In House Only-Payroll Analyst

Definition

DEFINITION:

Under direction, the Payroll Analyst leads the timely preparation and generation of District payrolls; assures the accurate calculation, recording and balancing of financial and statistical data; provides information and assistance to District personnel regarding payroll issues and questions; trains, supervises, evaluates, and provides technical work direction to assigned staff., Assists with the implementation and application of District and County policies and Federal and State regulations as they apply to the preparation and processing of payroll for all District employees; assists the Payroll Systems Manager with specialized payroll reporting and all other functions of the Payroll Department.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

1. Responsible for performing the most advanced level of duties and responsibilities, involving the exercise of independent judgment, technical knowledge and initiative, with a minimum of direction and supervision.
2. Responsible to oversee and audit the daily operation of the Payroll Department to assure the timely and accurate computation and processing of all payrolls for District employees, performing the more complex and specialized payroll support functions for both classified and certificated payrolls.
3. Responsible for coordination of workflow, resolving and troubleshooting problems involving district-wide payroll processing.
4. Assist in all payroll activities involved in the preparation, audit, and maintenance of District payroll transactions; coordinate and assist colleges payroll-related matters.
5. Assemble, tabulate, extend, balance and post District payrolls and related data; examine payroll transactions for accuracy and completeness including rate of pay, category of payments and account numbers; evaluate discrepancies in payments or records and perform adjustments as required; post, monitor and audit vacation and sick leave usage.
6. Coordinate processing of payroll deductions for health and welfare benefits, disability and worker's compensation with the Benefits Department, Office of Human Resources and the Worker's Compensation unit of the Risk Services Department.
7. Process, monitor and audit all payroll deductions for tax sheltered annuities, interacting with employees, tax sheltered annuities agents and companies to ensure good recordkeeping and compliance with current IRS tax laws.
8. Communicate with management, departmental payroll coordinators and other district staff regarding payroll reporting documents and time reporting procedures.
9. Interpret policies and procedures from bargaining unit contracts, State Education Codes, Orange County Department of Education, retirement agencies, and the Office of Human Resources; respond to requests for information and assistance from employees, management, outside agencies, and the public.
10. Operate computer terminal in the maintenance and updating of employee records, and time reporting; perform data entry and retrieval and generate reports.
11. Audit retirement compliance including coding, system eligibility and tracking.
12. Maintain and audit both the District and Orange County Department of Education payroll/personnel databases.
13. Maintain payroll deadlines in coordination with campus, Office of Human Resources, and Orange County Department of Education.
14. Responsible for training payroll functions and coordinating and overseeing the workflow within the department and directing the work of other payroll staff members.
15. Research complex payroll issues for proper treatment.
16. May assist with timesheet preparation and other payroll processing functions when assigned.
17. Perform other related duties as assigned.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS:

Knowledge of :

1. School District payroll system and procedures.
2. Principles and practices of payroll accounting and auditing, assuring compliance with complex payroll regulations relating to county procedures, District policies, educational code laws, retirement reporting and collective bargaining units.
3. Rules, regulations and procedures of the Public Employees Retirement System (CalPERS) and California State Teachers Retirement System (CalSTRS).
4. Employee deductions concepts and practices.
5. Data processing related to payroll.
6. Public relations, dealing with difficult people.
7. Basic research principles and procedures and problem resolution.

Ability to:

1. Communicate effectively in both oral and written form.
2. Perform specialized technical payroll work requiring independent judgment and initiative.
3. Train, coordinate, and oversee the work of others; plan and prioritize work to meet deadlines.
4. Analyze problems and functions and develop and effective course of action.
5. Respond to request and inquiries from District employees, government agencies and the public.
6. Interpret and apply laws, rules and regulations related to payroll procedures.
7. Establish and maintain cooperative working relationships with those contacted in the course of work.

Education and Experience :

1. Possession of four (4) years college-level course work equivalent to a bachelor's degree in accounting.
2. A minimum of four (4) years progressively responsible payroll experience, preferably in an educational setting.
3. Or a combination of education and experience that would provide the required equivalent qualifications.

DESIRABLE QUALIFICATIONS

1. Significant job related experience in payroll finance and payroll accounting in an educational environment.
2. Knowledge of general regulations, laws, and policies and procedures pertaining to payroll processing activities of the California Community Colleges.
3. Experience with Ellucian Banner, accounting software and report writing software.
4. Experience in overseeing and training staff.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Sit for long periods of time performing data entry (repetitive motions).
• The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Conditions of Employment

This is a full-time, 12-month per year, Classified position. The normal hours of work will be 8:00 am to 5:00 pm, Monday through Friday. The effective date of employment will be arranged with the supervisor. The District reserves the right to extend, modify, or eliminate this position based upon available funds.

• 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.
PAY PHILOSOPHY:
Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

ATTENTION : Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310 (Download PDF reader)) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.
APPLICATION REQUIREMENTS: To be considered for this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:

1. A complete Coast Community College District Online Employment Application .
2. A current resume (uploaded as a separate attachment - PDF recommended).
3. A cover letter (uploaded as a separate attachment - PDF recommended).
4. Answers to all supplemental questions (please provide clear and detailed responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put 'see resume' or 'N/A').

Submission of all required application information and materials is the responsibility of the applicant.
APPLICATION PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.
Information for TDD users is available by calling (714) 438-4755.
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate 'n/a' (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.
Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.
SELECTION PROCEDURES:

1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is required that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
3. 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.

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. Coastline, Golden West and Orange Coast College's enroll more than 60,000 students each year in more than 300 degree and certificate programs. 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 needs of a changing and increasingly diverse population.
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. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity and provide 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.