Payroll Specialist

**FIRST DATE OF REVIEW IS SCHEDULED FOR SEPTEMBER 3 2025 **

THIS POSITION IS ASSIGNED TO THE PAYROLL DEPARTMENT

THIS POSITION IS FULL-TIME (12) MONTH $65232 ANNUALLY

(RANGE 23 OF THE CLASSIFIED SALARY SCHEDULE)

FAIR LABOR STANDARDS ACT (FLSA) POSITION STATUS IS NON-EXEMPT

The current hours of this position are Monday - Friday 8:30 a.m. to 5:00 p.m.with some possible evenings and weekends. Hours of employment are subject to change based on student or departmental needs.

EMPLOYEE BENEFITS - Comprehensive benefit package which includes:

• District paid HMO medical dental and vision insurance for the employee and dependents.
• District paid $50000 life insurance policy for the employee.
• Participation in CalPERS 20 paid holidays 12 paid sick days and 12 paid vacation days (annual accrual increases per years of service up to a max of 22 days per year).

DEFINITION

Under direction performs a variety of technical and specialized accounting work required to prepare maintain and process the Districts payroll; prepares and performs technical reconciliation and reporting of payroll taxes and benefits data; ensures accuracy and compliance with applicable federal state and county agencies; prepares the Districts Payroll Annual Roll; serves as a liaison to various internal departments and external agencies; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This classification is responsible for independently performing technical and specialized accounting duties in support of the Districts payroll processing and reporting. Positions at this level exercise judgment and initiative in their assigned tasks receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Management reserves the rightto make reasonable accommodations so that qualified employeeswith verified medical conditions can perform the essential functions of the job.

• Receives reviews verifies and processes time recording documents to prepare payroll for salaried and hourly District faculty and staff; audits documents for completeness accuracy and compliance with rules and regulations.
• Ensures timely and accurate posting of employee related data including account numbers tax status various deductions and direct deposits; computes and interprets miscellaneous forms pertaining to compensation tax adjustments garnishments tax levies and other deductions.
• Computes and prepares adjustments of pay paid leave severance pay and online paychecks; confers with Human Resources or other departments on individual changes in payroll or deduction changes; applies and ensures compliance with applicable tax laws and rulings regarding earnings and employee benefits programs.
• Posts and balances data to various general ledger accounts registers journals and logs according to established accounting techniques and procedures; analyzes retroactive pay reports and makes corrections when needed.
• Sets up equal installment payments for special assignment and unit of pay contracts; audits and reconciles unit of pay courses for all faculty to ensure compliance with contract provisions; compares current and prior monthly reports to assess and validate contract changes ensuring accurate pay.
• Generates reviews analyzes checks and maintains various monthly quarterly and annual payroll reports; communicates necessary general ledger adjustments or corrections to Finance staff.
• Processes the Districts Payroll Annual Roll including updating reviewing and reconciling health welfare and voluntary benefits data employee pay rates/steps and annual leaves from one fiscal year to the next; enters and ensures accuracy of data in multiple systems; and coordinates with human resources fiscal and budget staff to ensure accuracy of information.
• Reconciles payroll accounts and employee benefits deductions; performs corrections through payroll adjustments when necessary to resolve discrepancies; and remits payments for the Districts health insurance and voluntary plan providers.
• Prepares reconciles and submits federal state and other mandated payroll taxes including tax deposits quarterly reports annual reports W-2s tax restatements and re-filings.
• Researches analyzes and resolves technical and/or payroll related problems or questions; provides payroll information explains procedures and answers questions pertaining to payroll laws rules and regulations.
• Responds to inquiries from various internal departments external agencies and employees; verifies employment; and resolves technical and/or payroll related problems.
• Maintains complete and accurate confidential attendance records in compliance with District and mandated guidelines including the calculation of leaves earned and used and enters data for the employees paycheck stub.
• Processes personnel transactions and makes appropriate adjustments and changes in the payroll system.
• Prepares business correspondence and memoranda on payroll related operations.
• Compiles a variety of statistical data for federal state and local government units auditors and staff reports.
• Maintains a variety of files and records related to the Districts payroll system and general accounting techniques and procedures; records changes and resolves differences; maintains the accuracy of accounting and financial records.
• Checks and tabulates statistical and financial data.
• Works productively and cooperatively with others by demonstrating respect patience and equitable treatment of all internal and external customers.
• Observes and complies with District and mandated safety rules regulations and protocols.

