILLED

4,531 TO $5,739 PER MONTH

56,000 TO $70,940 PER YEAR

12 MONTHS / 40 HOURS A WEEK POSITION

BASIC FUNCTION :

Under the direction of an administrator or manager, performs specialized technical duties in the preparation and processing of payroll; ensures that employees are paid accurately and on a timely basis as established by payroll deadlines; prepares and maintains a variety of financial and statistical records; prepares and reconciles Public Employee Retirement System (PERS) and State Teachers Retirement System (STRS); creates federal and state payroll tax payments and reports, and other documents as required.

DISTINGUISHING CHARACTERISTICS :

The Payroll Specialist is responsible for processing the College's payroll and reporting information to government agencies, external organizations, and banking organizations in the form of tax and retirement reporting; monitors and tracks deductions and payments to various federal, state, and local agencies; compiles data for reporting of retirement contributions and garnishments.

Key Duties & Responsibilities

ESSENTIAL RESPONSIBILITIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and / or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Essential responsibilities are designated by

• Organizes, prepares, calculates, monitors, and generates payroll for assigned employee groups including administrators, management, faculty, classified, and temporary, short-term, student employees; generates payroll checks, creates and submits direct deposit files.
• Processes additional payroll transactions as needed and determines if transactions are generated as part of the regular payroll or as an adjustment; tracks adjustments; monitors and updates spreadsheets and reports to assist with each month's payroll; tracks timesheets for part-time faculty and addresses any issues and / or conflicts with timesheets and contracts issued; informs Instruction Office of errors / issues on contracts that have been generated.
• Researches and tracks Public Employee Retirement System (PERS) members, PERS membership plans and appointments to assist Human Resources (HR) with correct deductions set up for employees; creates monthly report for PERS members to determine contributory status; contacts PERS regarding contributory status when or if questions arise; monitors State Teachers Retirement System (STRS) members' deduction plans; informs HR on deduction adjustments needed.
• Reads, interprets, and applies laws, codes, regulations, and policies pertaining to payroll aspects of retirement systems (PERS and STRS), 403b, tax withholding, benefit deductions, wage attachments, overtime and compensatory time, and contract payment computation; updates district-wide employee records for taxes, benefits, organization dues, Tax-Sheltered Annuity Plan (TSA), credit unions, and other deductions as authorized.
• Maintains current knowledge of federal, state, and District policies, rules, and codes related to payroll functions.
• Submits direct deposit requests as pre-notes to banking institutions; reviews HR's payroll notes to ensure accuracy; reviews and approves information entered.
• Tracks a variety of paid leaves, including but not limited to vacation, sick, extended sick, and COVID leaves used by employees; reviews, verifies, and adjusts payroll entries to post to appropriate leave budgets.
• Anticipates employee deductions to be changed and / or corrected before next payroll cycle; addresses all technical issues that occur within the District's database; creates and issues Action Line Tickets with Ellucian and Evisions when necessary; provides detailed information for the tickets and performs testing to resolve issue(s) when necessary; tests District database upgrades and addresses issues created with upgrades.
• Communicates with Information Technology (IT) related to the need for upgrades to be installed for year-end information as well as new tax tables each year.
• Verifies payroll changes entered by HR are accurate, complete, and compliant with established guidelines.
• Reconciles payroll deductions, payment vouchers, quarterly payroll tax reports, 403b contributions, and W2 reporting.
• Partners with HR related to a variety of payroll activities, including but not limited to Parity Pay, STRS / PERS deduction rates attached to Parity Pay positions; STRS excess contribution refunds, employee notifications related to contribution refunds, and generates, prepares, and provides various payroll reports.
• Tracks, updates, and maintains part-time faculty sick leave balances; tracks part-time faculty contracts to ensure approval and processing; makes corrections and / or adjustments to employee records related to PERS and STRS refunds and repayments.
• Monitors collective bargaining agreement union dues, maintains employee balances, and reconciles W-2 data on a monthly basis; maintains compensatory time balances for employees, completes and files quarterly payroll reports, submits wage and employee information to the Social Security Administration (SSA) on a quarterly basis to verify data for W-2 reporting.
• Prepares and processes paycheck cancelations, reversals, reissues, advances, and stop payments, as necessary.
• Generates and submits Work Study reports to the Financial Aid Office, as required.
• Creates and maintains the payroll schedule in the District database, including but not limited to paid holidays for each employee class; provides report of pay day schedule to WebLinks.
• Calculates and processes a variety of levies, advances, worker's compensation, garnishments, and other adjustments as needed.
• Submits required information as requested related to internal and external audits associated with STRS, 403b accounts, Employment Development Department (EDD) and benefit audits.
• Communicates with District personnel to coordinate payroll activities and deadlines; resolves issues and forwards to supervisor as appropriate; communicates with outside organizations and / or agencies as needed.
• Responds to earning verification requests; assists with audits as needed; provides payroll data and information to HR for reports; responds to inquiries regarding payroll issues and / or concerns; interprets and explains laws, ordinances, regulations, policies, and procedures.
• May provide work direction to student assistants, student workers, and / or short-term, temporary staff.
• Performs related duties that support the overall objective of the position.

