DISTRICT MANAGER, PAYROLL

DISTRICT MANAGER, PAYROLL

San Jose/Evergreen Community College District

Close/First Review Date: 03/08/2026
Work Location: District Office

Position Description:
POSITION SUMMARY

The District Manager, Payroll reports to the Vice Chancellor of Administrative Services at the District Office. The work schedule is Monday through Friday; 8:00 a.m. – 5:00 p.m. This is a full time, 12 months per year, Classified Management position.
POSITION PURPOSE

Under general direction, the District Manager, Payroll plans, develops and organizes the operations of District payroll and records administration services including processing employee payroll, payroll accounting, and post-employment benefits; ensures accurate and timely processing of payroll trans­actions in accordance with applicable laws, guidelines, and reporting mandates; maintains a variety of confidential and sensitive payroll records and files; provides training and consultation to staff in payroll- related areas; performs other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below exemplify the work of the classification and assigned duties may include work which is similar, related or a logical assignment to this class.

1. Plans, develops, and organizes the daily operations of the Payroll department processing and administration of employee payroll; develops and maintains the integrity of payroll processing systems for accurate and confidential payroll and employee attendance records, pay calculations, retirement reporting, timesheets, new hire information, withholding and voluntary deductions; establishes and implements payroll-related processes and systems to comply with applicable laws or changes to labor agreements.

2. Manages, reviews and approves the work of others in the timely and accurate processing of payroll transactions including regular pay, benefits, taxes, garnishments, and other deductions; ensures accurate and timely processing of payroll updates including new hires, temporary workers, promotions, terminations, and changes to pay rates; prepares, provides, and maintains accurate payroll records, timekeeping, retirement reporting and tax filings; implements and facilitates District salary schedules.

3. Integrates, implements and evaluates systems and processes utilized in payroll calculations ensuring the most current, tax and salary tables, social security rates, and Medicare rates are applied; sets up and maintains leave accounting system to include sick, extended sick, floating holidays, vacation, and other leaves in accordance with established District policies and procedures and applicable bargaining agreements; provides training and direction to staff on the integrated databases and applicable reports related to Payroll; interacts with ITSS to develop, enhance, and modify departmental computing hardware and software.

4. Manages, monitors and implements plans, policies, and procedures reflective of the District's goals and mission, and to improve District payroll services and operations; audits payroll information for accuracy; identifies discrepancies, makes corrections and resolves problems.

5. Prepares and ensures accurate retirement reporting processes and systems regarding employee membership, creditable compensation calculations, and contributions; provides information to employees concerning separation and status changes; sets up, reports and monitors employee buybacks and retirement system contributions; monitors changes in pension systems' policies and provides expert counsel on the potential effect of changes in compensation matters on collective bargaining, including extra compensation, differential pay issues, and retirement incentives; maintains knowledge of the latest legislative changes regarding retirement reporting.

6. Oversees the preparation and distribution of mandated reports, records, schedules and reconcili­ation activities in compliance with Federal Privacy Act regulations to reduce liability on release of employee assignment and pay information; participates in year-end closing processes and annual audits of payroll transactions; assists auditors with payroll and employee data for internal and external audit processes.

7. Responds to court-ordered subpoenas for District employee records of sick leave banks, vacation balances and garnishments; receives, investigates, and responds to difficult and sensitive payroll-related issues in a professional manner; identifies and reports findings.

8. Manages and evaluates the work assignments and performance of assigned classified employ­ees and other staff; interviews and participates in selecting employees; trains, evaluates, counsels, and disciplines personnel according to established policies and procedures; develops, recommends, administers and monitors policies, procedures and processes, and monitors compliance.

9. Participates in developing and administering the department budget; contributes to the develop­ment of and monitors performance against the annual department budget; forecasts funds needed for the department's staffing, equipment, materials and supplies and approves department expenditures; directs and oversees the development, implementation and evaluation of plans, processes, systems and procedures.

10. Provides timely operational, technical, and functional information to immediate supervisor and other administrators; interprets and explains payroll-related policies, regulations, and systems including multiple bargaining agreement impacts; recommends appropriate courses of action in unusual and complex circumstances; demonstrates effective stewardship through continuous monitoring and reporting of resource needs, deployment, and utilization; communicates and coordinates with pertinent departments and bargaining units on matters pertaining to employee compensation.

11. Develops, revises, and analyzes department procedures, handbooks, and forms related to payroll and personnel records; establishes and manages timelines, schedules, and internal payroll controls; prepares, revises, and updates payroll procedures for dissemination throughout the District; implements and maintains an organizational structure that maximizes utilization of resources and talent while ensuring effective and efficient delivery of services.