Education and Experience:

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

Education:

Experience:

Licenses and Certifications:

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift carry push and pull materials and objects up to 10 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

QUALIFICATIONS
Knowledge of:

• Operations and services of a comprehensive payroll system and its integration with human resources finance and accounting functions.
• Payroll reporting and payment requirements of various federal and state agencies and benefit providers.
• Laws rules regulations procedures and office practices related to the processing and recording of payroll and financial transactions related to employee benefits.
• Payroll and timekeeping practices procedures and terminology.
• Applicable federal state and local laws rules regulations ordinances and policies and procedures relevant to assigned area of responsibility.
• Employee association memorandum of understanding (MOU) employment contracts and agreements and their impact on payroll.
• Business mathematics.
• Principles and practices of research data collection and report preparation.
• Principles and practices of auditing payroll documents.
• Recordkeeping and retention principles policies and procedures.
• District and mandated safety rules regulations and protocols.
• Techniques of providing a high level of customer service by effectively interacting with students staff faculty representatives of outside organizations and members of the public including individuals of diverse academic socio-economic ethnic religious and cultural backgrounds physical ability and sexual orientation.
• The structure and content of the English language including the meaning and spelling of words rules of composition and grammar.
• Modern equipment and communication tools used for business functions and program project and task coordination including computers and software programs relevant to work performed.

Ability to:

• Review and process a diverse range of employee salary or pay actions to ensure accuracy in payroll outcomes.
• Review post balance reconcile and maintain accurate and confidential payroll records.
• Interpret apply explain and ensure compliance with mandated payroll policies and procedures.
• Review and implement payroll changes based on bargaining unit agreements employee contracts or other documentation impacting collective and individual compensation benefits and withholdings.
• Compose correspondence and reports independently or from brief instructions.
• Assess evaluate and confirm payroll balancing for all District groups.
• Make accurate arithmetic financial and statistical computations.
• Review payroll documents for completeness accuracy and compliance.
• Review post balance reconcile and maintain accurate and confidential payroll records.
• Understand interpret and apply all pertinent laws codes regulations policies and procedures and standards relevant to work performed.
• Establish and maintain a variety of filing record-keeping and tracking systems.
• Independently organize work set priorities meet critical deadlines and follow-up on assignments.
• Use tact initiative prudence and independent judgment within general policy procedural and legal guidelines.
• Effectively use computer systems software applications and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely both orally and in writing using appropriate English grammar and syntax.
• Demonstrate sensitivity to and understanding of the diverse academic socio-economic ethnic religious and cultural backgrounds of community college students.
• Establish maintain and foster positive and effective working relationships with those contacted in the course of work.

APPLICATION PROCEDURES:

To be considered a candidate for this position all materials required should be received in the Victor Valley College Office of Human Resources. If a file is not complete the application may not be considered by the Screening Committee.

It is the applicants responsibility to ensure that all requested materials are received. All material included in the application packet become District property will not be returned and will not be copied. Please note the only form of communication you will receive throughout the recruiting and hiring process will be through email. It is your responsibility to check your email for any upcoming testing and/or interview dates. This recruitment may be used to fill future vacancies.

Please note that the information provided on the application must be complete and will be the only information used to determine qualifications for the position. If it is unclear whether an applicant meets the minimum qualifications for the position from the application that applicant will be disqualified.

To request a reasonable accommodation due to a disability to assist with completing an application please contact the Human Resources Department before the listed closing date at extension 2500 or by email at

A complete file consists of all of the following:

1. Completed electronically signed Victor Valley College application which includes Contact Information Education Work Experience References and Supplemental Questions.
2. Copies of college transcripts showing college coursework (Ifyou have transcripts please attach as other).(If you are using additional experience in lieu of educational requirements please attach a document stating as such to the transcript attachment type or you will not be able to complete your application)NOTE:Degrees must be from an accredited institution. It is the responsibility of the candidate to include U.S. evaluations of non-U.S. transcripts with their application.

You may check your status at any time by logging into Victor Valley College Online Application Site at with your username and password.

Candidates wishing to apply for more than one position must apply for each position separately.

VISA

Victor Valley Community College does not sponsor Visas such as H1B Visas.

EEO STATEMENT

The Board of Trustees is committed to supporting recruitment activities that are intentional professional development opportunities that are meaningful and instructional processes that support the goals of equal opportunity equity and diversity by providing equal consideration for all qualified candidates including but not limited to federally and state protected class race color national origin disability (mental and physical including HIV/AIDS cancer and genetic characteristics) ancestry sex/gender (includes pregnancy childbirth breastfeeding and/or related medical conditions) gender identity gender expression sexual orientation religion (includes religious dress and grooming practices) age (over 40) marital status medical condition (genetic characteristics cancer or a record or history of cancer) military or veteran status and genetic information.