Minimum Qualifications

MINIMUM QUALIFICATIONS

EDUCATION EXPERIENCE :

Other Details

DESIRABLE QUALIFICATIONS :

LICENSES AND OTHER REQUIREMENTS

KNOWLEDGE, SKILLS, AND ABILITIES :

Knowledge of :

Ability to :

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this class.

Physical Demands

While performing the duties of this classification, employees are regularly required to sit or stand for extended periods of time; talk or hear in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; and reach with hands and arms; bend at the waist, kneel or crouch to file materials.

Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors, and the ability to adjust focus.

Employees are frequently required to walk and stand and occasionally lift up to 25 pounds.

Mental Demands

While performing the duties of this classification, incumbents are regularly required to use written and oral communication skills; read and interpret data information and documents; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work under changing intensive deadlines on multiple concurrent tasks; and interact with District administration, management, staff, students, vendors, the public, elected officials, and others encountered in the course of work, some of whom may be dissatisfied or disruptive.

Work Environment

The work environment described herein are representative of those an employee encounters while performing the essential functions of this classification. Incumbents in this classification may encounter frequent interruptions by college personnel, students, and the public.

Employees work under typical office conditions with constant interruptions; noise levels may vary depending on activities of the office, division, or department.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Americans with Disabilities Act (ADA) requires us to identify the essential (

Diversity Statement

Adopted May 2023

College of the Siskiyous (Siskiyous) acknowledges and condemns the history of colonization of the Indigenous Tribes who originally inhabited the land on which our institution stands. We acknowledge their continued existence and wisdom regarding this place and area.

It is our mission and vision to foster a community that is inclusive, responsive and supportive of all of its members equitably. It is important for our students and staff to understand the history of our area, acknowledge the past, collaborate with our communities, and facilitate course work which empowers our students with the tools to lead with respect.

All members of the College community are responsible for creating, maintaining, and developing a learning environment in which differences are embraced, sharing is encouraged, equity is sought, and inclusiveness is practiced. We will continually assess our progress to ensure that diversity initiatives disrupt and eliminate harmful policies within our college community. Siskiyous welcomes and embraces students and employees from all backgrounds including, but not limited to : ability or disability, age, ancestry, body type or size, citizenship or immigration status, economic status, educational status, employment status, ethnicity, food or housing insecurity, gender, gender identity, gender expression, incarceration experience, language, marital or partner status, military or veteran status, national origin, neuro-diversity, physical or mental health status, political affiliation, race or racial identity, religion, reproductive status, sex, and / or sexual orientation.

The College strives to ensure that its diversity initiatives are anti-racist and inclusive. Our ultimate goal is to eliminate oppressive policies within our College community.

SELECTION PROCESS

After the preliminary screening, selected candidates will be invited to the campus for an initial interview with the Search Committee. Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. The Search Committee will recommend finalists to the Superintendent / President for a final interview.

The District reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.

CONDITIONS OF EMPLOYMENT

Employees must satisfy all the pre-employment requirements prior to appointment that include, but are not limited to, tuberculosis clearance (EC 87408.6), fingerprint processing, and verification of their legal right to work in the United States. A pre-employment physical examination may be required.

Applicants requiring reasonable accommodations in completing the application or interview process must notify the Human Resources Office in advance.

College of the Siskiyous is an equal opportunity employer. The policy of the District is to encourage applications from ethnic and racial minorities, women, persons with disabilities and Vietnam-era veterans. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status as a Vietnam-era veteran, ancestry or political or organizational affiliation.

College of the Siskiyous is accredited by the Accrediting commission for Community and Junior Colleges of the Western Association of Schools and Colleges.

The District offers a competitive benefits package including medical, dental and vision coverage to full time employees and qualified dependents. In addition, the District provides vacation, sick leave and paid holidays. The employee participates in CalPERS through District and employee contributions.

Salary : $56,000 - $70,940