Detailed Job Description
The Department of Fiscal Services is seeking a talented individual to fill the position of Payroll Supervisor. Comprised of two colleges, West Valley College and Mission College, we are located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate our two colleges for our friendly staff and supportive atmosphere.
Under direction of the Accounting Manager, supervise the timely preparation and generation of District payrolls; assure the accurate calculation, recording and balancing of financial and statistical data; provide information and assistance to District personnel regarding payroll issues and questions; train, supervise, evaluate and provide technical work direction to assigned staff.
Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.
100% of full time, 40 hours per week, 12 months per year, with anticipated start date of September 1, 2015. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Supervisors Unit.
Work Location: West Valley-Mission District offices, located on the campus of West Valley College, Saratoga, CA.
We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.
The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.
The classification study started in November 2014 and is expected to take approximately 9-12 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.
1. Education – A four-year degree from an accredited college or university with major course work in accounting, finance, business administration or closely related field;
2. Experience – Five years of increasingly responsible professional accounting and at least two of those years in a direct supervisory capacity;
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
- Prior payroll and supervising experience at an educational institution.
- Prior experience working with CalSTRS and CalPERS.
- Experience with implementing a new financial system concentrated in the payroll area.
Examples of Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
- Manage the day-to-day operations of the Payroll Department to assure the timely and accurate computation and processing of all monthly and special payrolls for District employees; compute gross salary and overtime earnings; compute special payrolls as necessary; set deadlines, monitor timelines and prioritize work; assure proper account distributions of salaries and the balancing of payroll items with the District and county reports.
- Supervise and participate in all payroll activities involved in the preparation, audit, and maintenance of District payroll transactions; coordinate and assist colleges payroll related matters.
- Train, supervise, and evaluate the performance of assigned staff; delegate and review assignments and projects; evaluate work products and results; establish and monitor timelines and prioritize work.
- Determine correct payments in accordance with payroll records and information; correct and adjust pay rates for absences, vacations, extra time and other factors as necessary; review and analyze monthly payroll ledgers, expenditures and reports; research, compile data and create reports.
- Coordinate with Human Resources, County Office, and payroll-related vendors in preparation of payroll records; supervise the maintenance of various payroll records, including employee payroll files and payroll records.
- Oversee the preparation and maintenance of payroll forms, tax reports, various tax shelter plan reports, retirement plan reports and other information and reports mandated by local, county, State and federal regulations.
- Participate in central accounting functions such as writing journal vouchers and preparation of information or documentation for auditors, including sick leave and vacation records; assure that proper codes are used in retirement system reports; resolve any reported discrepancies either raised by employees or identified by the retirement systems.
- Advise and assist administrative staff regarding payroll procedures and District policies;oversee the disbursement of paychecks.
- Assure that effective communications are maintained within the area of responsibility; conduct staff discussion sessions at regular and frequent intervals; assure smooth and uninterrupted operation in the payroll department in the event of staff absence, vacancy or other circumstances affecting work completion.
- Respond to verbal or written payroll questions, complaints and requests from employees requiring explanation of laws, rules, regulations, contracts and other documents governing District payroll; reconcile payroll problems with employees; produce and distribute clear and concise written information to employees as necessary.
- Inform Accounting Manager of performance and department activities; develop and present to the supervisor matters requiring the supervisor’s decision or approval; act on the supervisor’s directives and recommendations.
- Manage the implementation and evaluation of workflow process/procedures; compile and analyze data related to payroll system efficiency; troubleshoot system software problems and make appropriate recommendations; monitor effects of new software releases and make adjustments as necessary.
- Reconcile, analyze and correct payroll-related data to District’s position control database information.
- Assure compliance with local, county, State and federal legislation, policy and guidelines and establish and implement appropriate procedures.
- Prepare and administer assigned budgets; prepare recommendations and justifications regarding budget requests; authorize expenditures according to District policies and applicable regulations.
- Assure that the duties, responsibilities and authority assigned to payroll staff are clearly defined, effective and communicated to them; continuously monitor staff performance; provide prompt and objective coaching, counseling and training; initiate performance appraisals and assure that performance appraisal system is administered consistently.
- Perform related duties as assigned.
Knowledge and Abilities
- Fund accounting and generally accepted accounting principles.
- Financial and statistical record-keeping techniques.
- Principles, methods, practices and terminology used in accounting and financial record-keeping with emphasis in payroll.
- Labor contracts and their affect on payroll.
- District organization, operations, policies and objectives.
- Applicable State, federal, and District policies, procedures, rules and regulations.
- Principles and practices of financial administration, including budgeting and reporting.
- Principles of management, training, supervision and performance evaluation.
- Modern office practices and procedures.
- Oral and written communication skills.
- Interpersonal skills including tact, patience and diplomacy.
- Operation of microcomputer equipment and various software programs, including management information systems, word processing, database management and spreadsheet computer applications software.
- Planning and organizational skills.
- Plan, organize, coordinate and supervise the District’s payroll function.
- Develop, implement and evaluate the delivery of assigned functions.
- Read, interpret and explain various local, county, State and federal guidelines or other information pertaining to District payroll.
- Maintain current knowledge of applicable laws, regulations, retirement systems and collective bargaining agreements, which impact preparation of payrolls.
- Work effectively with others to achieve common goals.
- Train, supervise and evaluate the performance of assigned personnel.
- Operate office equipment such as microcomputer, computer terminal, printer, calculator, copier and facsimile machine.
- Plan and organize work to meet multiple demanding schedules and timelines.
- Establish and maintain effective and cooperative working relationships with others.
- Relate effectively with people of varied academic, cultural and socioeconomic
background using tact, diplomacy and courtesy.
- Perform assigned work with speed and accuracy.
- Prepare and maintain complete and accurate financial records and reports.
- Prioritize tasks.
- Communicate effectively both orally and in writing.
- Collect, compile and analyze data.
- Make arithmetic calculations quickly and accurately.
- Detect and correct errors and discrepancies in payroll data.
- Plan and organize work.
- Understand and follow oral and written directions.
- Analyze and verify numbers.
- Work confidentially with discretion.
- Work independently with little direction.
- Meet schedules and time lines.
Salary and Benefits
West Valley-Mission Community College District is an Equal Opportunity Employer
- Anticipated Hiring Range: $6,667–$7,349 monthly (Supervisors Salary Schedule, Range 32, Steps A-C).
- Employer-contributed medical, dental and vision for employee, spouse and dependents.
- Employer-paid long term disability for employee.
- Voluntary life insurance.
- 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
- 22 days vacation leave accrued annually.
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- Educational growth incentive program from $35 to $175 monthly.
- $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
- CalPERS retirement.
- Position is union affiliated with required dues.