Position

Payroll Specialist #CL11-0313

Full time position

Payroll/Business Operations & Fiscal Services/District Operations Center

Hours

40 hours/week, 12 months/year

Salary

2011-2012 Interim CSEA Salary Range

Grade 11 $3,471 - $4,433/month

Benefits

The District shall contribute up to $18,893.00 per fiscal year toward employee and dependent(s) medical/dental coverage; contribute $1350 per fiscal year toward dependent(s) or employee medical/dental coverage or other approved deductions consistent with IRS regulations; provide life insurance of a minimum of $50,000 and a maximum not to exceed the annual salary of the employee. Holidays, sick days, and vacation are earned in accordance with the CSEA contract. Payroll deductions include the Public Employees Retirement System and Social Security.

Starting Date: As soon as possible after the offer of employment.

Deadline to Apply: Wednesday, August 3, 2011, 5:00 PM

CLASS SUMMARY

Under general supervision of the Accounting Manager-Payroll, performs complex and technical payroll accounting work related to the preparation of the District payroll, including the coordination and application of current federal and state laws, county and district policies in the preparation, audit, and processing of a variety of payroll documents.

REPRESENTATIVE DUTIES

Performs specialized, technical financial record keeping operations related to the complex elements of the district's payroll activities; audits and analyzes payroll timesheets and other documents to prevent and correct errors in salary payments; inputs data, updates and maintains district and county computer databases for personnel/payroll-related records; liaisons with Information Technology Services (ITS) in maintaining and updating the in-house payroll/personnel system; executes a variety of complex computations involving gross pay, retirement, taxes, contract calculation, retroactive pay, and leave records; monitors all employees' eligibility/enrollment in PERS, STRS, social security, Medicare, or any other retirement system; liaisons with Risk Management office and Payroll Manager in monitoring worker's compensation absences, approval, and payments; maintains current insurance files on all eligible employees and prepares and processes payment to all insurance companies; liaisons with the benefit person in personnel in monitoring enrollment, terminations and insurance changes; responsible for processing and maintaining records of employee voluntary deductions and makes payments to proper companies; maintains files on employees' sick and vacation records; prepares and distributes accrual notices upon request; responds to inquiries concerning payroll, sick and vacation accrual balances; prepares and submits employment verifications, unemployment audits, IRS information inquiries, subpoenaed information as well as PERS, STRS, social security and any other retirement system requests for information; independently prepares correspondence, reports, spreadsheets, and other payroll-related documents using a computer; sorts and distributes employee payroll checks on appropriate paydays and W-2 forms at year end; performs other related duties as required.

ORGANIZATIONAL RELATIONSHIPS

This class reports to the Accounting Manager-Payroll.

REQUIREMENTS

Any combination of training and/or experience equivalent to an AA degree and at least two years of experience in payroll preparation and practices, preferably in a college or school district environment. Knowledge of principles and techniques involved in payroll preparation, monitoring, and control; pertinent federal and state laws, codes, regulations, policies, and procedures affecting payroll records and programs; practices and principles of financial and statistical record keeping, including general and basic timekeeping and record keeping; record keeping associated with fringe benefit programs, their applicable contracts, laws, and regulations; modern office practices, procedures and equipment, including use of computer for data entry, word processing, spreadsheets, database operations, and other office applications; correct English usage, grammar, spelling, punctuation, and vocabulary. Ability to perform complex and technical accounting work related to the preparation of the district payroll; plan, prioritize and organize a large volume of work to successfully meet constant payroll deadlines; prepare necessary reports; follow through on own initiative to clear up discrepancies or obtain necessary support materials; communicate effectively, both orally and in writing; read, understand, and interpret laws, rules, and regulations; explain various payroll related procedures and practices; establish and maintain effective work relationships with those contacted in the performance of required duties; use diplomacy in dealing with complaints and angry, upset employees who may be verbally abusive. Skills: skillfully operate various office equipment and machines including ten-key calculator, computer terminal, keyboard, printer, copier, and microfiche equipment.

Selection Criteria

Application Screening

In addition to the requirements and responsibilities listed, the following criteria will be considered in selecting candidates for interview:

  • Educational experience (breadth and depth)
  • Work experience (breadth and depth)
  • Demonstrated ability to work cooperatively with others
  • Bilingual ability (if needed)
  • Demonstrated experience in working with diverse socio-economic communities.
  • Professional growth activities
  • Specialized skills training
  • Leadership skills

Based upon the information presented on the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and oral interview.

Applicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview.

Interview

During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors:

  • Oral communication skills
  • Presentation
  • Problem solving

A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants.

Method of Application

For consideration in the selection process, interested persons must complete the online district classified application by the specified closing date for the position at All materials must be submitted online. A computer and scanner are available at the Human Resources Department, 2323 North Broadway, Santa Ana, California, 92706, between the hours of 8:00 a.m. and 5:00 p.m., Monday – Friday.

This applicant pool may be used for vacancies in the same classification occurring within the next six months.

Pre-Employment Requirements

Candidates selected for employment will be required to provide current verification of a negative TB test or chest x-ray, complete the district's fingerprinting process, and bring proof of their legal right to work in the United States. Cost of TB testing, fingerprinting and the fee for criminal record check will be paid for by the candidates.

The District is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, sex, color, age, religion, national origin, disability, marital status, Vietnam-era veteran status or sexual orientation.

The District will make reasonable accommodations for applicants with disabilities. Applicant should contact the Human Resources Office for assistance.

Post: Monday, July 11, 2011