South Orange County Community College District

Mission Viejo, CA

Payroll and Benefits Manager

Job Category:  Classified Administrators and Managers

Job Opening Date:  June 30, 2023

Job Closing Date:  July 20, 2023

Location:  District Services

Work Location: Mission Viejo, CA

Department: Fiscal Services

Pay Grade, for more information click on this link:  https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules

Pay Rate Type: Monthly

Work Days: Monday - Friday

Work Hours: 8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs)

Hours Per Week: 40

Percentage of Employment: 100%

Months of Employment: 12

Salary: Starting salary at $133,848  to $188,352 per year

Required Documents: Resume and Cover Letter

Job Description: 

Application materials must be received by 11:59 pm on July 19, 2023.

District Management Team Salary Schedule - RANGE 16

Specifications are intended to present a descriptive list of the range of duties performed by employees in the position. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

To plan, organize, coordinate, manage, control and evaluate the functions, programs, projects, services and activities for all District Payroll and Benefits-related functions of District Fiscal Services, including project direction, payroll preparations, payroll reconciliations, taxes, payroll accounting and reporting, payroll deductions and payroll vendor accounts, settlements, employee pension plans, insurance agreements, insurance rates, benefits compliance; ensure that programs are operating within the appropriate fiscal parameters and remain in compliance with District collective bargaining agreements and local, state and federal legal requirements; organize, coordinate and implement configuration to District enterprise resource planning system; coordinate assigned activities and events at the District and college levels; exercise good judgment in the application and interpretation of complex rules, regulations and procedures related to payroll and benefits; and ensure the timely and accurate preparation and disbursement of a variety of records, reports and payment forms related to payroll and benefits, including monthly remittances related to the District's employee health and welfare programs and employee pay warrants; operate as the compliance subject matter expert and provide resolution to  complicated payroll issues; develop  policies and procedures related to payroll and benefits; provide highly responsible and complex administrative assistance to the Executive Director of Fiscal Services.

To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support district-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services. 

SUPERVISION RECEIVED AND EXERCISED

Receive general direction from the Executive Director of Fiscal Services.

Exercise functional and technical supervision over classified and other staff as assigned.

REPRESENTATIVE DUTIES 

The following duties are typical for this position. Incumbents may not perform all 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.

•   Plan, develop, coordinate, manage and evaluate the payroll and benefits programs, services, operations and activities of the District, including classified and certificated payroll and employee benefits payments; assume responsibility for multiple, monthly payroll system processes to generate payroll files; investigate and correct payroll problems.

•   Research, evaluate and recommend benefit options to reduce costs and ensure cost effectiveness of employee benefit programs.

•   Maintain current knowledge of various employee benefit programs and related laws, regulations, legislation, policies and procedures; notify employees and other impacted individuals (i.e., retirees) of mandated changes affecting employee benefit programs.

•   Ensure the timely and accurate payment of employees; conduct monthly payroll audit ensuring that tax withholding is accurately calculated and reported; ensure the timely and accurate preparation and submission of local, state and federal tax returns; and ensure the payment of payroll taxes and withheld wages, and payments to CalSTRS and CalPERS retirement systems.

•   Direct the creation of all payroll records and reports to ensure the timely and accurate preparation and maintenance of payroll and benefits records; and ensure the correct use of all payroll procedures. Audit the accuracy and integrity of all payrolls and benefit health cost premiums; ensure the timely reporting and payments to the CalPERS and CalSTRS retirement systems regarding employee resignations, retirements, and agency requirements.

•   Create queries and reports; supervise the maintenance of employee records for payroll, industrial accidents, retirement, and leave of absences; maintain payroll schedules, calendars, payroll files and assignments; and distribute information as appropriate. 

•   Identify opportunities for improving service delivery methods and procedures; implement process and system application functionality improvements; identify resource needs; and recommend and implement policies and procedures and set priorities.  

•   Assist the Executive Director of Fiscal Services in forecasting short-range and long-range District payroll and benefit costs for Board members, administrators and managers, faculty, classified staff, police officers and others as needed.

•   Ensure that payroll and benefits operations and activities are performed according to collective bargaining agreements, Board policy and local, state and federal legal requirements; and provide analysis and compliance guidance to Vice Chancellor of Human Resources as appropriate. 

•   Coordinate and direct the planning of project implementation and conversions/integration of data between multiple systems.

•   Serve on committees, task forces and other work groups as needed; provide technical expertise and guidance regarding areas of responsibility; research, analyze and resolve problems; find solutions and improve operations; comply with legal requirements and established procedures; develop, implement, and administer a variety of special projects.

•   Serve as liaison and coordinate with other District Services departments and outside agencies on matters relating to payroll issues, retirement plans, and to represent the District’s interests; communicate and coordinate with other Fiscal Services personnel, District and college administrators and support personnel, time-recorders, representatives of state and federal agencies, educational institutions and others to coordinate programs and activities; manage and build internal and external relationships and outreach efforts to the campuses and District Services departments, ensuring maximum effectiveness and productivity; provide training materials, manuals, and training and workshops as necessary; explain District organization, payroll procedures, and related information.

•   Provide information to District staff concerning payroll deadlines, payroll information, status, employee history, assignments, state or federal withholding taxes, deductions, and retirement systems; coordinate responses to inquiries from employees and outside agencies concerning retirement, leave balances, earnings, service credits, and employment/earnings verification.

•   Interpret, explain, and apply collective bargaining agreements between the District and various employee groups, as well as applicable local, county, state and federal laws, and ensure legal compliance; inform, guide and monitor District and college staff and employee benefit providers regarding legal compliance, timeliness and accuracy related to payroll and benefits and other related activities and transactions.

•   Provide technical assistance related to employee payroll and benefit programs, including workers' compensation and retirement systems; provide technical assistance in evaluating contracts; interpret and administer current contracts; and provide analytical and technical direction to staff conducting various payroll-related activities.

•   Train, guide, supervise, support, and evaluate the performance of assigned personnel, delegate and review assignments and projects; evaluate work products and results; establish and monitor timelines and prioritize work; interview, select, and recommend hiring of employees; and motivate staff and resolve conflicts within the group.

•   Prepare, administer and monitor annual budget for area of assignment; prepare recommendations and justifications regarding budget requests; authorize expenditures according to District policies and applicable regulations.

•   Maintain current knowledge of changes, concepts, methods, requirements, regulations, and policies for assigned areas.  Ensure that District payroll and related records are maintained, destroyed and stored according to legal and approved records management procedures. 

•   Develop and present written and oral presentations; conduct workshops to provide specialized information regarding payroll, benefits, or other as assigned; and assure the development and dissemination of information related to new or revised automated systems, requirements or regulations affecting assigned areas.

•   Prepare accruals for salaries and fringe benefits for yearly reports; assist auditors in the preparation of annual audit reports and/or special audit requests; and manage the preparation and distribution of year-end reports and tax documents, such as W-2 forms.

•   Respond to and research questions received from employees, outside agencies and other sources regarding payroll processing, benefit practices, policies, and procedures.  Assist management, department timekeepers, and other staff in understanding payroll reporting documents. 

•   Direct, manage, and maintain data integrity in the District enterprise resource planning system; prepare and manipulate data to be used in an integrated systems environment; collaborate with district Information Technology by providing business specifications and implementing system configuration changes; ensure payroll and time-reporting meet CalSTRS and CalPERS regulations, local, state and federal laws, collective bargaining agreements, and District policies and procedures. 

•   Maximize technology functionality to ensure system is fully optimized; maintain payroll system modifications and functionality to meet changes in laws, regulations, tax requirements, reporting procedures, accounting policies, and organizational needs; audit and research system elements to ensure accuracy; and revise and make recommendations, as necessary.

•   Perform other duties as assigned that support the overall objective of the position and the District's mission and philosophy.

•   Report to work on a regular and consistent basis, as scheduled, to assigned job.

MINIMUM QUALIFICATIONS

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.

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:

•   Associate of Arts degree with major coursework in finance, accounting, business administration or closely related field. 

•   A bachelor's degree from an accredited college or university with major course work in finance, accounting, business administration or a closely related field is preferred. 

Experience:

•   Minimum six years of payroll experience including, payroll systems management, retirement/pension compliance and reporting, tax compliance, and benefit administration, preferably in the public sector.  Minimum four years’ experience in a lead or supervisory role. 

Commitment to equity and diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how these factors relate to the need for equity-minded practices within an educational environment.

LICENSES, CERTIFICATES, AND/OR OTHER REQUIREMENTS:

•   A valid California driver's license.

•   Certified Payroll Professional (CPP) Certificate from American Payroll Association is preferred.

KNOWLEDGE OF:

•   Applicable local, state and federal laws, codes, regulations, policies, and standards pertaining to public finance, collective bargaining and fiscal and payroll operations, including State Education Code (EC), Fair Labor Standards Act (FLSA), Family Medical Leave Act (FMLA) and California Family Rights Act (CFRA).

•   Automated systems and uses, as related to payroll and benefits, including the Orange County Department of Education (OCDE) payroll/data backup systems, District current enterprise resource planning system, including database management, spreadsheet, word processing and specialized software.

•   Collective bargaining unit contracts as related and applied to payroll and benefits. 

•   Computerized payroll and accounting systems and data processing systems.

District and community college organization, operations and objectives.

•   Federal, state and local reporting requirements related to payroll and benefit processes and various tax and appropriate withholding procedures as they relate to payroll and paid benefit plans.

•   Interpersonal skills including tact, patience and diplomacy.

•   Modern office practices, procedures, methods, and equipment. 

•   Modern principles, practices, terminology, and organizational structures of general and government accounting and auditing, including payroll and benefits, particularly pertaining to community colleges or public agencies.

•   Oral and written communication skills.

•   Principles and practices of governmental accounting & auditing including payroll and benefits.

•   Principles, practices, and procedures of training, supervision and performance evaluation.

•   Principles, procedures and techniques of budget analysis and development.

•   Record keeping techniques, including industry best practices.

•   Retirement systems/reporting as related to payroll and service credit.

ABILITY TO:

•   Analyze and interpret financial and accounting records related to payroll and benefits.

•   Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

•   Collect, compile, and analyze data.

•   Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.

•   Communicate effectively with staff, employees and the public using tact, patience, diplomacy, and courtesy.

•   Develop and implement improvements in practices and procedures.

•   Develop, implement, and manage methods and procedures for payroll and benefits.

•   Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

•   Establish and maintain cooperative and effective working relationships with those contacted in the course of work.

•   Interpret, apply, and explain applicable District policies and procedures.

•   Interpret, apply, and explain applicable local, state and federal laws, codes and regulations.

•   Learn the District organization, operations, and policies.

•   Make arithmetic calculations quickly and easily.

•   Maintain clear and accurate payroll records, while meeting schedules and time deadlines.

•   Operate computer and applications software, including database management, spreadsheet, word processing and software related to area of assignment.

•   Operate modern office equipment.

•   Organize, direct, and implement a comprehensive public payroll and benefits function.

•   Participate in developing, consolidating and administering the District's annual comprehensive budget.

•   Plan and coordinate the work of a fast paced, deadline driven organization.

•   Plan and organize work.

•   Plan and manage multi-campus payroll processes.

•   Prepare and administer budgets for assigned program areas.

•   Prepare complex and comprehensive financial data, summaries, statements, reports, and analyses.

•   Prepare oral and written reports and recommendations.

•   Relate effectively to people of varied academic, cultural, and socioeconomic backgrounds using tact, diplomacy, and courtesy. 

•   Select, train, lead, direct, supervise and evaluate the performance of assigned personnel.

•   Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.

•   Understand and explain retirement reporting for State Teachers Retirement System (STRS) and Public Employees Retirement Systems (PERS).

•   Work independently and confidentially with minimum direction.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Standard office setting. Typically, duties are performed in an office environment while sitting at a desk or computer workstation. Incumbents are subject to contact with others, frequent interruptions, noise from talking or office equipment and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods of time, walk short distances on a regular basis, travel to various locations to attend meetings and conduct work, use hands and fingers to operate an keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 10 pounds.

SPECIAL COVID-19 NOTICE:

Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.

The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-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. SOCCCD will not sponsor any visa applications.

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

DISABILITY ACCOMODATIONS:

If you require special accommodations in the application and/or selection process, please notify District Human Resources 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.

ATTENDANCE REQUIREMENT:

Report to work on a regular and consistent basis, as scheduled, to assigned job.

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 office upon request.

DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO):

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.

Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER

Important: You must make sure that you have completed your application for a posting by 11:59 p.m., Pacific Time, on the posting's Job Close Date, along with any required documents, in order to be considered for the position.

Applicants must complete all fields/sections on the application. Do not type "See Resume" or leave any fields blank. Applicants must enter their work experience, education, etc. on the District application. Applications reflecting "See Resume" will be considered incomplete and will not be considered for recruitment.