Senior Payroll Technician
Closing Date: 02/19/24*
*Any complete applications received after the review date will only be forwarded to the hiring committee at their request. This position will become Open Until Filled after the initial Closing Date. Any complete applications received while the position is Open Until Filled will be reviewed by the hiring committee only upon committee request.
Starting Salary: $6,320.88 (per month) plus excellent benefits; Salary Grade: C1-51
Full Salary Range: $6,320.88 - $8,468.24 (per month)
The Foothill-De Anza Community College District is currently accepting applications for the classified position above.
The Foothill - De Anza Community College District does not have a remote work policy. All employees are expected to be available to work in person and on-site per the requirement of the department
ABOUT THE DISTRICT
Foothill - De Anza Community College District, composed of two colleges and an education center, is one of the top performing districts in both California and the United States, and one of the largest, ranking seventh in size among the state's 72 districts, serving more than 58,500 students per year and with an operating budget of $180M unrestricted general fund. Consistent with its mission, the District has a strong commitment to equity and inclusion and incorporates those values in its policies, procedures, and operations, and in its leadership and service to students and the community. Publicly supported and locally oriented, the District fills an essential role in workforce development, continuing education, and skills preparation to meet the changing demands of the highly diverse surrounding population and business communities. The District's students and more than 2,000 faculty and staff enjoy an unparalleled quality of life in an ideal climate, with physically pristine and fiscally sound campuses that have earned their reputation for academic excellence.
Foothill - De Anza Community College District Mission Statement:
The mission of the Foothill-De Anza Community College District is student success and educational excellence. The district and its colleges provide access to affordable, quality educational programs and services that develop a broadly educated and socially responsible community that supports an equitable and just future for California and the global community. Every member of our district contributes to a dynamic instructional and learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. Foothill-De Anza is driven by an equity agenda and core values of integrity, inclusion, care for our students' well-being, and sustainability.
This position serves in a lead capacity in District Payroll. This position is responsible for processing complex payroll functions for faculty and may exercise technical and functional directions for the processing of other employee groups. This position requires in-depth experience in retirement reporting for large size institutions in the California State Teachers Retirement System (CalSTRS) and California Public Employees Retirement System (CalPERS) or other similar systems. This position must have thorough comprehension of the retirement laws and business rules, collections procedures, Board policies, and collective bargaining agreements for all employee groups with the ability to prepare and analyze complex payroll reports with accuracy including financial analytics. The incumbent will report to the Payroll Supervisor.
Under direction, coordinates the preparation, maintenance, and processing of the District's payroll; prepares, maintains, and distributes a variety of payroll records and reports; processes multiple payroll cycles to ensure employees are paid in an accurate and timely fashion and in accordance with their employment status and applicable laws, personnel rules and policies, California Public Employees Retirement System (CalPERS) and California State Teachers' Retirement System (CalSTRS) laws and reporting rules, collections procedures, Board policies, and collective bargaining agreements; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Payroll Supervisor. Exercises technical and functional direction and provides training to assigned staff.
This is the advanced journey-level class in the paraprofessional Payroll Technician series. Incumbents perform the most complex technical work in support of the District's payroll and human resources information systems. Incumbents are responsible for the overall preparation and distribution of payroll, maintenance of payroll records, and required reporting in accordance with federal, state, and local regulations, education codes, and District policies. This class is distinguished from other finance and accounting support classifications in that it requires specialized subject matter expertise in payroll, requiring additional levels of skill and training. This class is further distinguished from the Payroll Supervisor in that the latter oversees all district payroll functions (including preparation, reconciliation, taxes, reporting, and calculation of deductions) and supervises the payroll staff.
EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)
• Runs payroll processes for full-time and adjunct faculty, and student, temporary, and classified personnel by performing an extensive list of critical steps to open, audit, and complete multiple payroll cycles.
• Conducts difficult and complex payroll calculations and performs various audit and verification procedures related to employee payroll such as taxable gross reconciliation.
• Coordinates communication between divisions, departments, payroll, accounting, and human resources to ensure employees' job records are entered into the human resources information system in an accurate and timely manner and in accordance with established payroll schedule.
