Payroll Specialist

Job description

Posting Details Posting Number: 0000920 Job Title: Payroll Specialist Discipline or Department: Fiscal Services Position Type: Staff/Classified Working Title: Payroll Specialist Hourly Rate or Monthly Salary: Starting $5,483.00 per month Type of Benefits: A full benefit package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS). Full Time or Part Time? Full-Time Months Per Year 12 Working Hours: Two regular, full-time positions, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 am - 4:30 pm. The persons selected for these positions will be subject to assignment to any district facility during any hours of operation. Contract Days
(Faculty Positions Only) Special Instructions to Applicants: APPLICATION PROCEDURE:
Apply and submit application materials through MiraCosta College's online application system at Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

In order to be considered for these positions, you must submit the following documents directly in the online system. Once you finish applying you will receive a confirmation number. Additional applications will continue to be accepted until the positions have been filled.

1. Application for classified employment on which you list all relevant experience.

2. A cover letter addressed to the "Screening and Interview Committee" specifically describing how you meet the desirable qualifications and the representative duties.

3. A current resume or curriculum vitae summarizing your educational background and experience.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated above. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation. If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to

5. If applicable/available, technical certificates related to Payroll Special Instructions to Applicants: Continued NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

-MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students."

-Describe your PAYROLL experience. Include in your response the following:
oYour specific payroll duties and years of payroll experience
oNumber of paychecks processed/month
oEmployee pay types you processed (Full time, Part time, exempt, non-exempt, Faculty, Staff, or other employee types)

-Describe your experience using payroll software systems and related computer applications. Include the names of computer systems/applications you have used and what payroll-related tasks you used them for.

-Describe your experience in a lead capacity (can be non-work related). Include specific lead responsibilities. If none, type "NA".

-Rate your proficiency/experience (Advanced, Intermediate, Beginner, NA) and provide a brief description of your proficiency with the following:
oPayroll withholding taxes and other payroll deductions
oProviding information (written and verbal) to employees on salaries, deductions, and other payroll related items.
oProblem solving payroll issues.
oMicrosoft Excel proficiency (include spreadsheet models you created and/or types of function you know)

The screening and interview committee will review application materials for up to three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for these positions. Basic Function and Other Details: Under direction, perform a variety of complex responsibilities related to the preparation of district payroll, including the coordination and application of current federal and state laws, county and district policies in the timely and accurate preparation and auditing of payroll documents; and perform related duties as assigned. Basic Function and Other Details Continued: Representative Duties:
1.Process monthly payroll for all employee groups; perform complex payroll calculations; verify information from relevant forms/timesheets; audit, correct and balance payroll; ensure compliance with all applicable codes, laws and policies; conduct technical research and prepare reports.

2.Update, process and maintain employee profile and benefit records in the payroll system of all necessary records including pay rates, account numbers, retirement plans, benefit plans, direct deposits, etc., to ensure accurate and timely payroll processing.

3.Process monthly timecards and maintain accurate payroll and benefit records including work hours, overtime, vacation, sick leave, banked time, extra pay, stipends, shift differentials, career incentives, responsibility factors, voluntary deductions, salary reduction plans, Affordable Care Act weekly records and other work-tracking requirements.

4.Calculate a variety of special payments for employees based on change-of-employment status, bonuses, shift differentials, stipends and overtime worked.

5.Communicate and provide information to administrative personnel, other colleges, federal, state and local agencies and others regarding payroll services; prepare and forward necessary documents to the County Office of Education required to update, correct, adjust or process payroll records.

6.Provide effective customer service by responding to in-person, telephone and email inquiries from employees concerning salaries, deductions and insurance; interpret and explain payroll policies to employees; work with appropriate personnel to ensure accurate coding and reporting of payroll and benefits.

7.Compile information and data and prepare various payroll and statistical reports; receive, analyze and verify accuracy of payroll reports.

8.Compile, prepare and submit employment verification, unemployment audits, EDD quarterly reports, State Controller's reports, IRS information inquiries, subpoena information and wage garnishments; update employee withholding information based on IRS notifications.

9.Perform calculations for W-2 reporting (excess life insurance, dependent care, district vehicle, electronic devices, benefit costs and domestic partners); sort and distribute W-2 forms at year end; process and prepare W-2c and W-3c corrections, as well as PERS, STRS, Social Security and PARS requests for information.

10.Correct fund account or transfer funds based on requests from accounting staff or individual departments. Representative Duties Continued: OTHER DUTIES:
1.Process benefit enrollments, terminations and insurance changes; reconcile carrier billings; maintain files and prepare and mail invoices for COBRA and retiree benefits; post and deposit monies according to district procedures.

