Payroll Assistant (One or More Positions) (Lateral and External)

Posting Details

Link to job brochure: Classification Title Payroll Assistant Job Category: Classified Staff Job Open Date: 01/19/2021 Job Close Date: Initial Screening Date 04/12/2021 Position ID: P0014870 Job Open ID: REQ8841 Position Title: Payroll Assistant (One or More Positions) (Lateral and External) Location 30-District Department Administrative and Business Services - Administration (Dist-013-000) Term: 12 Months/Year Salary Schedule Link: Click here for current Salary Schedules Pay Basis: Monthly Pay Range: 121 - $2,646.87 per month % of Range: 62.5% Hours per week: 25 Work Schedule Monday - Friday (9:00 AM – 2:00 PM) Receives Benefits: No Classification Benefits:

The District provides California Public Employees Retirement Systems (CalPERS) retirement, sick leave, personal necessity leave, vacation and holiday benefits for part-time bargaining unit employees.

Position-Specific Benefits: Additional Position Information: Permanent link to posting https://jobs.socccd.edu/postings/11163
Summary Description:

Under supervision from the Payroll and Benefits Manager, performs specialized and routine clerical duties in support of payroll operations; provides clerical support related to time reporting and payroll data records; resolves routine payroll inquiries for all employee types.

Distinguishing Characteristics: Representative Duties:

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.

Assist Payroll Specialists in reviewing weekly time reports and absence requests submitted for completeness, accuracy, and appropriate documentation; reconcile discrepancies; verify balances, entries, calculations, and postings recorded by other workers.

Complete information from payroll records and generate and audit special reports related to payroll; prepare, monitor, and review reports to State agencies and District officials.

Assist in the collection of verification from employees for jury duty or overpayment of salary for submission to the District Payroll Department; assist in the processing of applications for emergency pay, lost warrant affidavit forms, and process stale dated warrants for submission to the District Payroll Department; distribute payroll warrants.

Code and input time reports into a computerized payroll system in a timely manner to meet established payroll deadlines; process data from a number of sources to record and input for payroll department processes; perform clerical accounting duties involved in the processing of the payroll.

Gather, examine and prepare payroll information and benefit materials for subpoenas request to Human Resources.

Provide first line customer service for the Payroll Department. Answer inquiries and respond to routine payroll questions and requests for information from administrative, management, academic, and/or classified staff, financial institutions, and the general public; communicate information in person or by telephone or e-mail where judgment, knowledge, and interpretation of policies and procedures are necessary. Identify and refer matters to the assigned supervisor or manager in order of priority.

Contact employees, supervisors, and staff to verify absence, leave, and employment status information for time reports.

Assist employees in navigating Employee Self Service portals absence, time tracking, and training information.

Perform clerical work, receive, open, stamp, distribute, and route mail; identify and refer matters to the administrator in order of priority.

Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.

Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, or verbal instructions; compose correspondence related to area of assignment.

Utilize various computer applications and software packages including word processing, spreadsheet, and database programs, as required; maintain and generate reports from a database or network system; operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Maintain employee payroll records and files, including deductions, W4s, tax withholding exemptions, garnishments, direct deposit authorizations, and time cards.

Manage scanning solution for online employee record retention system conversion.

Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested.

Update and maintain employee payroll records, and input related information to payroll databases, reports, records, and files; inspect files, records, reports, and databases for valid input.

Perform other related duties as assigned.

Knowledge of:

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Time reporting and time record processing practices and procedures.
Payroll rules, policies, and records affecting time reporting.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles and procedures of record keeping and filing.
Principles and practices used to establish and maintain files and information retrieval systems.
Methods and techniques of proper phone etiquette.
English usage, spelling, grammar, and punctuation.
Interpersonal skills using tact, diplomacy, patience and courtesy.
Principles, practices, and procedures of business letter writing.
Basic mathematical concepts.
Basic research methods and techniques.
Work organization and basic office management principles and practices.

Ability to:

Make arithmetical computations accurately.
Detect discrepancies in time records and take corrective action as necessary.
Learn and understand the organization and operation of the Payroll Department as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply payroll policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment and personal initiative.
Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.
Type or enter data at a speed necessary for successful job performance.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial records.
Implement and maintain filing systems.
Independently compose and prepare routine correspondence and memoranda.
Establish, review, and revise office work priorities.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work effectively with minimal supervision.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration, payroll, accounting or related field.

Experience:

Two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment. Prior payroll/time-keeping experience is desirable.

License or Certificate:

Possession of a valid California driver’s license may be necessary.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Work is performed primarily in a standard office setting.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT :

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

DISABILITY ACCOMODATIONS :

If you require special accommodations in the application and/or selection process, please notify District Human Resources ( DHR ) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.

CAMPUS CRIME AND SAFETY AWARENESS :

Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources ( DHR ) office upon request.

PLEASE NOTE :

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Additional Classification Information: Position Specific Benefits:

The District provides California Public Employees Retirement Systems (CalPERS) retirement, sick leave, personal necessity leave, vacation and holiday benefits for part-time bargaining unit employees.


Job Duties

Job Duties

Duties and Responsibilities

Assist Payroll Specialists in reviewing weekly time reports and absence requests submitted for completeness, accuracy, and appropriate documentation; reconcile discrepancies; verify balances, entries, calculations, and postings recorded by other workers.

Duties and Responsibilities

Complete information from payroll records and generate and audit special reports related to payroll; prepare, monitor, and review reports to State agencies and District officials.

Duties and Responsibilities

Assist in the collection of verification from employees for jury duty or overpayment of salary for submission to the District Payroll Department; assist in the processing of applications for emergency pay, lost warrant affidavit forms, and process stale dated warrants for submission to the District Payroll Department; distribute payroll warrants.

Duties and Responsibilities

Code and input time reports into a computerized payroll system in a timely manner to meet established payroll deadlines; process data from a number of sources to record and input for payroll department processes; perform clerical accounting duties involved in the processing of the payroll.

Duties and Responsibilities

Gather, examine and prepare payroll information and benefit materials for subpoenas request to Human Resources.

Duties and Responsibilities

Provide first line customer service for the Payroll Department. Answer inquiries and respond to routine payroll questions and requests for information from administrative, management, academic, and/or classified staff, financial institutions, and the general public; communicate information in person or by telephone or e-mail where judgment, knowledge, and interpretation of policies and procedures are necessary. Identify and refer matters to the assigned supervisor or manager in order of priority.

Duties and Responsibilities

Contact employees, supervisors, and staff to verify absence, leave, and employment status information for time reports.

Duties and Responsibilities

Assist employees in navigating Employee Self Service portals absence, time tracking, and training information.

Duties and Responsibilities

Perform clerical work, receive, open, stamp, distribute, and route mail; identify and refer matters to the administrator in order of priority.

Duties and Responsibilities

Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.

Duties and Responsibilities

Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, or verbal instructions; compose correspondence related to area of assignment.

Duties and Responsibilities

Utilize various computer applications and software packages including word processing, spreadsheet, and database programs, as required; maintain and generate reports from a database or network system; operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Duties and Responsibilities

Maintain employee payroll records and files, including deductions, W4s, tax withholding exemptions, garnishments, direct deposit authorizations, and time cards.

Duties and Responsibilities

Manage scanning solution for online employee record retention system conversion.

Duties and Responsibilities

Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested.

Duties and Responsibilities

Update and maintain employee payroll records, and input related information to payroll databases, reports, records, and files; inspect files, records, reports, and databases for valid input.

Duties and Responsibilities

Perform other related duties as assigned.

Documents Needed for Applying
Required Documents

1. Cover Letter
2. Letter of Recommendation 1

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have education equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration, payroll, accounting or related field?
   • Yes
   • No
2. * Do you have two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment?
   • Yes
   • No
3. * Please describe your customer service experience.
   
   (Open Ended Question)
   
   
4. * Please describe your experience and skillset using multiple application software, such as the Microsoft Office Suite of tools, specifically Excel.
   
   (Open Ended Question)
   
   
5. * Please Note: Official transcripts will be required upon offer of employment. Would you be able to provide official transcripts upon offer of employment?
   • Yes
   • No
6. * Have you been terminated from employment and/or released from probation at the South Orange County Community College District (SOCCCD)?
   • Yes
   • No
7. * If yes, please provide details.
   
   (Open Ended Question)
   
   
8. * Relevant current and previous experience, education, certifications, and/or other job related skill sets will be considered when determining salary placement. Does your application and/or supplemental documentation include all relevant current and previous experience, education, certifications, and/or other job related skill sets?
   • Yes
   • No