12. Coordinates and contributes to presentations to be presented to the Board of Trustees and other board-level groups.

13. Serves on committees and assists with District, local, regional, state and national conferences, meetings, workshops and training seminars; participates in consultation, shared governance, and appropriate advisory committee meetings.

14. Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

1. Principles, terminology, and practices used in payroll operations, payroll accounting, retirement reporting and reconciliation.

2. Principles, practices, and terminology related to payroll administration.

3. State retirement reporting systems, including CalPERS and CalSTRS regulations, procedures, and reporting requirements.

4. Regulations, policies, and standards governing both single and multistate payroll processing with federal and state tax law implications.

5. Principles, operations and integration of Human Resources Information Systems (HRIS), enter­prise technology and third-party systems and advanced usage of general and specialized payroll and reporting software packages, databases and spreadsheets.

6. Federal, state and other applicable laws and regulations and District policies and procedures governing payroll practices including relevant sections of the California Education Code, Title 5 and applicable sections of Internal Revenue Regulations and labor laws.

7. Theories and techniques of negotiation, mediation and conflict resolution.

8. Budget preparation and control.

9. Principles and practices of strategic planning.

10. Principles and practices of effective management and supervision.

11. Principles, practices, methods and techniques of program, administrative and organizational analysis, and planning and management as applicable to assigned area.

12. Principles and practices of organizational improvement and culture change.

13. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.

14. Board Policies, Administrative Regulations, Accrediting Commission for Community & Junior Colleges Standards, Human Resources procedures and collective bargaining agreements.

Skills and Abilities to:

1. Plan, organize and approve work completed by department staff and ensure the accuracy and timely processing of payroll.

2. Analyze complex data and information, reason logically, and develop and present alternative solutions effectively both orally and in writing.

3. Interpret, apply and explain complex rules, regulations, policies, procedures and practices to a variety of individuals and audiences with varying levels of knowledge on the subject.

4. Ensure compliance with federal, state, and local laws, rules and recordkeeping and reporting requirements.

5. Conduct research, reconcile and interpret large amounts of financial data, and prepare and present reports, proposals and recommendations clearly, logically and persuasively.

6. Represent the District in interactions with auditors, regulatory agencies, third-party administrators, vendors and other external payroll and retirement services providers.

7. Present solutions to management with confidence and effectiveness.

8. Understand, interpret, explain and apply applicable rules, regulations, policies and procedures, laws, codes and ordinances.

9. Build and foster knowledgeable, cohesive and effective work teams.

10. Establish and maintain cooperative and effective working relationships with others.

11. Operate a computer, assigned office equipment and standard business applications.

Required Qualifications:
EDUCATION AND EXPERIENCE

1. Bachelor's degree from an accredited institution in accounting, finance, business administration, public administration, or a closely related field.

2. Four years of progressively responsible payroll experience.

Desired Qualifications:
1. Prior experience supervising payroll in a public sector agency with multiple bargaining units or a higher-education institution is preferred.



District's Diversity Requirements

Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.

Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District's hiring policy; or demonstrated equivalent transferable skills to do so.

Salary Range:
$136,778 - $166,255 Annual Salary (Range M20: Management 2025-2026 Salary Schedule). Starting salary placement is generally at Step 1.

Benefits:
In addition to the salary, this position qualifies for the choice of one of the District's excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026. We offer two medical plans (Anthem Blue Cross [PPO] and Kaiser Permanente (HMO]); dental (Delta Dental PPO); vision (VSP Choice); life insurance for the employee (The Lincoln); life insurance for eligible dependents (The Lincoln); a long-term disability/income protection plan (The Lincoln); and an employee assistance plan (Anthem EAP).

In addition, the District contributes an additional 26.81% of the employee's salary towards an eligible employee's pension (CalPERS).

Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside to supplement their pension in a 403b (tax shelter annuity) and/or a 457 (deferred compensation) plan(s).

Managers, Supervisor and Confidential employees earn 22 days per year of vacation, up to 12 sick leave days and 6 administrative leave days. There are currently 20 paid holidays.

To be considered for this position please visit our web site and apply on line at the following link: https://sjeccd.peopleadmin.com/

About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.

As of fall 2017, with enrollment of approximately 18,500 per semester, and an extremely diverse student population (Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 0.5%, White/Caucasian 11%) attaining educational goals reflecting 45% – AA Degree and Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 29 % Hispanic/Latino, 13% Asian/Pacific Islander, 7% Black/African American, 23% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.







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