PAYROLL AND BENEFITS PROCESSING MANAGER, JC #651, (Classified Management) Integrated Administrator/Manager Salary Range C13, District Services DEFINITION To plan, organize, coordinate, manage, control and evaluate the functions, program, services and activities all District Payroll and related functions of District Fiscal Services, including payroll preparations, payroll reconciliations, taxes, payroll accounting reporting, miscellaneous deductions, settlements, and employee retirement, insurances, and benefits processing; ensure that programs are operating within the appropriate fiscal parameters and remain in compliance with District collective bargaining agreements and local, State and federal legal requirements; coordinate assigned activities at the District and college levels; exercise good judgment in the application and interpretation of complex rules, regulations and procedures related to payroll and benefits; and ensure the timely and accurate preparation and disbursement of a variety of records, reports and payment forms related to payroll and benefits, including monthly remittances related to the District's employee health and welfare programs, and employee pay warrants; operated as the subject matter expert and provide resolution to unusual and complicated payroll issues; provide complex staff assistance to the Executive Director of Fiscal Services/Comptroller. To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services. SUPERVISION RECEIVED AND EXERCISED Receives general direction from the Executive Director of Fiscal Services/Comptroller. Exercises direct supervision over technical and clerical accounting staff. EXAMPLES OF DUTIES - Duties may include, but are not limited to the following: Plan, develop, organize, coordinate, manage and evaluate the payroll and benefits processing programs, services, operations and activities of the District, including classified and certificated payroll processing and employee benefits payment processing; assume responsibility for multiple, monthly payroll system processes to generate payroll files for payroll; investigate and correct unusual payroll problems. Ensure the timely and accurate payment of employees; monthly payroll check, ensuring that tax withholding is accurately calculated and reported; and ensure the timely and accurate preparation and submittal of local, State and federal tax returns; ensures the payment of payroll taxes and withheld wages, payments to STRS and PERS retirement systems. Supervise the maintenance of all payroll records and reports, to ensure the timely and accurate preparation and maintenance of payroll and benefits records; ensure consistency between all personnel and payroll systems; and correct use of all general and accepted accounting procedures; audits the accuracy and integrity of all payrolls and benefit health cost premiums; ensures the timely reporting and payments to the CalPERS and CalSTRS retirement systems regarding employee resignations, retirements, and agency requirements; create queries and reports from the Payroll database as needed; direct the maintenance of employee records for payroll, industrial accidents, retirement, and leave of absence; maintain payroll schedules, calendars, master control lists, payroll files and assignments; distribute information as appropriate. Report long-term disability data to third party insurance carriers and correspond with employees concerning disability reporting procedures.
Page 2 Assist the Executive Director of Fiscal Services/Comptroller in forecasting short-range and long-range District payroll and benefit costs for District administrators, Board members, faculty, classified staff, police officers and other interested parties. Prepare accruals for salaries and fringe benefits for yearly reports; assist auditors in the preparation of annual audit reports such as compensated absences. Ensure that all payroll and benefits operations and activities of the District are performed according to collective bargaining agreements, Board policy and local, State and federal legal requirements; ensure the timely and accurate processing and distribution of employee payrolls and employee benefits processing. Assist the Executive Director of Fiscal Services/Comptroller with planning, developing and implementing new and revised payroll and employee benefit reporting procedures, operations, programs, policies and administrative regulations in accordance with laws and regulations and controls; develop, implement and maintain appropriate methods and procedures to optimize efficient and effective delivery of services related to assigned functions; monitor and evaluate operations and activities and take corrective actions as necessary; assist the Executive Director of Fiscal Services/Comptroller with reviewing proposed legislation and policy issues and assist with the analysis of legislation affecting payroll issues to ensure District payroll procedures are in compliance. Plan, organize and supervise the development of the Division work plan; assign work activities, projects and programs; monitor workflow; implement policies and procedures; review and evaluate work products, methods and procedures; develop, revise, and analyze departmental procedures, handbooks, and forms related to payroll and related records. Serve on committees, task forces and other work groups as needed; provide technical expertise and guidance regarding areas of responsibility; research, analyze and resolve problems; find solutions and improve operations while