Payroll Technician II

Job description

Payroll Technician II

Foothill-De Anza Community College District

Posting #: 18-134

Campus: Central Services

Close/Initial Review Date: 4/25/2019

Open Until Filled: No


Starting Salary: $4,443.64 (per month) plus benefits; Salary Grade: C1-46
Full Salary Range: $4,443.64 - $5,953.37 (per month)
NOTE: The salary advertised with this position is based on the 2017-2018 salary schedule. Effective July 1,2018 through June 30, 2019, the position will receive an additional temporary 5% increase. On July 1, 2019 salaries will revert to the 2017-2018 salary schedule unless another agreement is reached.

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

Reporting to the Payroll Supervisor, the incumbent is responsible for performing assigned payroll functionalities for selected grouping in classified employee classes. The position requires retirement reporting experience for large size institution in CalPERS (California Public Employees Retirement System) or other similar retirement system for Classified employees. The position must have thorough understanding of the bargaining agreements, governmental and district policies for the regulatory and procedural compliance for assigned classified employee classes with the ability to prepare, analyze and balance payroll reports including financial analytics.

Under the direction of an assigned supervisor, perform technical duties in the preparation and processing of payroll for an assigned employee groups; prepare and maintain a variety of records and reports as assigned.

Depending upon assignment, duties may include, but are not limited to, the following:

  1. Prepare, monitor and generate payroll for assigned employee groups including classified, temporary and student employees.
  2. Review and process online time exception reports and web timesheets submitted for accuracy; analyze system error reports, query system data for exceptions, enter and audit necessary corrections or overrides during payroll run as required.
  3. Update deduction setup, extract historical records, analyze reports, troubleshoot errors, collaborate with Ellucian California Solution Center for system criteria based on CalPERS reporting regulatory requirements and direct report CalPERS member deductions and benefits and service buy-backs to the CalPERS retirement system monthly.
  4. Extract pay history from legacy system and current system for service credit inquires and requests from employee and CalPERS.
  5. Update and audit entries on District-wide employee records for state tax and voluntary miscellaneous deductions.
  6. Analyze deductions clearing accounts and prepare journal entries to correct errors as needed.
  7. Administer 403(b) and or 457 tax shelter authorizations for payroll deductions and route requests for loan and withdraws for appropriate approval; Coordinate with vendors for annual benefit fair participation.
  8. Administer levies, advances, Worker's Compensation temporary total disability voucher, garnishments and other adjustments as needed; Prepare pre-approval breakdown of sick leave and worker's compensation leave for Benefits Unit's approval.
  9. Process special check request for supplemental pay or adjustments; replace lost or stale dated warrants; Enter deduction overrides as needed.
  10. Prepare, balance and maintain various reports and records; prepare the balanced payroll report and submit to appropriate Senior staff for review and approval; Prepare fiscal year-end accrual journal entries and submit to Senior staff for remittance.
  11. Prepare direct pay requests for all out-of-state tax agencies and voluntary deductions monthly; reconcile deductions applicable clearing accounts monthly; Prepare journal entries for suspense line items.
  12. Respond to inquiries regarding payroll; interpret and explain laws, ordinances, regulations, policies and procedures; maintain current knowledge of federal, State and District policies, rules and codes related to payroll functions; provide support to employee on self-service portal as requested.
  13. Scan, index and upload pay documents to employee's folders.
  14. Update payroll website as needed.
  15. Communicate with District personnel to coordinate activities, resolve issues and conflicts and exchange information; communicate with outside organizations including the IRS and Franchise Tax Board as needed; respond to earning verification requests; assist with audits as needed.
  16. Prepare monthly supplemental pay event recap for Payroll Technician, Senior.
  17. Operate a computer, calculator and related office equipment.
  18. Attend meetings as assigned.
  19. Perform related duties as assigned.


Knowledge of:
  1. Preparation, maintenance, verification and processing of payroll records.
  2. Payroll policies and procedures.
  3. Practices of financial and statistical record keeping,
  4. General laws, rules and policies affecting retirement systems, payroll records and programs.
  5. District collective bargaining agreements' specifics related to Payroll and Benefits issues.
  6. Applicable laws, rules and regulations related to assigned employee groups.
  7. Financial record-keeping techniques and Accounting principles.
  8. Operate a computer and assigned software.
  9. Ellucian or other large size HRIS computer system.
  10. Microsoft Office and database query tools.
  11. Modern office practices, procedures and operation of office equipment.
  12. Oral and written communication skills.
  13. Logical problem solving skills with follow through and strong attention to detail.
  14. Maintain confidential records/files and prepare reports.
  15. Technical aspects of field of specialty.
  16. Interpersonal skills using tact, patience and courtesy.

Ability to:
  1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Perform technical duties in the preparation and processing of payroll for assigned employee groups.
  3. Explain Gross to Net and or payroll-related information to employees clearly and accurately.
  4. Maintain records and prepare reports.
  5. Add, subtract, multiply and divide quickly and accurately.
  6. Operate a computer and related office equipment.
  7. Communicate effectively both orally and in writing.
  8. Analyze situations accurately and adopt an effective course of action.
  9. Meet schedules and time lines.
  10. Plan and organize work.
  11. Establish and maintain cooperative and effective working relationships with others.


  1. Office environment.

Physical Abilities:
  1. Hearing and speaking to exchange information in person and on the telephone.
  2. Dexterity of hands and fingers to operate computer keyboard.
  3. Vision to read various materials.
  4. Standing for extended periods of time.
  5. Reaching overhead, above the shoulders and horizontally.
  6. Bending at the waist, kneeling or crouching.
  7. Lifting, carrying, pushing or pulling objects up to 20 lbs.

  1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Any combination equivalent to an Associate's degree in accounting, finance or related AND three (3) years increasingly responsible financial record-keeping experience.

  1. A District on-line application on *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.
  2. A cover letter addressing your qualifications for the position.
  3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at:

Position: Full-Time, Permanent, 12-months per year
Starting date: As soon as possible upon completion of the search process.

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site:

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.

For more information about our application process contact:
Employment Services
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
Email: [email protected]

To apply, visit:

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Job No:
Posted: 4/5/2019
Application Due: 4/26/2019
Work Type: