Napa Valley College
Payroll Specialist
Napa Valley College, Napa, California, United States, 94559
OPEN UNTIL FILLED with initial review date on November 22, 2024.Napa Valley College is seeking a Payroll Specialist in the Payroll Office.The incumbent in this position will be providing support to department activities with specific responsibility for assisting the Director, Payroll Services with processing all phases of payroll in compliance with mandated requirements; performing complex work for timely and accurate payroll production; responding to complex and unusual payroll problems and computational questions; and maintaining confidential employee records.This job reports to the Director, Payroll Services.This is a full-time, 12-months-per-year, confidential position. The salary has an appropriate placement on range 9 of the current Classified Salary Schedule. The starting salary range is $5,379 to $6,226/month, with future steps up to $7,568/month. Placement is made based on experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.
Essential Functions:Assists the Director with various payroll functions (e.g. preparing spreadsheets and journal entries, analyzing data, assisting with budget development, preparing year-end closing of records, etc.) for the purpose of providing support to the department and the administrative functions of the director.Audits time records and inputs pay slips for authorization of hourly pay (e.g. verifying the accuracy of budget codes and pay rates, ensuring hours and dates worked are authorized, verifying that leave slips have been received by the Office of Human Resources for any hours reported on times cards and process deduction of leave if necessary, etc.) for the purpose of ensuring accuracy of records and employee payments.Balances payroll prelist against time records and pay slips for the purpose of submitting electronic files for final check printing.Calculates adjustments to pay rates for overtime, retroactive payments and/or deductions for the purpose of updating information to ensure proper payments.Inputs payroll documents such as new employee paperwork, tax forms and/or direct deposit information for the purpose of entering new employees into the Ellucian Colleague database for assigning correct retirement plans in addition to updating retirement plans directly through CalPERS or STRS agencies.Maintains and ensures accuracy of hourly payroll records (e.g. salary, time records, new employee paperwork, retirement benefits and leave requests, taxes and voluntary deductions, health and welfare billings, etc.) for the purpose of ensuring the availability of documentation in compliance with established policies and regulatory guidelines.Participates in meetings as assigned (e.g. unit meetings, in-service training, workshops, etc.) for the purpose of conveying and gathering information required to perform job functions.Prepares and entirely processes monthly payroll for all student workers, short-term, temporary, hourly employees and part-time faculty (e.g. balancing payroll prelist against time records, calculating adjustments to pay rates for overtime, verifying leave slips have been received by the Office of Human Resources, etc.) for the purpose of updating information, authorizing timely payment, processing special pay warrants as needed, and complying with established payroll practices.Provides technical assistance to hourly employees regarding a variety of issues (e.g. payroll, retirement, etc.) for the purpose of collaborating with the Office of Human Resources to resolve problems and complaints between District and/or governmental agencies and employees related to health and welfare billings.Reconciles balance reports (e.g. salaries, taxes, voluntary deductions, retirement, unemployment, health and welfare billings, etc.) for the purpose of issuing checks and dealing directly with the remittees regarding payment discrepancies/issues in compliance with very strict timelines.Responds to inquiries regarding payroll (e.g. salary, benefits, retirement, employee contracts, etc.) for the purpose of assisting the Director with interpreting and applying current policies, laws, and regulations.Supports negotiation activities serving as a subject matter expert in the review of negotiation minutes and memoranda of understanding for the purpose of providing and implementing collective bargaining agreements and personnel policies and procedures.Other FunctionsPerforms other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.Minimum QualificationsSkills, Knowledge and Abilities:SKILLS
are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and developing effective working relationships.KNOWLEDGE
is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: personnel processes; pertinent codes, policies, regulations, and laws relating to payroll; accounting and bookkeeping principles; business telephone etiquette; office application software; and recordkeeping and record retention practices.ABILITY
is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: meeting deadlines and schedules; working as part of a team; maintaining confidentiality; problem solving; accuracy and attention to detail; adapting to changing work priorities; communicating with persons of diverse backgrounds; dealing with frequent interruptions; working with detailed information; and demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.Responsibility:Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.Working Environment:The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy environment.Experience:Job related experience within a specialized field.Education:Community college and/or vocational school degree from an accredited institution with study in job-related area.Equivalency:Five (5) years of demonstrated experience with financial computations.Clearances:Criminal Background ClearanceTuberculosis ClearanceTitle 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.Desirable QualificationsExperience with payroll and benefits managementAt least one year of payroll experience at a community college or public agencyExperience in the application of the rules and regulations of various retirement programs in the processing of payrollA. Applicants must complete the online application through SchoolJobs.com. All elements of the application, including the education and work experience sections and supplemental questions must be submitted in order for the application to be considered complete. Napa Valley College evaluates candidates based on the information provided in the online application only. Do not attach resumes and cover letters.Internal applicants are still required to submit a complete online application for this position. This includes the submission of transcripts.B. Applicants must attach the following to complete the application process:Legible copies of transcripts verifying college work, degrees, and conferral dates, if applicable. Official transcripts required on offer of employment. Transcripts without the degrees and conferral dates will be deemed incomplete.Foreign Transcripts:
Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents. A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States. Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing.It is important that your application reflect all of your relevant education and experience. Please note that applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. Transcripts are the only attachments allowed so we may verify that the minimum education qualification has been met.All required application materials must be submitted no later than 11:59 p.m. Pacific Time on the filing deadline. Please do not submit material not requested. Application materials submitted become the property of Napa Valley College and the Office of Human Resources, Training & Development cannot copy, return, or transfer material to other positions. Any expenses incurred in connection with the initial interview will be the responsibility of the candidate. The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on distance of travel.The District will not accept materials by e-mail, fax, or mail for this position.SPECIAL ACCOMMODATIONS: If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development.Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy.For more information, contact the Office of Human Resources, Training & Development:2277 Napa-Vallejo Highway(707) 256-7100jobline@napavalley.eduFor technical support, contact NEOGOV at (855) 524-5627.