keeping an open mind and complying with legal requirements and established procedures; develops, implements, and administers a variety of special projects. Serve as liaison and coordinate with other district services departments and outside agencies on matters relating to payroll issues, retirement plans, and to represent the district s interests; communicate and coordinate with other fiscal services personnel, District and college administrators and support personnel, timekeepers, representatives of State and federal agencies, educational institutions and others to coordinate programs and activities; manage and build internal and external relationships and outreach efforts to the campuses and district services departments, ensuring maximum effectiveness and productivity; provide training materials, manuals, and training and workshops as necessary; organize and lead in-service training and orientation programs for payroll staff and district timekeepers concerning payroll functions; explain and elucidate District organization, payroll procedures, and related information. Manage, monitor, review and evaluate the status of various ongoing projects and identify and report weakness to maintain appropriate financial integrity of the District. Provide a variety of information to district staff concerning payroll deadlines, payroll information, status, employee history, assignments, state or federal withholding taxes, deductions, and retirement systems; coordinate responses to inquiries from employees and outside agencies concerning retirement, vacation or sick leave balances, earnings, service credits, and employment / earnings verification. Interpret, understand, apply and explain collective bargaining agreements between the District and various employee groups, as well as applicable local, County, State and federal laws, and ensure legal compliance; inform, guide and monitor District and college staff and employee benefit providers regarding legal compliance, timeliness and accuracy related to payroll and benefits processing and other activities and transactions.
Page 3 Provide technical assistance related to payroll and employee benefit programs, including workers' compensation and retirement systems; provide technical assistance in evaluating contracts; interpret and administer current contracts. Provide technical direction to staff conducting various payroll activities; train, guide, supervise, support, assign, and evaluate the performance of assigned personnel; assure the staff is provided current and updated information regarding payroll, timekeeping and calculations of pay, leave plans, court ordered garnishments, collections, payroll taxes, and HR. information systems; delegate and review assignments and projects; evaluate work products and results; establish and monitor timelines and prioritize work; interview, select and recommend hiring of employees; recommend transfers, reassignment, termination and disciplinary action; motivate staff and resolve conflicts; optimize the contributions of payroll team through coaching, counseling with workable solutions to business issues/problems; troubleshoot daily technical problems; ensure that District payroll and related records are maintained, destroyed, and stored according to approved records management procedures. Prepare, administer and monitor annual budget for area of assignment; prepare recommendations and justifications regarding budget requests; authorize expenditures according to District policies and applicable regulations. Maintain current knowledge of changes, concepts, methods, requirements, regulations and policies for assigned programs, including computer programs and software enhancements. Develop and make written and oral presentations at various gatherings; conduct workshops to provide specialized information regarding accounting and budgeting; assure the development and dissemination of information related to new or revised automated systems, requirements or regulations affecting assigned areas of fiscal operations and services. Assist District and College management and staff in developing, preparing, maintaining and reporting employee timekeeping records; prepare accruals for salaries and fringe benefits for yearly reports; assist auditors in the preparation of annual audit reports and/ or special audit requests; manage the preparation and distribution of yearend reports and tax documents, such as 1099 forms. Respond to requests for information and advise District departments, governmental agencies, and the public of District payroll policies. Works closely with the District IT Department to implement and maintain system applications which ensure that payroll and time reporting meet STRS, PERS, local, federal, and state laws, collective bargaining agreements, and district policies and procedures. Maximizes technology functionality to ensure system is fully optimized. Recommends payroll system modifications to meet changes in laws, regulations, tax requirements, reporting procedures, accounting policies, and/or organizational needs; audit and research system elements to ensure for accuracy and prepare, update, revise and make recommendations, as necessary to make corrections or improvements. Perform related duties as assigned. QUALIFICATIONS EDUCATION AND EXPERIENCE GUIDELINES Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Page 4 Education: Associate of Arts degree with major coursework in finance, accounting, business administration or closelyrelated field and two additional years