Payroll Assistant

**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 $56256 ANNUALLY

(RANGE 17 OF THE CLASSIFIED SALARY SCHEDULE)

THIS RECRUITMENT MAY BE USED TO FILL A FUTURE VACANCY

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

The hours of these positions are Monday through Friday 8:30 a.m. - 5:00 p.m. Hours of employment are subject to change based on student or departmental needs.

EMPLOYEE BENEFITS- Comprehensive benefit package which includes:

• District paid 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 general supervision performs a variety of clerical accounting tasks involved in the processing of payroll; reviews times cards; enters and retrieves data from manual or automated systems; reconciles payroll data; ensures employees are paid accurately and timely; maintains a variety of hard copy and electronic files and records; and performs related duties as assigned.

EXAMPLES OF TYPICAL JOB FUNCTIONS
Management reserves the rightto make reasonable accommodations so that qualified employees with verified medical conditions can perform the essential functions of the job.

• Receives reviews verifies and processes time recording documents to prepare payroll for District employees; audits such documents for completeness accuracy and compliance with rules and regulations; prepares and balances payroll reports and records including special salary calculations and leave balances;issues manual timesheets and timekeeping reports as 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.
• Processes personnel transactions making appropriate adjustments/changes in the payroll system.
• Assists with reconciliations of payroll accounts and employee benefits and performs corrections through payroll adjustments when necessary to resolve discrepancies.
• Assists employees by providing payroll information explaining procedures and answering questions pertaining to payroll completion of forms pay frequency and online access to paystubs.
• Maintains employee records for voluntary and non-voluntary deductions; updates payroll system annually to capture changes in non-voluntary benefit deductions; assists with preparing reports for and requests for payment to various garnishing agencies federal and state tax authorities labor unions and retirement plan providers.
• Reconciles vendor billing invoices against payroll deductions; registers and remits monthly vendor payments.
• Performs collection of overpayments in accordance with policies and rules.
• Maintains complete and accurate confidential attendance records in compliance with District state and federal guidelines including the calculation of leaves earned and used; enters data for the employees paycheck stub.
• Performs technical duties in support of automated system implementation modification and maintenance.
• Communicates with employees and supervisors to ensure timely completion review approval and submission of online and/or paper time records.
• Maintains a variety of files and records related to the Districts payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences.
• 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.
• Performs other related duties as assigned.

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:

• Equivalent to completion of the twelfth (12th) grade supplemented by college-level coursework or specialized training in payroll accounting or a related field.

• Two (2) years of experience in financial accounting or statistical record-keeping including at least one (1) year providing clerical support to an employee payroll or benefits program.

• None.

QUALIFICATIONS
Knowledge of:

• Payroll and timekeeping practices procedures processes and techniques.
• Employee benefits processes as they relate to payroll.
• Principles and practices of auditing payroll documents for accuracy.
• 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) and employment contracts and agreements as they relate to payroll processing.
• Business mathematics.
• Methods and techniques of generating payroll reports.
• Recordkeeping and retention principles policies and procedures.
• Methods and techniques of compiling data for reports.
• 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.

• Perform detailed payroll processing work accurately and in a timely manner.
• Review post balance reconcile and maintain accurate and confidential payroll records.
• Review payroll and other financial documents for completeness accuracy and compliance.
• Interpret and apply mandated requirements in the processing and generation of the Districts payroll.
• Review and implement payroll changes based on bargaining unit agreements employee contracts or other documentation impacting collective and individual compensation benefits and withholdings.
• Make accurate arithmetic and financial computations.
• Maintain confidentiality of payroll data.
• 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 by the First Review Date. If a file is not complete by the First Review Date 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 .