• Coordinates communication within the Payroll Department to ensure smooth and efficient payroll activities, streamline payroll processes, and prevent duplication of efforts.
• Coordinates the preparation, maintenance, updating, and processing of electronic timesheets.
• Assists the Payroll Supervisor with the processing of multiple monthly payrolls ensuring timely and accurate payments to employees; acts as Payroll Supervisor in his/her absence with the exception of the supervision of staff.
• Reconciles payroll clearing accounts and performs corrections through payroll adjustments or journal vouchers when necessary to resolve discrepancies.
• Performs collection of overpayments in accordance with policies and rules.
• Enters adjustments within the enterprise system to process employee retroactive pay, tax withholding, wage garnishments, and other payroll deductions.
• Prepares and reconciles CalSTRS employee retirement reports monthly and submits to appropriate reporting agency.
• Monitors the proper processing and data inputting of payroll technicians with regard to employee voluntary deductions, vacation, compensatory time, and sick leave usage and accrual; performs duties of payroll technicians as necessary.
• Assists departments and employees by providing payroll information, explaining procedures, and answering retirement and labor contract questions pertaining to payroll.
• Assists with implementation, testing, and training of automated enterprise application systems or emerging technologies related to the payroll transactions of the District.
• Scans and archives payroll documents in accordance with department and Board policy.
• Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
• Performs other duties as assigned.
• Basic principles and practices of employee supervision.
• Payroll reporting and payment requirements of various state and federal agencies and benefit providers.
• Processes and techniques related to the processing and recording of payroll.
• Employee benefits processes as they relate to payroll, and laws, rules, regulations, procedures, and financial transactions related to employee benefits.
• Computerized accounting and finance systems, and computer software and systems related to payroll processes.
• Computer applications related to work, including word processing, database, and spreadsheet software.
• Record keeping, information processing requirements, and rules and policies related to the production of an employee payroll.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including the District's various contracts and documents.
• Principles and practices of auditing payroll documents.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation.
• Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
• Review payroll and other financial documents for completeness and accuracy.
• Review, post, balance, reconcile, and maintain accurate and confidential payroll records.
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local laws, rules, regulations, policies, and procedures of accounting, payroll processing, employee record-keeping functions, and basic employee benefits processes.
• Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll issues.
• Compose correspondence and reports independently or from brief instructions.
• Establish, maintain, and research payroll and related accounting records and files.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand and follow oral and written instructions.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Understand scope of authority in making independent decisions.
• Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
• Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to an Associate's degree in accounting, finance, business administration, or related field from an accredited college or university, AND five (5) years of experience in payroll, accounting (including the processing and preparation of employee payroll), and/or financial and accounting processing and record keeping.
Licenses and Certifications:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Reasonable accommodations will be made for individuals on a case-by-case basis.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.
• A cover letter addressing your qualifications for the position.
• A current resume of all work experience, formal education and training.
For full-consideration, all required application materials must be included in your application packet and must be received by 11:59 pm on the closing date. We are unable to accept additional, non-required materials, such as reference letters.
Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html. We cannot guarantee a response to application questions within 48 hours of the closing date.
CONDITIONS OF EMPLOYMENT
Position: Full-Time, Permanent, 12-months per year
Starting date: As soon as possible upon completion of the search process.
Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html. In addition, the District is a participating member of the California Public Employees' Retirement System (CalPERS) and the successful applicant would be a member of the Association of Classified Employees (ACE) Union. The current union agreement can be found online at: http://hr.fhda.edu/_downloads/2018-2021%20ACE%20Agreement.pdf.
We are happy to assist individuals with disabilities who require reasonable accommodations to complete the employment process, provided that you notify Employment Services no later than the closing date of the announcement.
The successful applicant will be required to provide proof of authorization to work in the U.S.
The Foothill-De Anza Community College District does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews. All interviewing costs incurred will be the responsibility of the applicant.
***When applying, please note that you saw this job posted by NOVAworks. If you need help with your resumé, please see a NOVAworks Career Advisor.