of recent, directly-related payroll experience in a public education setting. A bachelor's degree from an accredited college or university with major course work in finance, accounting, business administration or a closely related field is highly desirable. Experience: At least five years of increasingly responsible experience in professional accounting work involving public payroll and benefits processing, including two years in a lead or supervisory capacity in an organization of medium to large size. Licenses and other requirements: A valid California driver's license. Knowledge of: Applicable local, State and federal laws, codes, regulations, policies, and standards pertaining to public finance, collective bargaining and fiscal and payroll operations, including State Education Code (EC), Fair Labor Standards Act (FLSA), Family Medical Leave Act (FMLA) and California Family Rights Act (CFRA). Automated systems and uses, as related to payroll and benefits processing, including the Orange County Department of Education (OCDE) payroll/data backup systems, Human Resources mainframe, and personal computers and applications software, including database management, spreadsheet, word processing and software. Collective bargaining unit contracts as related and applied to payroll. District and college organization, operations and objectives. Federal, state, and local reporting requirements related to payroll processes and various tax and appropriate withholding procedures as they relate to payroll and paid benefit plans. Interpersonal skills including tact, patience and diplomacy. Modern office practices, procedures, methods, and equipment. Computerized payroll and accounting systems and data processing systems. Modern principles, practices, terminology, and organizational structures of general and government accounting and auditing, including payroll and benefits processing particularly pertaining to community colleges or public agencies. Oral and written communication skills. Principles and practices of governmental accounting & auditing including payroll and benefit processing. Principles, practices, and procedures of training, supervision and performance evaluation. Principles, procedures and techniques of budget analysis and development. Record keeping techniques, including industry best practices. Retirement systems/reporting as related to payroll and service credit. Ability to: Analyze and interpret financial and accounting records. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Collect, compile and analyze data. Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District. Communicate effectively with staff, employees and the public using tact, patience, diplomacy and courtesy. Design and install new and improved methods of accounting and record keeping as it applies to payroll and benefits. Develop and implement improvements in practices and procedures. Develop, implement and manage methods and procedures for payroll and benefit processing.
Page 5 Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services. Establish and maintain cooperative and effective working relationships with those contacted in the course of work. Interpret, apply and explain applicable District policies and procedures. Interpret, apply and explain applicable local, State and federal laws, codes and regulations. Learn the District organization, operations and policies. Make arithmetic calculations quickly and easily. Maintain clear and accurate payroll records, while meeting schedules and time deadlines. Operate computer and applications software, including database management, spreadsheet, word processing and software related to area of assignment. Operate modern office equipment such as computer, printer, calculator, copier and facsimile machine. Organize, direct and implement a comprehensive public payroll and benefits function. Participate in developing, consolidating and administering the District's annual comprehensive budget. Plan and coordinate the work of a fast paced, deadline driven organization. Plan and organize work. Plan and manage multi-campus payroll processes. Prepare and administer budgets for assigned program areas. Prepare complex and comprehensive financial data, summaries, statements, reports and analyses. Prepare oral and written reports and recommendations. Relate effectively to people of varied academic, cultural and socioeconomic background using tact, diplomacy and courtesy. Select, train, lead, direct, supervise and evaluate the performance of assigned personnel. Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts. Understand and explain retirement reporting for State Teachers Retirement System (STRS) and Public Employees Retirement Systems (PERS). Work independently and confidentially with minimum direction. WORK ENVIRONMENT AND PHYSICAL DEMANDS The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: Standard office setting. Typically, duties are performed in an office environment while sitting at a desk or computer workstation. Incumbents are subject to contact with administrators and other personnel, frequent interruptions, noise from talking or office equipment and demanding legal timelines. At least minimal environmental controls to assure health and comfort. Physical Demands: Incumbents regularly sit for long periods of time, walk short distances on a regular basis, travel to various locations to attend meetings and conduct work, use hands and fingers to operate an 'electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 10 pounds.