Payroll Supervisor

BASIC FUNCTION

Under the general direction of the Director of Fiscal Services, lead and participate in planning, directing and supervising the operations and activities of the Payroll department; perform payroll functions, oversee and manage the processing, auditing, approval, maintenance and completion of payroll and related fiscal transactions and records; supervise and evaluate the performance of assigned staff; perform related duties as assigned.

REPRESENTATIVE DUTIES/RESPONSIBILITIES

Perform, plan, organize, and oversee the day-to-day operations of the payroll department to ensure the accurate and timely processing of the District's payroll and benefits in compliance with relevant laws, rules, regulations, policies, and procedures.

Develop, recommend, and implement policies and procedures for payroll processing, timekeeping, leave accounting and other related processes.

Coordinate and participate in the preparation and processing of payroll and benefits; performs the most complex payroll and benefits calculations and resolves complex issues and discrepancies.

Ensures accuracy of absence and leave accounting and records for all employees; coordinates and may participate in the preparation and distribution of leave balance forms, records, and reports for employees.

Calculate, reconcile, and submit monthly and quarterly federal and state taxes, fund contributions to social security, Medicare, and unemployment benefits and ensures accurate reporting in compliance with established timelines; prepares and submits deposits to tax agencies on behalf of the District; serves as liaison with the Ventura County Office of Education and tax agencies regarding District taxes.

Oversee, analyze, process, and verify balances on payroll accrual accounts and accounts payable and receivable related to payroll, insurance, and other benefits; reconciles payroll account balances and posts payroll ledgers.

Communicate with third party entities regarding salary reduction compliance with tax sheltered annuity plans; computes amounts per IRS guidelines and oversees and reviews processes for payroll collection; reports monthly deductions of payroll and submits to tax shelter entities; facilitates communication between employees and third party administrators to facilitate any necessary corrections to errors.

Interpret federal and state laws, collective bargaining contracts, retirement system regulations, district procedures and policies related to payroll operations and assure district compliance; monitor compliance to legislative changes and district contract revisions.

Research, interpret, apply, and explain complex laws, rules, regulations, policies, procedures, and collective bargaining agreements pertaining to the payroll function; identifies legislative changes, analyzes their impact on the District's payroll operations, and ensures compliance with such changes as well as District contract revisions.

Select, train, supervise, and evaluate payroll staff engaged in the monthly, supplemental, and manual preparation and processing of payroll and benefits for all District employees, including administrative, certificated, classified, and exempt.

Serve as a technical resource to District personnel regarding payroll functions; advises administration and staff of changes to payroll laws and procedures and emerging payroll issues; researches and responds to inquiries pertaining to payroll functions, transactions, practices, policies, and procedures.

Collaborate with the certificated and classified Human Resources staff, management, and other departments to analyze and resolve a variety of payroll issues, identify and establish accurate account codes, establish guidelines for creating calendars and assignments, implement pay schedule changes, apply collective bargaining agreement and Merit System rules, and other related issues.

Coordinate with the Ventura County Office of Education (VCOE) to maintain the integrated automated payroll system and serves as the District's primary payroll liaison with third parties including STRS and CalPERS.

Respond to and prepare employer information for court subpoenas; respond to and set up payroll adjustments for garnishments and other forms of salary reduction.

Prepare, audit, and submit a variety of financial and statistical reports; oversee and participate in the maintenance and organization of payroll records, files, and reports.

Participates in a variety of meetings, trainings, and workshops to maintain up-to-date knowledge and skills.

OTHER DUTIES:

Perform other related job duties as assigned.

KNOWLEDGE & ABILITY REQUIREMENTS

Knowledge of:

ü  Fundamental payroll procedures including state and federal guidelines and regulations.

ü  Pertinent Federal, state, county, county office of education, and other pertinent provisions regulating District payroll

ü  Applicable IRS and state tax reporting regulations
Workers' compensation laws related to employee payroll

ü  Microsoft Office programs, including Word, Excel, PowerPoint;

ü  Correct language usage, grammar, spelling and punctuation;

ü  Public speaking techniques;

ü  Report preparation and record- keeping

Ability to:

ü  Learn district organization, operations, policies and procedures

ü  Interpret, apply, and explain laws, procedures and regulations pertaining to payroll and employee benefits procedures and programs and bargaining unit contracts

ü  Maintain accurate and interrelated financial, payroll, and related personnel records

ü  Prepare complex statistical information

ü  Make mathematical calculations quickly and accurately

ü  Maintain the security of confidential materials

ü  Analyze situations accurately and adopt an effective course of action

ü  Comprehend and follow directions given verbally and in writing

ü  Demonstrate mental acuity sufficient to perform the essential functions of the position

ü  Communicate effectively with staff both orally and in written communications;

ü  Write effectively, with grammar and stylistic proficiency

ü  Maintain records and prepare reports

ü  Meet schedules and timelines

ü  Work independently under general direction

ü  Be motivated to produce high quality work product

ü  Maintain a work pace appropriate to the position

TOOLS/EQUIPMENT

In order to effectively perform the essential functions of the classification, an incumbent is subject to properly operating the following tools/equipment and/or machinery with or without reasonable accommodation and/or on-the-job training upon job entry.

ü  Operate a variety of office equipment including a personal computer and job-specific software applications, and related peripheral equipment, including, but not limited to fax machine, copier, and printer.

ENTRANCE QUALIFICATIONS

Education/Experience: 

OPTION 1: A bachelor's degree with coursework in accounting, business administration, or a related field AND three years of experience preparing and processing payroll in an automated system, including one year of experience training, leading, or supervising others, preferably in a district-level school setting OR

OPTION 2: An associate degree with coursework in accounting, business administration, or a related field AND four years of experience preparing and processing payroll in an automated system, including one year of experience training, leading, or supervising others, preferably in a district-level school setting.

Licenses/Certifications/Special Requirements

Valid California Driver License
*Alternate variations of education/experience may be considered by Personnel Commission staff as acceptable to qualify for participation in the examination process resulting in an eligibility list. When appropriate additional work experience beyond the minimum requirement may be supplemented for required minimum education requirements.

WORKING CONDITIONS

Physical Demands

Level – Level - Minimal / Performance of position duties/responsibilities is subject to sitting in a comfortable position with frequent opportunity to move about freely; on an occasional basis the incumbent may have to lift, push, pull, carry, move, and/or position objects weighting up to 15 lbs; the position is subject to exercising continuous manual dexterity (i.e., coordinated and/or precise movement of hands, arms and fingers) throughout a work shift to operate office equipment (ie. computer and peripherals).

Environment/Hazards

ü General office environment

ü Driving a personal vehicle to school sites, county office of education, etc

DISCLAIMER: This classification description is not a complete statement of essential functions, duties/ responsibilities, or requirements. Stated requirements are representative of the minimum technical and behavioral job competency requirements. District Administration reserves the discretion to add or modify typical duties of a position as necessary for effective department/site operation.