What are the responsibilities and job description for the Payroll Specialist position at Mount Hood Community College?
Job Summary and Responsibilities/Duties
For best consideration, please submit your application materials by April 27, 2025.
Job Summary
Performs duties necessary for the accurate calculation, audit, and analysis of wages, maintenance of payroll records, and distribution of payroll reports and withheld monies for all College employees. Provides customer service to employees by functioning as the primary contact for payroll.
Schedule
Monday through Friday during standard business hours. Work is performed on site at the Gresham, OR campus.Essential Duties
- Calculates pay for individuals in various employee groups and classifications in strict accordance to union contracts, government wage and hour laws, and college policy. Verifies and maintains pay records.Calculates and prepares unscheduled manually issued checks.
- Provides customer service to college staff, students, and external agencies. Investigates, analyzes, and resolves requests and concerns promptly. Refers issues to other staff as appropriate, and escalates issues as needed.
- Run varies payroll processes to ensure timely employee pay. Uploads hours into CX time entry, enter LWOP and overtime, processes faculty load, and performs other payroll inputs as needed. Runs and verifies payroll trials.
- Audits and balances payrolls with source documents. Reviews and researches discrepancies, and processes direct deposits and check functions
- Maintains payroll deductions in accordance with union contracts, college policy and legal requirements.
- Responds to assigned internal and external audit requests.
- Assists with preparation of W-2s.
- Stays informed of changes in laws, regulations, and bargaining agreements relevant to payroll for the various types of college employees.
- Develops, recommends, and refines documentation of payroll processes, and streamlines manual procedures.
- Performs general ledger account reconciliations; distributes payroll reports; reconciles and processes payment for benefit invoices and payroll deductions.
Additional Duties
- Pays payroll-related liabilities and completes payroll tax and information returns as assigned.
- Performs document imaging.
- Performs all other related duties as assigned.
Minimum and Desired Qualifications
Minimum Qualifications
- High school diploma or GED
- Three (3) years of payroll experience
- Intermediate skills using Microsoft Excel
Additional education may be substituted for up to one (1) year of the experience requirement.
Preferred Qualifications
- Associate degree in accounting or related field
- Certified Payroll Professional (CPP) or other nationally recognized payroll certification
Additional Qualifications and/or Knowledge, Skills and Abilities (KSAs)
Knowledge, Skills and Abilities (KSAs)
- High degree of tact and diplomacy when interacting with college employees, retirees and students
- Verbal, interpersonal, and written communication skills
- Customer service skills
- Ability to work with a diverse population
- Knowledge of filing, keyboarding, ten-key, and standard office equipment such as phone, fax and copy machine.
- Knowledge of and compliance with applicable federal, state, and local regulations, accrediting commissions, licensing requirements, and administrative regulations and Board policies as appropriate.
- Knowledge of and compliance with the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA) privacy rules.
- Ability to build and maintain collaborative, working relationships with College employees, and students.
- Ability to understand and apply policies, rules and regulations
- Ability to be flexible, manage multiple tasks and shifting priorities, work under pressure and meet deadlines while remaining detail-oriented
- Ability to work independently, be self-directed and work as a member of a team
- Ability to maintain confidentiality
- Ability to handle multiple tasks, priorities and changing deadlines
Working Conditions and Important Information
Working Conditions
This is an on-site position. Work is typically performed in an office environment while sitting at a computer terminal. Frequent repetitive hand/wrist motion for data-entry and keyboarding functions. Work pressure and workflow disturbances are expected. Works assigned schedule, and exhibits regular and predictable attendance. As directed to meet workload demands, works outside of typical schedule including evening/weekend hours.
Salary
Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the applicable Handbook or Collective Bargaining Agreement. Please include allrelevant full and part-time experience in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.
Important Information
MHCC only accepts applications through our online application system at http://agency.governmentjobs.com/mhcc/default.cfm. For technical assistance, please call 855-524-5627.
Please note: We do not request or read letters of recommendation. Also, it is not necessary to upload a large number of documents with your materials. We are looking for the required documents and perhaps one or two additional documents of your choosing (optional). Faculty applications require a current resume, cover letter and official transcripts (copies are fine for application purposes) and/or any required certificates or licenses.
Position subject to budget consideration and approval.
Final candidates will be subject to a criminal background check as part of the employment process.
MHCC is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.
MHCC provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235; OAR 105-040-0010 and 105-040-0015.
Qualifying veterans and disabled veterans may obtain preference by submitting as verification of eligibility a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) or a letter from the US Dept. of Veteran's Affairs indicating receipt of a non-service connected pension to your application. Disabled Veterans must also submit a copy of their Veteran's disability preference letter from the Dept. of Veteran Affairs, unless the information is included in the DD Form 214 or 215.
If you are seeking this preference, appropriate documentation must be provided at the time of application. You may submit an electronic copy in the document upload area of the application in the section marked "veterans' preference document," or fax to 503-491-7257 or mail to Human Resources, Mt. Hood Community College, Gresham, OR 97030. If you do not have your documentation, you may request it through your Veterans' Administration Office.
Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three working days prior to the date of need.
Mt. Hood Community College is an Equal Opportunity Employer that actively supports workforce diversity.
The following is a brief description of the benefits offered by Mt. Hood Community, this is intended to be a summary only – any errors or omissions are unintentional. Please refer to benefit booklets, plan documents, college policy and regulations for more detailed information. Greater detail regarding fringe benefits is available in the Classified Association Bargaining Agreement.
COLLEGE PAID BENEFITS
Health Benefit Options
MHCC is a member of the Oregon Educators Benefit Board (OEBB) which administers Medical, Dental, Vision, Life Insurance, Accidental Death & Dismemberment (AD&D), Long Term Disability (LTD) and Employee Assistance Plan (EAP). New employee Fringe Benefits are effective the first day of the month following date of employment. Available medical, dental and vision plans and rates are available on the MHCC intranet, under Human Resources/Benefits.
MHCC will only pay the premium portion for medical, dental and vision coverage for your spouse/domestic partner and/or eligible dependents if they are not covered under another policy.
If you elect to have double coverage for a spouse/domestic partner or eligible dependent, you will be required to have the premium associated with the double coverage deducted out of your payroll check each month.
Important Retirement Information:
Make sure you are enrolled in the medical, dental and/or vision plans you want when you retire. Retirement is not considered a Qualified Status Change (QSC) so you cannot add or change plans at the time of retirement.
In order to ensure that a spouse/domestic partner and/or eligible dependent can be covered when you retire you will need to enroll them on MHCC's policy at the open enrollment period prior to your retirement date even though they may be covered under another policy. The College will waive the double coverage premiums when an employee is adding a spouse/domestic partner and/or eligible dependents during open enrollment period prior to the employee’s anticipated retirement date for that plan year.
Other College Paid Insurances
- Life Insurance=Coverage = $50,000
- Accidental Death & Dismemberment (AD&D) Coverage = $50,00
- Long Term Disability (LTD)
Public Employees Retirement Plan (PERS)
Consistent with PERS rules, the employee contributes 6% of their gross salary into an Individual Account Program (IAP) with PERS. The contribution is set up automatically. At the time of retirement, based on one of the following programs, a monthly pension benefit is calculated. Please refer the Public Employees Retirement System (PERS) website for detailed information on retirement benefits: http://oregon.gov/PERS/.
Public Employees Retirement System – Tier One/Tier Two
Hired by a PERS employer before August 28, 2003 and have an active account.
Oregon Public Service Retirement Plan - OPSRP
Hired on or after August 28, 2003 and do not have active account in the PERS Program.
Tuition Waiver Plan
The College will maintain the Tuition Waiver Plan for employees, their spouses, and their dependents through age 23 who qualify as dependents. Employees and their spouse/domestic partner will pay only course specific fees. Instructional fees for work-related classes taken by an employee at the request of the supervisor will be waived.
Employee Assistance Program (EAP)
MHCC’s Employee Assistance Program (EAP) is through Canopy which provides services to help people privately resolve problems that may interfere with work, family, and other important areas of life.
The EAP provides FREE (no charge for utilization) and confidential services to employees and their dependents, living at or away from home, and all household members, related or not. MHCC employees, spouses/domestic partner, dependents and their eligible household members have eight (8) free EAP services per new issue, including relationship, family, stress, anxiety, and other common challenges. Employees must get a referral from the EAP for each issue for services to be covered. Find more information about our Employee Assistance Program (EAP) here.
Use of MHCC Swimming Pool
Full-time employees and dependents have free access to the MHCC swimming pool during open recreation sessions. Swimming classes through the American Red Cross Learn-to-Swim program are not free under the tuition waiver plan or the swim pass. Employees are responsible to pay for the classes.
Vacation
Scheduling and Use of Vacation Leave
Vacation time may be taken only with the prior approval of the supervisor and cannot be granted before it is accrued unless it is to the mutual benefit of the College and the employee.
All employees must request vacations to the employee’s supervisor in writing not less than two (2) weeks in advance for approval to use more than two (2) days, and not less than one
(1) week in advance when requesting two (2) days or less. This advance notice requirement may be waived in the sole discretion of the employee's supervisor.
R evised: 3/21/2025
A department may delineate specific periods during the year when, due to operational need, vacations may not be approved. Outside of those periods, if a vacation request is denied, the employee and supervisor will immediately discuss a reasonable alternative time for vacation. If the delay results in an employee’s accrual exceeding maximum limits as defined in the chart below, during the next three months, the employee will be paid forty (40) hours of vacation in their next regular pay distribution. The hours paid will be deducted from the accrued vacation time.
Vacation Accruals
Vacation time will begin accruing from the first day of employment with the College. Classified employees will accrue vacation on a monthly basis. The vacation accrual rates are as follows for full-time employees who remain employed for twelve (12) months.
Employees working less than twelve (12) months or less than full-time will accrue vacation on a prorated basis, based on the percentage of full-time worked or the percentage of the year worked by the employee.
An employee’s total balance of accrued vacation may not exceed two (2) times their annual maximum accrual rate.
Separation from Employment
In case of an employee’s termination or resignation, accrued vacation pay will be included in the employee’s last check except if the employee has not completed their probationary period.
Sick Leave
At the time of hire, employees will receive eighty (80) hours of sick leave. Thereafter, employees will accrue sick leave at the rate of one (1) day per full month worked. Sick leave will be available to employees as it is accrued. Those employees who are not employed on a twelve (12) month basis will accrue sick leave on a prorated basis of actual time worked. Employees who work less than full-time will accrue sick leave on a prorated basis, based on the percentage of full-time worked, excluding overtime hours worked.
Holidays
The term “holiday” means each of the following days:
Any other day observed by the College as a legal holiday. If a holiday falls on Saturday, Friday will be a paid holiday. If a holiday falls on Sunday, Monday will be a paid holiday.
Additional Information
Detailed information regarding all Classified Employee benefits are available in the Classified Bargaining Agreement.
26000 SE Stark St.
Gresham, Oregon, 97030
Salary : $54,070 - $74,849
