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Payroll Coordinator

Job description

Position Summary

The mission of Pierce College is to provide quality educational opportunities for a diverse community of learners to thrive in an evolving world.

This position will, under general direction from the Vice President for Human Resources and as part of a team with other Payroll Coordinators, oversee and coordinate the total payroll function for employees of Pierce College District. Interpret and apply a variety of regulations and procedures in the payroll function. Develop methods and procedures and assist in evaluating and implementing policies. Ensure procedural compliance, accuracy, and that deadlines are met. Coordinate the payroll function with the fiscal office, human resources, and other key staff. Work with departments to resolve payroll-related problems. Provide excellent customer service in-person, by phone, and email to both internal and external customers. This position actively supports and engages in Pierce College's goals for equity and inclusion in order to provide access and support for our diverse community of learners.

Pierce College is hiring two full-time positions: one regular classified position (ongoing) and one project classified position with an expected duration of 18 months. The project position will provide assistance and back up in Payroll and related Human Resources duties as Pierce College transitions from a legacy computer system to PeopleSoft HRIS.

Essential Functions

In this role, the incumbent will be relied upon as a part of a team, to coordinate, process, interpret, and evaluate payroll functions for all employee types across the District.

Payroll Coordination

  • Access and input in PPMS (Personnel Payroll Management System) all payroll transactions. Conduct accurate and timely payroll operations consistent with state and federal regulations, college bargaining agreements, and Pierce College policies and procedures. Compile and compute payroll data from a variety of source documents; input payroll data and perform routine audits to ensure accuracy.
  • Reconcile, balance, and check all payrolls and payroll reports; distribute checks, monitor and follow through with outstanding payroll checks.
  • Coordinate with supervisors and employees for timely submission of electronic timesheets.
  • Provide training to new supervisors and employees on the timesheet program as needed.
  • Responsible for the withholding of various miscellaneous deductions and timely deposit of payroll taxes, as well as reconciliation of payroll records (e.g. quarterly tax reports, year-to-date reports, W-2's).
  • When overpayments occur, calculate amounts and prepare and send overpayment letters.
  • Prepare calculations and request approval for issuance of hand-drawn checks.
  • Work cooperatively with the Benefits Consultant as it pertains to benefits deduction processing and reconciliation.

Customer Service

  • Foster, promote, and maintain healthy relationships with Payroll stakeholders in order to enhance the Payroll experience for customers and garner timely cooperation to meet and respond to customer needs.
  • Work effectively with other departments to resolve payroll related problems.
  • Respond to inquiries from staff, managers, faculty and members of the public; assess customer needs, identify and evaluate options and recommend courses of action.

Policies and Procedures

  • Develop and maintain payroll policy recommendations, procedures, forms and systems in cooperation with human resources, budget, and fiscal staff.

Record Keeping and Reports

  • Maintain physical and electronic records in accordance with state regulations and college policies and procedures.
  • Develop, schedule and/or run various payroll and/or benefits related reports/jobs for use in review and/or reconciliation of insurance billing, retirement contributions and W-2 processing. Prepare other reports as required.
  • Respond to requests for wage verification data.


  • In preparation for a system wide deployment of PeopleSoft, participate in workshops and user acceptance testing to ensure payroll data migrates successfully.
  • Other duties as assigned.

Required Education:

  • Some satisfactorily completed college coursework in any of the following fields of study: Business, Bookkeeping, Accounting, or other related areas.

Required Experience:

  • Two years payroll, bookkeeping or fiscal record keeping work experience. Business school credit course work may be substituted for up to 1 year of the fiscal work experience.
  • Proficiency with computers including, but not limited to, MS Office products.
  • Experience working independently.

