Payroll Technician, Short-Term/Substitute

Cabrillo College

Salary: See Position Description

Job Type: Temporary, Hourly/Short-Term

Job Number: 2023-01677

Closing: 9/19/2023 11:59 PM Pacific

Location: Hybrid (Online and On-site at Aptos), CA

Department: Short Term and Sub

Employment Opportunity
Are you interested in creating an amazing educational environment for students who are part of an equity driven community? Staff at Cabrillo College support quality programs and services to students that promote their diverse and evolving needs as they progress toward their individual educational goals. Come join us in our vision to improve the world, one student at a time!

NOTE: This is a hybrid in-person/telecommuting position.

About the position:The Business Services Office (BSO) is recruiting for a Payroll Technician on a short-term and full-time substitute basis. Under general supervision, the Payroll Technician performs a variety of highly responsible payroll and related accounting processes to ensure accurate and timely payment of wages and accrual of benefits to full- and part-time faculty, classified managers and staff, confidential and supervisory personnel, administrators, Board of Trustees members and student employees in accordance with legal requirements and sound financial management principles and practices; and performs related duties as assigned.

Hourly Range:$31.32 - $36.25 per hour. Short-term and full-time substitute assignment (40 hours per week with possible overtime). Initially the position may work less hours as training is provided. This is a non-benefitted position.

Schedule: Monday - Friday 8:00 AM - 5:00 PM

Note: This is a hybrid position that requires 3 days in person and 2 days remote. The duration of this assignment could range between 3-6 months with the possibility of extension.

Examples of Duties
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Performs a variety of detailed and complex duties to prepare and process monthly payroll for full- and part-time employees in various employee groups including full- and part-time faculty, classified managers and staff, confidential personnel, administrators, Board of Trustees members, hourly and temp employees, student assistants, and supplemental and substitute employees; reviews, verifies, audits and reconciles pay types, pay rates, employee benefit plan participation, retirement contribu­tions, tax and other deductions; reconciles and updates monthly payroll reconciliation spreadsheets.
• Reviews payroll-related personnel action forms and other information received from Human Resources and identifies, researches, analyzes and resolves questions or issues with Human Resources staff; inputs varied data including work assignment and position number, leave, benefit and other changes for use in payroll processing, reconciliation and employee payroll history purposes; sets up new employees in the payroll system.
• Creates and updates annual pay cards for all employees, reviews and enters position and assign­ment changes, promotions, demotions, layoffs, terminations, merit pay changes, reclassifications and special pay types; manually calculates new hire salaries, pay changes, merit step increases, longevity increases, holiday pay and other leave data; reviews, reconciles and balances benefits data; analyzes and enters data on the retirement plan participation consequences of changes; maintains various types of payroll reconciliation spreadsheets; annually calculates salary schedule placement and other pay types for the next fiscal year and creates new pay cards.
• Enters deduction data for tax withholding, voluntary benefits, union dues, direct deposit information, and changes and pay adjustments for leave and workers' compensation absences; enters correc­tions, adjustments, pro-ratings and overrides as required to ensure accurate pay and accruals; enters authorizations for payment following approvals.
• Researches, analyzes and implements day count processes for administrators, confidential and less-than-12-month classified employees, making manual adjustments on a monthly basis to ensure correct pay amounts; analyzes and creates pay worksheets for classified employees working compressed or non-standard work weeks to determine correct pay amounts; manually adjusts benefits on a monthly basis to determine correct benefit deductions; calculates and enters employee pay adjustments resulting from various types of paid, partially paid and unpaid leave, faculty teaching load changes, shift differential changes and out-of-class assignments.
• Prepares pay period warrant registers for submittal to the County Office of Education; notifies Infor­mation Technology staff to transmit electronic warrant files to the county; generates and reconciles monthly CalPERS/CalSTRS employee/employer contribution reports; prepares and transmits budget and electronic funds transfers and monthly electronic reporting files to CalPERS/CalSTRS.
• Reviews and enters timecard data for substitute/temp faculty and student and temp hourly employees; maintains reconciliation spreadsheets and enters authorizations for payment following approvals.
• Prepares and updates leave tracking spreadsheets for all types of medical and family leave; provides status reports and other information to Human Resources, administrators and employees; adjusts balances as warranted.
• Serves as an information resource on payroll requirements, procedures and processes; interprets payroll policies and procedures, legal requirements, bargaining unit pay-related provisions and benefits plan provisions; provides accurate and timely information and assistance to internal and external customers; researches and handles inquiries from employees on a wide array of technical matters related to payroll; assists departments in analyzing and resolving payroll issues; refers active and retired employees to other appropriate resources as necessary.
• Processes and maintains records on garnishments and levies based on Internal Revenue Service (IRS), Franchise Tax Board, child support rulings, bankruptcy court decisions and other demands/ entities in accordance with all legal requirements and provides all necessary information and payments to entities and employees.
• Prepares and processes a variety of District, county, state and federal payroll-related forms and reports; compiles statistical and payroll data from a variety of sources to provide informational summaries to other staff and ensure compliance with established guidelines; maintains accurate records and system data.
• Generates and verifies the accuracy of data for vacation, comp leave and payroll liability reports.
• Verifies and processes voluntary and mandatory vacation payout requests; audits and reconciles annual leave records and prepares annual leave memos to employees.

OTHER DUTIES
• Prepares quarterly payroll tax reports for manager approval; creates and submits the State Controller's Annual Report; generates various payroll-related notices and reports; assists in creating and verifying the accuracy of annual employee W-2s.
• Responds to requests for verifications of employment received from outside agencies.
• Analyzes, researches and works with Information Technology staff to resolve payroll database and payroll data interface errors and problems.
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disabi­lity, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.

Minimum Qualifications
EDUCATION AND EXPERIENCE

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

• Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; AND
• Graduation from high school or GED equivalent supplemented with college coursework in accounting, AND at least four (4) years of progres­sively responsible paraprofessional payroll experience; OR
• An equivalent combination of training and experience.

Desired: An associate degree in accounting or business administration and experience in a college or university or another governmental agency.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:
• Methods, procedures, best practices, documents and terminology used in payroll processing and recordkeeping.
• Laws, regulations, collective bargaining agreements and memorandum of understanding (MOU) provisions applicable to timekeeping, payroll preparation and pay reporting.
• Paraprofessional accounting methods and practices and associated internal control policies and procedures particularly as applicable to payroll.
• Business math.
• Use and operation of applicable modules of the District's enterprise accounting and finance system.
• Federal Privacy Act regulations regarding the release of private employee and student information.
• Other federal and state laws, codes and regulations and policies and practices pertinent to payroll processing and recordkeeping.
• Customer service practices and etiquette.
• Principles and practices of sound business communication including English usage, spelling, grammar and punctuation.
• Recordkeeping and filing practices and procedures.
• Modern office practices, procedures and equipment including appropriate software applications.

Skills and Abilities to:
• Carry out work independently, ensuring a high degree of accuracy and the timely payment of wages to District employees in accordance with various deadlines and changing priorities, while ensuring excellence in customer service.
• Collect, obtain, evaluate and interpret technical and specialized payroll information correctly and explain information accurately and precisely to managers and employees.
• Understand, interpret, apply and reach sound decisions in accordance with applicable law, rules, regulations and procedures.
• Exercise sound, independent judgment within areas of responsibility.
• Organize and maintain office and specialized files.
• Prepare clear, concise and accurate reports, correspondence and other written materials.
• Exercise a high degree of tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
• Maintain the confidentiality of documents and records.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Establish and maintain effective working relationships .
• Uphold the District's mission, values and objectives including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect and engagement.

Additional Information

Hourly Range: $31.32 - $36.25 per hour. Short-term and full-time substitute assignment (40 hours per week, with possible overtime). Monday - Friday 8:00 AM - 5:00 PM.

Note:This is a hybrid position that requires 3 days in person and 2 days remote. The duration of this assignment could range between 3-6 months with the possibility of extension.Application Process:
• Complete application & supplemental questions providing detailed information to aid in determining if the minimum qualification requirements have been met
• Attach resume
• Attach unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (copies, photos, and downloads are acceptable). Foreign Transcripts must be evaluated for U.S. equivalency and are at the applicant's expense - https://drive.google.com/file/d/1KGJTFIrRv2PERt9gT4AEOAsvI7PKIhwb/view for more informationPlease note: All application materials must be received by 11:59 pm on the closing date indicated above.Attention ApplicantsOnly completed applications with the above required documents will be reviewed by the committee. Application materials not required (including reference letters) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Cabrillo is unable to sponsor work visas.Selection ProcedureAll notifications will be via email, and can also be accessed through your https://www.governmentjobs.com/
Conditions of EmploymentSelected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).EEO StatementCabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.AccommodationsPersons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at (831) 479-6217.

To apply, please visit https://apptrkr.com/4546981

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