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Essential Functions:Assists the Director with various payroll functions (e.g. preparing spreadsheets and journal entries, analyzing data, assisting with budget development, preparing year-end closing of records, etc.) for the purpose of providing support to the department and the administrative functions of the director.Audits time records and inputs pay slips for authorization of hourly pay (e.g. verifying the accuracy of budget codes and pay rates, ensuring hours and dates worked are authorized, verifying that leave slips have been received by the Office of Human Resources for any hours reported on times cards and process deduction of leave if necessary, etc.) for the purpose of ensuring accuracy of records and employee payments.Balances payroll prelist against time records and pay slips for the purpose of submitting electronic files for final check printing.Calculates adjustments to pay rates for overtime, retroactive payments and/or deductions for the purpose of updating information to ensure proper payments.Inputs payroll documents such as new employee paperwork, tax forms and/or direct deposit information for the purpose of entering new employees into the Ellucian Colleague database for assigning correct retirement plans in addition to updating retirement plans directly through CalPERS or STRS agencies.Maintains and ensures accuracy of hourly payroll records (e.g. salary, time records, new employee paperwork, retirement benefits and leave requests, taxes and voluntary deductions, health and welfare billings, etc.) for the purpose of ensuring the availability of documentation in compliance with established policies and regulatory guidelines.Participates in meetings as assigned (e.g. unit meetings, in-service training, workshops, etc.) for the purpose of conveying and gathering information required to perform job functions.Prepares and entirely processes monthly payroll for all student workers, short-term, temporary, hourly employees and part-time faculty (e.g. balancing payroll prelist against time records, calculating adjustments to pay rates for overtime, verifying leave slips have been received by the Office of Human Resources, etc.) for the purpose of updating information, authorizing timely payment, processing special pay warrants as needed, and complying with established payroll practices.Provides technical assistance to hourly employees regarding a variety of issues (e.g. payroll, retirement, etc.) for the purpose of collaborating with the Office of Human Resources to resolve problems and complaints between District and/or governmental agencies and employees related to health and welfare billings.Reconciles balance reports (e.g. salaries, taxes, voluntary deductions, retirement, unemployment, health and welfare billings, etc.) for the purpose of issuing checks and dealing directly with the remittees regarding payment discrepancies/issues in compliance with very strict timelines.Responds to inquiries regarding payroll (e.g. salary, benefits, retirement, employee contracts, etc.) for the purpose of assisting the Director with interpreting and applying current policies, laws, and regulations.Supports negotiation activities serving as a subject matter expert in the review of negotiation minutes and memoranda of understanding for the purpose of providing and implementing collective bargaining agreements and personnel policies and procedures.Other FunctionsPerforms other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.Minimum QualificationsSkills, Knowledge and Abilities:SKILLS
are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and developing effective working relationships.KNOWLEDGE
is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: personnel processes; pertinent codes, policies, regulations, and laws relating to payroll; accounting and bookkeeping principles; business telephone etiquette; office application software; and recordkeeping and record retention practices.ABILITY
is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: meeting deadlines and schedules; working as part of a team; maintaining confidentiality; problem solving; accuracy and attention to detail; adapting to changing work priorities; communicating with persons of diverse backgrounds; dealing with frequent interruptions; working with detailed information; and demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.Responsibility:Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.Working Environment:The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy environment.Experience:Job related experience within a specialized field.Education:Community college and/or vocational school degree from an accredited institution with study in job-related area.Equivalency:Five (5) years of demonstrated experience with financial computations.Clearances:Criminal Background ClearanceTuberculosis ClearanceTitle 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.Desirable QualificationsExperience with payroll and benefits managementAt least one year of payroll experience at a community college or public agencyExperience in the application of the rules and regulations of various retirement programs in the processing of payrollA. Applicants must complete the online application through SchoolJobs.com. All elements of the application, including the education and work experience sections and supplemental questions must be submitted in order for the application to be considered complete. Napa Valley College evaluates candidates based on the information provided in the online application only. Do not attach resumes and cover letters.Internal applicants are still required to submit a complete online application for this position. This includes the submission of transcripts.B. Applicants must attach the following to complete the application process:Legible copies of transcripts verifying college work, degrees, and conferral dates, if applicable. Official transcripts required on offer of employment. Transcripts without the degrees and conferral dates will be deemed incomplete.Foreign Transcripts:
Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents. A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States. Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing.It is important that your application reflect all of your relevant education and experience. Please note that applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. Transcripts are the only attachments allowed so we may verify that the minimum education qualification has been met.All required application materials must be submitted no later than 11:59 p.m. Pacific Time on the filing deadline. Please do not submit material not requested. Application materials submitted become the property of Napa Valley College and the Office of Human Resources, Training & Development cannot copy, return, or transfer material to other positions. Any expenses incurred in connection with the initial interview will be the responsibility of the candidate. The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on distance of travel.The District will not accept materials by e-mail, fax, or mail for this position.SPECIAL ACCOMMODATIONS: If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development.Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy.For more information, contact the Office of Human Resources, Training & Development:2277 Napa-Vallejo Highway(707) 256-7100jobline@napavalley.eduFor technical support, contact NEOGOV at (855) 524-5627.
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