Required Knowledge, Skills, and Abilities:

  • Knowledge of applicable federal, state regulations, and college policies and procedures, with the ability to interpret and apply; explain complex or technical information regarding rules, rights, regulations, policies, procedures, programs, or services to answer questions, resolve problems, communicate decisions or actions.
  • Effectively communicates by actively listening and sharing relevant information with coworkers, supervisor(s) and other external constituents to anticipate problems and ensure effectiveness of the District; clearly and effectively communicate with individuals and groups within and outside of the organization verbally and in writing.
  • Works cooperatively with others as an active member of a team; listens and responds honestly and constructively to their team members' ideas; be open with others about concerns; provides assistance to others as needed; works for solutions that all team members can support.
  • Takes responsibility for own work performance and balancing critical job requirements, initiating and completing work; manages time/conflict/stress; uses systems to organize, prioritize, and keep track of information and/or work in progress; maintains accurate and complete electronic and manual records; exhibits attention to detail; ability to multitask in a high pressure environment.
  • Earns the trust, respect and confidence of coworkers and customers through fairness, truthfulness, honesty, sensitivity, reliability and professionalism in all interactions; builds and maintains the trust of others; willing to maintain the highest level of confidentiality at all times.
  • Adapts to changing business needs, conditions, and work responsibilities to include technology innovations; responds positively to change, embracing and using new practices or values to accomplish goals and solve problems. Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.
  • Establishes and nurtures relationships with stakeholders, regularly inviting feedback and suggestions; strives to anticipate, identify, understand and be responsive to customer needs and expectations; delivers products and services when and where the customer needs them; explores options when unable to deliver and pursues solutions until the customer is satisfied; ability to work cooperatively with and offer assistance to others; ability to predict potential problems and offer solutions.
  • Uses critical, creative, and reflective thinking skills to identify problems, analyze and evaluate various solutions, implement solutions, and monitor their effectiveness; ability to analyze data and resolve problems; Sees opportunities for creative problem solving while staying within the parameters of good practice; generates unique but workable and useful solutions to difficult problems.
  • Treats others with respect; promotes cooperation; effectively manages relationships; works effectively and positively with individuals of diverse cultural and socioeconomic backgrounds and educationally diverse populations. Understands the uniqueness of self and others, and demonstrates openness toward diverse points of view.

Other Requirements:

  • As a condition of employment, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in this position.
  • Ability to occasionally travel between work sites in Puyallup, Lakewood, and on Joint Base Lewis-McChord.
Special Note: All applicants will be considered for both the regular and project (18 months) position openings. If you only wish to be considered for one position (regular or project), please specify in your cover letter Application Process

Application Requirements:
To be considered for this position, you must:
  • Meet the required qualifications as outlined in this announcement.
  • Complete the online application profile at http://www.pierce.ctc.edu/dist/hr/
  • Apply for the specific job opening.
  • Upload (attach) a cover letter that addresses how you meet the required and desired qualifications as outlined in this announcement. Be sure to provide specific examples to support your experience, training and/or skills (Cover Letter).
  • Upload (attach) a detailed résumé (Résumé).
  • Transcripts are not required in order to apply for this position, however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Unofficial copies of all college and university transcripts must include degree received and confer date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: www.naces.org/members.htm (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
  • Upload (attach) a list of at least two current professional references with names, addresses, and telephone numbers (References).
Special Note: All application materials must be submitted by 5 p.m. on the deadline date.

Terms of Employment:
  • This is a full-time (40 hours per week) classified position with Pierce College. The primary work location will be Pierce College Fort Steilacoom, but occasional travel to Pierce College sites may occur. Core work hours are Monday - Friday 8:00 a.m. - 5:00 p.m. however, scheduled hours may vary and include occasional evenings and weekends. Occasional travel may be required. All positions may be subject to reassignment between campuses or sites.

Physical Work Environment:
  • This position is required to work indoors in an office environment.

Reasonable Accommodation:

  • Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process:
  • Only those candidates who have complied with the application process and meet the required qualifications will be considered. The most desirable candidates will be contacted for an interview.

  • The starting salary range of this position is $3,044.00 - $3,505.00 per month (dependent upon qualifications) with annual periodic increases up to $3,961. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided.

Conditions of Employment:
  • In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.
  • Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.

Bargaining Unit:
  • This position has been designated as a bargaining unit position represented by the Washington Public Employee's Association.

The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices for all persons without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, presence of sensory, mental or physical disability, and status as a disabled veteran, or Vietnam-era veteran. Questions may be directed to the Vice President of Human Resources, Affirmative Action Officer or the Title IX Coordinator at (253) 964-7342.




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Job No:
Posted: 9/6/2018
Application Due: 11/9/2018
Work Type: