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Job Details

Manager Payroll Systems

$98,599.00 - $131,038.00 Annua

Costa Mesa, CA

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Manager, Payroll Systems
Manager, Payroll Systems
$98,599.00 - $131,038.00 Annually
Costa Mesa, CA
Job Type
Classified Management
Job Number
9/6/2018 11:59 PM Pacific
Plans, organizes, and supervises and accounts for the timely preparation and maintenance of District academic, classified, contracted, and part-time payrolls.  Assures deductions for and reconciliation of benefits for the District by coordinating, implementing, and ensuring up-to-date files and reporting for programs that include, but are not limited to group insurance, retirement, capital accumulation, and statutory deductions.
Distinguishing Career Features
The Manager, Payroll Systems is a first-line managerial position over payroll activities with direct relationship to the accounting and human resources functions.  The District absorbs a greater accountability for the timeliness, accuracy, and compliance of payroll and the relationship with the County Office of Education who are only processing payroll checks.  Advancement to this position is based on need, however, could be a job enlargement, e.g., from Accounting Supervisor, or through the Payroll Technician career ladder.  Advancement to this position requires the ability to supervise and integrate all aspects of payroll and benefits processing, accounting, and communications. 
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties:  Plans, organizes, and manages and evaluates the work of payroll staff.  Establishes departmental standards and work plans, prioritizes, assigns, and reviews the work of staff responsible for processing, accounting for, and troubleshooting payroll.  Establishes standards for staff, monitors, coaches, and evaluates the performance of staff to departmental requirements and personal development targets.  Monitors the work of staff and offers coaching for continuous performance improvement and development.   Supervises, participates in the processing of, and authorizes District payrolls including computation and posting of employee time, subtraction of appropriate deductions and preparation of required reports.  Assures payroll timelines are met, maintains payroll controls, assures proper procedures, policies, rules and regulations are applied to payroll activities.  Checks payrolls for compliance with rules, regulations and policies.  Oversees and audits the setting of rates, deductions to employees' accounts, and payments to third-party providers.  Manages and prepares regularly scheduled payroll, benefits, and retirement reports. Computes all forms of pay and payroll deductions including those for retirement, union dues, tax sheltered annuities, credit union, withholding taxes and insurance.  Confers with human resources, information technology, and accounting personnel concerning payroll systems and data requirements.  Serves as a principle resources for the Payroll component of the District's enterprise financial system.  Ensures accurate reporting of federal, state, and special payroll taxes and fund contributions.  Prepares retirement and withdraw forms and reports for both academic and classified pay systems.  Ensures that payroll records are up-to-date and include the necessary job and biographical information for accurate group benefit and retirement plan coverage and deductions.   Oversees and posts changes to District payroll records.  Prepares annual total compensation statements for each employee showing income, benefits, and deductions.  Working in collaboration with HR, maintains absence and sick leave records for all employees and prepares and distributes sick leave balance forms for each employee.     Provides information to employees concerning salaries, deductions and and general payroll policies.  Approves warrants for payments to third parties such as insurance companies, agencies, and credit unions.  Prepares periodic reports of payments and transfers.  Coordinates and participates in activities connected with the development and maintenance of automated payroll systems. Assures the integrity of records related to payroll/fiscal operations and activities including general ledger, payroll register and budget records. Supervises destruction of records in accordance with established laws and policies. Analyzes and reports on fiscal accounts and budgets including, but not limited to, payroll tax liability and benefit accounts. Prepares and/or supervises the compilation and preparation of special reports and surveys based on payroll records and periodic statistical reports. Participates in audits. Reviews and interprets collective bargaining agreements. Implements required changes to payroll systems including policies and procedures. Reviews the more difficult and complex payroll transactions to ensure accuracy of payments and related employer-mandated costs. Performs other duties as assigned that support the overall objective of the position.
Qualifications and Physical Demands
Knowledge and Skills:
The position requires specialized professional knowledge of the laws, regulations, accounting standards and procedures that govern payroll and payroll processing including elective and statutory benefits.   Requires additional specialized knowledge of the principles, laws,  Requires in-depth knowledge of automated/integrated payroll systems and specific applications used by the District.    Requires in-depth knowledge of the laws, regulations and education codes relating to academic and classified payrolls.  Requires in-depth knowledge of the general accounting practices used in schools or equivalent.   Requires knowledge of and skill at applying the practices and principles of supervision.  Requires advanced math skill to perform complex accounting and statistical computations.  Requires sufficient English language knowledge and skill to prepare professional reports and written communications.  Requires well-developed human relations skills to convey personal and technical information to all levels of staff, manage and review performance, and solve problems.
Requires the ability to perform all aspects of the position.  Requires the ability to prepare clear, complete and concise financial records and analyze accounting data and prepare financial statements.  Requires the ability to independently establish, schedule, and sequence payroll accounting activities to meet all deadlines.  Requires the ability to prepare account adjustments and custom reports using PC based spreadsheets and relational databases.  Requires the ability to conduct technical research and prepare complex arithmetic computations.  Must be able to supervise and lead staff in a manner which encourages efficiency and teamwork.  Requires the ability to analyze situations and adopt effective solutions.

Education and Experience:
The position typically requires a Bachelor's degree in accounting, and two years of progressively responsible experience in payroll function. .  Alternatively, the position may accept an Associate's degree and 6 years of experience. Or, any combination of education and experience which would provide the required equivalent qualifications for this position. 

Desired Qualifications
Knowledge of general regulations, laws, and policies and procedures pertaining to payroll processing activities of the California Community Colleges. Possession of a Master's degree from an accredited institution in accounting, business, or a related field. Experience with Ellucian Banner, accounting software and report writing software. Current experience with direct management/supervision of staff in a collective bargaining environment.
Licenses and Certificates:
May require a valid driver license.

Physical Abilities:
Incumbent must be able to work in an office setting engaged in work of a primarily sedentary nature.  Requires sufficient ambulatory ability to use common office equipment and retrieve documents.  Requires hand-eye-arm coordination to use a computer keyboard and 10-key at an advanced rate.  Requires visual acuity to recognize letters and numbers.  Requires auditory ability to carry on conversations in person and over the phone.

Working Conditions:
Work is performed indoors with minimal exposure to health and safety considerations.
Conditions of Employment
This is a full-time, 12-month, classified management position. The normal hours of work will be 8:00 a.m. to 5:00 P.M., Monday through Friday. However, some flexibility such as evenings and week-ends will be required to meet the needs of the department. The effective date of employment will be arranged with the supervisor. Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in **MEMBERS ONLY**SIGN UP NOW***. policies, procedures, and Title IX. (Reference: BP/AP 5910) The **MEMBERS ONLY**SIGN UP NOW***. celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
 **MEMBERS ONLY**SIGN UP NOW***., through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.  In general, it is the policy of the District to place new employees at the first step of the salary grade.  All movement on the salary schedule will occur July 1 of each year for all classified employees.
Additional Information
: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism  (BP 7310
) to check if your application may be impacted. If you have any questions, please **** or 714-438-4716.
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting  **** ; Once you have completed an electronic application, you may apply to open positions within the **MEMBERS ONLY**SIGN UP NOW***. by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.
All application materials become the property of the **MEMBERS ONLY**SIGN UP NOW***. and will NOT be copied or returned. Information for ****.

Application Requirements: 
To be considered for employment you must submit a complete application packet. A complete application packet includes: A complete online Classified/Management Employment Application.
A current resume. (Attached as a separate document.)
A cover letter highlighting your qualifications for the desired position. (Attached as a separate document - PDF is recommended.)
Answers to Supplemental Questions. (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put see resume or N/A, or leave blank).
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested.  Additional materials will not be considered or returned.  Be sure to complete all questions and sections of the application. For questions which may not apply, indicate n/a (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.
Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.

The **MEMBERS ONLY**SIGN UP NOW***. is a multi-college district that includes  Coastline 
,  Golden West College
, and  Orange Coast College
. The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the **MEMBERS ONLY**SIGN UP NOW***. has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the **MEMBERS ONLY**SIGN UP NOW***. plays an important role in the community by responding to needs of a changing and increasingly diverse population.
**MEMBERS ONLY**SIGN UP NOW***. is an Equal Opportunity Employer
The **MEMBERS ONLY**SIGN UP NOW***. is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.
Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance.

Benefits are available to regular permanent employees working 20 or more hours per week. Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the **MEMBERS ONLY**SIGN UP NOW***. that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan is available to retirees and their spouses after age 70.

The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.
Please demonstrate five years of progressively responsible payroll preparation and practice experience in government or non-profit sectors, including two years in a supervisory or administrative capacity?
Describe your experience in which you verified attendance, hours worked, and pay adjustments and posted information on records?
Describe your experience in the coordination of workloads with people at various levels within an organization?
Describe your experience in which you compiled statistical reports, statements, and summaries related to pay and benefits accounts.
Describe your experience in which you effectively prepared and balanced period-end and year-end reports.
Can you demonstrate skill in training, directing, and supervising the work of others?
Please describe your experience working with an enterprise resource planning (such as Datatel, Banner, or PeopleSoft) or a proprietary system.
Describe your experience in detecting and reconciling a payroll discrepancy.
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A completed **MEMBERS ONLY**SIGN UP NOW***. Online Employment Application 2. A current resume (uploaded as a separate attachment - PDF recommended) 3. A cover letter (uploaded as a separate attachment - PDF recommended) 4. Responses to supplemental questions (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put see resume, or N/A or leave blank) Yes
Required Question
1370 Adams Avenue
Costa Mesa, California, 92626
****For more information or to apply for this posting, click here

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