2.Perform related duties as assigned. Knowledge and Abilities KNOWLEDGE OF:
1.District organization, operations, policies and objectives.
2.Principles and techniques involved in payroll preparation practices, monitoring and control.
3.FLSA, pertinent federal and state laws, state education codes, STRS, PERS and PARS retirement regulations, COBRA regulations and procedures, and district policies and procedures affecting payroll records and programs.
4.Recordkeeping associated with fringe benefit (health & welfare, workers compensation, and unemployment insurance) programs, their applicable contracts, laws and regulations.
5.Generally accepted accounting principles and practices.
6.Oral and written communication skills.
7.Correct English usage, grammar, spelling, punctuation and vocabulary.
8.Interpersonal skills using diplomacy, patience and courtesy.
9.Knowledge of research, reconciliation and analysis methods.
10.Integrated information systems and use of appropriate software to perform tasks.
11.Data management software applications.

1.Interpret and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.
2.Make mathematical calculations quickly and accurately.
3.Operate a variety of office equipment, including computer and appropriate software applications and spreadsheets.
4.Analyze situations accurately and adopt effective courses of action.
5.Plan, prioritize and organize a large volume of work to successfully meet constant payroll schedules, timelines and deadlines and to facilitate others in meeting timelines.
6.Maintain records and prepare complex financial and statistical reports.
7.Work confidentially with discretion.
8.Understand and follow oral and written directions.
9.Resolve discrepancies with efficiency and tact.
10.Communicate information and explain various payroll-related procedures and practices.
11.Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
12.Establish and maintain effective working relationships with all those encountered in the course of work. Minimum Qualifications: To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1.Graduation from high school or GED equivalent, plus eight semester units (or equivalent quarter units) of college-level coursework in accounting.

2.Three years of related experience; or an equivalent combination of training and experience.
(IMPORTANT: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours) Minimum Qualifications Continued: Desirable Qualifications: 1.Associate in Arts (AA) degree in accounting, business, human resources or a related field.
2.Technical certificates related to Payroll.
3.Payroll work experience in a school district setting.
4.Working knowledge of Microsoft Excel and Word.
5.PeopleSoft Human capital Management (HCM) system is a plus Licenses and Other Requirements: Physical Effort: Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to work at a computer, including repetitive use of a computer keyboard, mouse or other control devices; ability to travel to a variety of locations on and off campus as needed to conduct district business. Emotional Effort: Ability to develop and maintain effective working relationships involving appropriate interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to concentrate on detailed tasks for extended periods while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities. Working Conditions: Primarily an office environment. Subject to frequent interruptions by individuals in person or by telephone and intermittent exposure to individuals acting in a disagreeable fashion. May work at any district location or authorized facility during day and/or evening hours with occasional evenings, and/or weekends on an as-needed basis. Occasional local travel may be requested. Posting Date: 07-11-2018 Closing Date: Open Until Filled First Screening Date: Human Resources Contact Information [email protected] or 760.795.6854 EEO Statement: MiraCosta College is an Equal Opportunity Employer and is committed to providing an educational environment which affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion. The college's commitment to diversity, equity and inclusion is expressed in the policy found at About MiraCosta: MISSION STATEMENT AND INSTITUTIONAL GOALS:
The MiraCosta Community College District mission is to provide superior educational opportunities and student-support services to a diverse population of learners with a focus on their success. MiraCosta offers undergraduate degrees, university-transfer courses, career- and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves.

Goal I. MiraCosta Community College District will become a vanguard educational institution committed to innovation and researched best practices, broad access to higher education, and environmental sustainability.

Goal II. MiraCosta Community College District will become the institution where each student has a high probability of achieving academic success.

Goal III. MiraCosta Community College District will institutionalize effective planning processes through the systematic use of data to make decisions.

Goal IV. MiraCosta Community College District will demonstrate high standards of stewardship and fiscal prudence.

Goal V. MiraCosta Community College District will be a conscientious community partner. About MiraCosta: (contd) THE DISTRICT, STAFF AND STUDENTS:
The MiraCosta Community College District is one of California's 114 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, Carmel Valley, and parts of Camp Pendleton. The single college district is governed by a seven-member Board of Trustees who are elected from each of the district's seven communities.

MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities.

The college's fee-based Community Education program provides a wide variety of classes, workshops, and excursions. Tuition-free, noncredit classes also present a variety of learning opportunities at the Community Learning Center and throughout the community. In addition, the college partners with the North San Diego Small Business Development Center and hosts the Veterans Business Outreach Center.

MiraCosta College employs 204 full-time faculty, 368 regular classified staff, 13 classified administrators and 16 academic administrators. An additional 673 associate faculty work in the credit and noncredit programs, and about 150 educators or contract staff provide community education and workforce development activities. The Sites: THE SITES:
The district operates two campuses and two centers.

The Oceanside Campus (OC) moved to its 121.5-acre site in 1964 and houses a comprehensive public community college offering credit, fee-based, and noncredit courses. In the 2016-17 academic year, the college offered general education credit courses that applied toward 66 associate degrees, 50 Certificates of Proficiency, and 61 Certificates of Achievement. Some noncredit classes and community services courses are also offered on this campus. Approximately 10,500 students, the majority of the district's students, attend the Oceanside Campus.

The San Elijo Campus (SAN) in Cardiff is positioned as the district's transfer-focused site and offers a wide range of credit courses leading to transfer and almost 40 associate degrees and career certificates. Each semester, more than 200 sections are offered on this campus to a student body of more than 3,000 students, with support networks in tutoring, counseling, library, wellbeing, and student activities. A rich variety of community events and workshops are also offered year-round at the San Elijo Campus.

The Community Learning Center (CLC) opened in fall 2000, serves approximately 2,500 students, and is located on 7.6 acres in downtown Oceanside. The CLC hosts a wide variety of noncredit programs, including English as a Second Language, the Adult High School Diploma Program, classes for older adults, health classes, parenting classes, and classes for those who are physically and mentally challenged. The center also houses the Cisco Networking Academy, which prepares students for computer industry certifications. Credit courses that fulfill general education requirements are also offered at this site and are intended to support students' transition from noncredit to credit enrollment.

MiraCosta College's Technology Career Institute (TCI) in Carlsbad is part of MiraCosta College's Career Education Department. It offers our local community members the opportunity to enhance their lives and their careers with low-cost, hassle-free classes, workshops, and programs. From enrichment classes to job training programs, the TCI provides the types of classes that make it easy for students to reach their goals, no matter what age. All of the programs and classes at the TCI are fee-based and not-for-credit. The TCI offers classes and certificate programs to skilled workers in industries such as high-tech manufacturing, maritime technology, and emerging technologies. Accreditation: The Small Business Development Center (SBDC) provides resources, workshops, and leadership programs for small businesses and serves all of North San Diego and Imperial Counties. The Veterans Business Outreach Center (VBOC) provides entrepreneurial development services such as business training, counseling, and mentoring, as well as referrals for eligible veterans and military spouses owning or considering starting a small business enterprise in Santa Barbara, Ventura, Los Angeles, Orange, Riverside, San Bernardino, San Diego and Imperial Counties.

MiraCosta College began offering online courses in 1995. The district typically offers approximately 275 fully online class sections each semester, with another 170 sections offered partially online.

MiraCosta College is accredited by the Accrediting Commission for Community and Junior Colleges of the Western Association of Schools and Colleges, 10 Commercial Boulevard, Suite 204, Novato, CA 94949, 415.506.0234, an institutional accrediting body recognized by the Council for Higher Education Accreditation and the U.S. Department of Education and approved by the California State Department of Education Office of Private Post-Secondary Education for training veterans and other eligible persons under the provisions of the GI Bill of Regulations. The University of California, California State Universities, and private universities of high rank give credit for transfer courses completed at MiraCosta College.

Specific MiraCosta College programs have additional accreditation through their respective agencies: California State Board of Registered Nursing, Commission on Accreditation of Allied Health Education Programs, State Board of Vocational Nurse and Psychiatric Technicians, California Department of Public Health Aide and Technician Certification Section, Commission on Peace Officer Standards and Training, National Certification Board for Therapeutic Massage and Bodywork, and Accrediting Commission for Schools, Western Association of Schools and Colleges (Adult High School). The Area THE AREA:
Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Interstate 5, Amtrak, and Carlsbad regional airport provide easy access to either metropolis and to Mexico. The district, which extends 25 miles along the Pacific Ocean from Camp Pendleton Marine Corps Base to the city of San Diego, attracts diverse ethnic and socioeconomic populations who live in urban and suburban communities. The intellectual environment is enhanced by the college's proximity to the University of California San Diego, California State University San Marcos, and other institutions of higher education. Along with numerous theaters, galleries, and museums, residents enjoy a moderate, year-round climate, which provides many opportunities for outdoor activities. Clery Act: As per the Clery Act of 1998, the campus security report can be found at Required Applicant Documents: Resume/Curriculum Vitae
Cover Letter
Transcript 1 Additional Applicant Documents: Transcript 2
Transcript 3
Formal Agency Evaluation - Non-U.S. Transcripts
Certificate/License 1
Certificate/License 2 Quicklink for Posting: function checkForSelectedStatus(){ return true;}




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Job No:
Posted: 12/25/2018
Application Due: 2/5/2019
Work Type: