Payroll Analyst

Job description

Payroll Analyst

San Mateo County Community College District

Posting Number: 2014704S
Department: Payroll DIST (DEPT)
Location: District Office
Position Number: 1C0389
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $86,652 (annual)
Max Salary: $110,664 (annual)
Position Type: Administrative/Supervisory Positions

Who We Are:
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District:
San Mateo County Community College District is home to Cañada College, College of San Mateo, and Skyline College. All three of our colleges have been designated as Hispanic Serving Institutions. The District enrolls approximately 23,000 students, the majority of whom are from minoritized populations. Of the students within the District, 2.8% are African-American, 0.2% are American Indian, 16.4% are Asian, 10.4% are Filipino, 24.6% are Latinx, 1.6% are Pacific Islander, 24.0% are White, 17.8% Multi-Ethnic, and 2.2% are unknown.

Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position:
Under direction of the Payroll Manager, the Payroll Analyst is responsible for directing and supervising staff in processing the classified and faculty payrolls using the computerized Banner payroll system. Public contact is extensive, primarily involving college and department staff for the purpose of exchanging technical information concerning the status of various accounts and projects. A high degree of independent judgment and creativity are required to apply a variety of prescribed guidelines and accounting principles to resolve problems that arise.

Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges information with department and college staff, outside and governmental agencies, and students regarding budget issues, accounting reports, grants and other categorical funding, researches information, reporting deadlines, accounts payable and receivable, general ledger, payroll, year-end closing, and accounts balancing

2. Assists in position control budget adjustments after the final budget is loaded; assists staff who oversee budgets with researching, analyzing, and adjusting budgetary accounts

3. Supervises the clerical functions of the classified and faculty payroll processes and oversees functions of staff for timely processing of monthly and manual full and part-time payrolls

4. Prepares, files, and pays federal and state payroll tax returns and wage reports, W2 forms, and all payroll tax amendments

5. Assists in processing the payrolls and submits related files to other agencies; files unemployment insurance audit reports with EDD; develops new and improved procedures to streamline payroll processes

6. Sets up and documents procedures and compiles documentation of regulations and codes; maintains shared folders and payroll downloads site

7. Communicates professionally with other departments, including the private and government sector regarding various rules, regulations, and codes pertaining to particular payroll/personnel department functions

8. Uses a database and a variety of computer software to enter, modify, research, retrieve, and format data for financial, statistical, and other documentation and reports; plans changes to computer data records in connection with other accounting and management staff; audits computer records for accuracy; provides input to auditors

9. Journals and reconciles payroll cash accounts in District and county

10. Prepares, analyzes, and reviews estimates of revenues, expenditures, fund conditions, budgetary accounts, and transfers

11. Enters monthly journal entries for revenue and expense control; posts to general ledger from all sources

12. Processes labor distribution change requests; prepares year end journals; prepares audit documents and answers audit questions

13. Works with STRS/PERS agencies in resolving membership issues, problems, corrections, and collections

14. Collaborates with ITS in development of payroll reports; analyzes, evaluates, plans, implements, and tests system to accommodate new retirement and tax reporting regulations, as well as new programs and updates

15. Performs various other duties as requested by the Payroll Manager and other managers

Minimum Qualifications:
• A combination of education and experience equivalent to an Associate’s degree in accounting or a closely related field• Five (5) years of verifiable work experience preparing employees’ payrolls and maintaining payroll records and systems, including at least one (1) year of supervisory experience directing activities of payroll staff and/or personnel• Experience creating and using complex spreadsheets, databases, and other computer software for research, report formatting, and preparation• Demonstrated skills in effective oral and written communication• Demonstrated skill in working effectively as part of a customer service team• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff

Physical Requirements:
This classification requires dexterity of hands and fingers to type, mouse, and use phone; sitting for extended periods of time; ability to occasional lift, carry, push, pull or otherwise move office and/or supplies weighing 35 pounds or less; work at a computer, including repetitive use of computer keyboard and mouse; sitting and viewing a computer monitor for prolonged lengths of time; vision to read printed material and computer monitor; intermittent standing, walking, bending, and stooping; hearing and speaking to communicate and provide information to others in order to perform the essential functions.

Equivalence to Minimum Qualifications:

Knowledge, Skills and Abilities:
1. Knowledge of generally accepted accounting and auditing principles, practices, and procedures

2. Knowledge of State Education Code, State Budget and Accounting policies, and other applicable regulations

3. Knowledge of grant and categorical funding resources available to institutions of higher education

4. Knowledge of financial analysis and research procedures; skill in designing, developing, evaluating, and monitoring financial systems

5. Skill in the development and use of a variety of spreadsheet and other software instruments to conduct financial analysis and prepare reports

6. Skill in planning, organizing, and coordinating the work of accounting and support staff, technical resources and other staff from various constituencies and levels within the organization

7. Skill in training, directing and evaluating the work of others

8. Skill in oral and written communication, including public and persuasive speaking

9. Ability to communicate effectively with people from diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

10. Ability to strategically-plan, organize, prioritize, and implement multiple-tasked projects with similar timelines and anticipated outcomes

11. Ability to work effectively as part of a customer service team

12. Knowledge of payroll regulations, payroll processing procedures, benefits, payroll taxes, garnishments, and retirements (especially PERS, STRS and Cash Balance)

Preferred Qualifications:

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date: 01/14/2019
First Review Date: 03/06/2019
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required Application Materials All applicants are required to submit: 1. A completed online District application form (go to to complete the application and to apply for this position). 2. A resume that details all relevant education, training, and other work experience. 3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills. For questions related to this posting, please contact: SMCCCD Office of Human Resources 3401 CSM Drive, San Mateo, CA 94402 Tel.: (650) 574-6555 Fax:(650) 574-6574 Web Page:

Conditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.

5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement:
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2018 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2018 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2018 Annual Security Report is now available. The Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. You can obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

To apply, visit:

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Job No:
Posted: 1/15/2019
Application Due: 4/8/2019
Work Type: