Payroll Technician

Salary See Position Description Location Aptos, CA Job Type Full-time (100%) Job Number 2023-01737 Department/Division Business Services Division Administrative Services Opening Date 11/16/2023 Closing Date 12/5/2023 11:59 PM Pacific DESCRIPTION BENEFITS QUESTIONS Employment Opportunity We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals.
Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience.
Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time! This full-time, 12-months per year Payroll Technician position under general supervision, performs a variety of highly responsible payroll and related accounting processes to ensure accurate and timely payment of wages and accrual of benefits to full- and part-time faculty, classified managers and staff, confidential and supervisory personnel, administrators, Board of Trustees members and student employees in accordance with legal requirements and sound financial management principles and practices; and performs related duties as assigned.
The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population.
Cabrillo College serves approximately 11,400 students per term.
In the Fall of 2021, 58% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (48%), Multi Ethnic (5%), Asian (2%), Black Non-Hispanic (1%), Filipino (1%), American Indian/Alaskan Native (<1%) and Pacific Islander (<1%).
In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.
Note: Interviews are anticipated for this position in mid January.
COMPENSATION AND BENEFITS: Starting Salary Range: $5,428 to $6,283 per month; plus 5% annual increases up to step 7, maximum initial salary step placement on the classified salary schedule is step 4.
Full-time (40 hours per week) assignment, 12 months per year.
Monday through Friday, 8:00 a.
m.
– 5:00 p.
m.
with evenings and weekends as required.
Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis.
Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification.
Salary is subject to proration based on the beginning date of assignment.
Cabrillo is unable to sponsor work visas.
Benefits: Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program.
Please see the Benefits link on the HR webpage for more information.
Work-Life Balance: This opportunity is a full-time assignment, 12 months per year.
Classified employee benefits include: Twelve (12) days vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10) Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually Nineteen (19) paid holidays annually Five percent (5%) Longevity award annually after ten (10) years of service with increases to fifteen percent (15%) at twenty (20) years Professional Growth educational incentive program As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.
Examples of Duties The duties listed below are intended only as illustrations of the various types of work that may be performed.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Performs a variety of detailed and complex duties to prepare and process monthly payroll for full- and part-time employees in various employee groups including full- and part-time faculty, classified managers and staff, confidential personnel, administrators, Board of Trustees members, hourly and temp employees, student assistants, and supplemental and substitute employees; reviews, verifies, audits and reconciles pay types, pay rates, employee benefit plan participation, retirement contributions, tax and other deductions; reconciles and updates monthly payroll reconciliation spreadsheets.
Reviews payroll-related personnel action forms and other information received from Human Resources and identifies, researches, analyzes and resolves questions or issues with Human Resources staff; inputs varied data including work assignment and position number, leave, benefit and other changes for use in payroll processing, reconciliation and employee payroll history purposes; sets up new employees in the payroll system.
Creates and updates annual pay cards for all employees, reviews and enters position and assignment changes, promotions, demotions, layoffs, terminations, merit pay changes, reclassifications and special pay types; manually calculates new hire salaries, pay changes, merit step increases, longevity increases, holiday pay and other leave data; reviews, reconciles and balances benefits data; analyzes and enters data on the retirement plan participation consequences of changes; maintains various types of payroll reconciliation spreadsheets; annually calculates salary schedule placement and other pay types for the next fiscal year and creates new pay cards.
Enters deduction data for tax withholding, voluntary benefits, union dues, direct deposit information, and changes and pay adjustments for leave and workers’ compensation absences; enters corrections, adjustments, pro-ratings and overrides as required to ensure accurate pay and accruals; enters authorizations for payment following approvals.
Researches, analyzes and implements day count processes for administrators, confidential and less-than-12-month classified employees, making manual adjustments on a monthly basis to ensure correct pay amounts; analyzes and creates pay worksheets for classified employees working compressed or non-standard work weeks to determine correct pay amounts; manually adjusts benefits on a monthly basis to determine correct benefit deductions; calculates and enters employee pay adjustments resulting from various types of paid, partially paid and unpaid leave, faculty teaching load changes, shift differential changes and out-of-class assignments.
Prepares pay period warrant registers for submittal to the County Office of Education; notifies Information Technology staff to transmit electronic warrant files to the county; generates and reconciles monthly CalPERS/CalSTRS employee/employer contribution reports; prepares and transmits budget and electronic funds transfers and monthly electronic reporting files to CalPERS/CalSTRS.
Reviews and enters timecard data for substitute/temp faculty and student and temp hourly employees; maintains reconciliation spreadsheets and enters authorizations for payment following approvals.
Prepares and updates leave tracking spreadsheets for all types of medical and family leave; provides status reports and other information to Human Resources, administrators and employees; adjusts balances as warranted.
Serves as an information resource on payroll requirements, procedures and processes; interprets payroll policies and procedures, legal requirements, bargaining unit pay-related provisions and benefits plan provisions; provides accurate and timely information and assistance to internal and external customers; researches and handles inquiries from employees on a wide array of technical matters related to payroll; assists departments in analyzing and resolving payroll issues; refers active and retired employees to other appropriate resources as necessary.
Processes and maintains records on garnishments and levies based on Internal Revenue Service (IRS), Franchise Tax Board, child support rulings, bankruptcy court decisions and other demands/ entities in accordance with all legal requirements and provides all necessary information and payments to entities and employees.
Prepares and processes a variety of District, county, state and federal payroll-related forms and reports; compiles statistical and payroll data from a variety of sources to provide informational summaries to other staff and ensure compliance with established guidelines; maintains accurate records and system data.
Generates and verifies the accuracy of data for vacation, comp leave and payroll liability reports.
Verifies and processes voluntary and mandatory vacation payout requests; audits and reconciles annual leave records and prepares annual leave memos to employees.
OTHER DUTIES Prepares quarterly payroll tax reports for manager approval; creates and submits the State Controller’s Annual Report; generates various payroll-related notices and reports; assists in creating and verifying the accuracy of annual employee W-2s.
Responds to requests for verifications of employment received from outside agencies.
Analyzes, researches and works with Information Technology staff to resolve payroll database and payroll data interface errors and problems.
Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
Minimum Qualifications EDUCATION AND EXPERIENCE Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.
A typical way to obtain the knowledge and abilities would be: Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; AND Graduation from high school or GED equivalent supplemented with college coursework in accounting, AND At least four (4) years of progressively responsible paraprofessional payroll experience; OR An equivalent combination of training and experience.
Desirable: An associate degree in accounting or business administration and experience in a college or university or another governmental agency.
KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Methods, procedures, best practices, documents and terminology used in payroll processing and recordkeeping.
Laws, regulations, collective bargaining agreements and memorandum of understanding (MOU) provisions applicable to timekeeping, payroll preparation and pay reporting.
Paraprofessional accounting methods and practices and associated internal control policies and procedures particularly as applicable to payroll.
Business math.
Use and operation of applicable modules of the District’s enterprise accounting and finance system.
Federal Privacy Act regulations regarding the release of private employee and student information.
Other federal and state laws, codes and regulations and policies and practices pertinent to payroll processing and recordkeeping.
Customer service practices and etiquette.
Principles and practices of sound business communication including English usage, spelling, grammar and punctuation.
Recordkeeping and filing practices and procedures.
Modern office practices, procedures and equipment including appropriate software applications.
Skills and Abilities to: Carry out work independently, ensuring a high degree of accuracy and the timely payment of wages to District employees in accordance with various deadlines and changing priorities, while ensuring excellence in customer service.
Collect, obtain, evaluate and interpret technical and specialized payroll information correctly and explain information accurately and precisely to managers and employees.
Understand, interpret, apply and reach sound decisions in accordance with applicable law, rules, regulations and procedures.
Exercise sound, independent judgment within areas of responsibility.
Organize and maintain office and specialized files.
Prepare clear, concise and accurate reports, correspondence and other written materials.
Exercise a high degree of tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
Maintain the confidentiality of documents and records.
Communicate effectively, both orally and in writing.
Understand and follow written and oral instructions.
Operate a computer and use standard business software.
Establish and maintain effective working relationships .
Uphold the District’s mission, values and objectives including equity and Guided Pathways.
Support an inclusive work environment that fosters diversity, respect and engagement.
Additional Information Application Process: Complete application and answer all supplemental questions; provide detailed information to aid in determining if the minimum qualification requirements have been met Attach resume Attach all unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (copies, photos, and downloads are acceptable).
Foreign transcripts must be evaluated for U.
S.
equivalency and are at the applicant's expense Please note: All application materials must be received by 11:59 pm on the closing date indicated above.
Attention Applicants Only completed applications with the above required documents will be reviewed by the committee.
Application materials not required (including cover letters and letters of recommendation) for this position will not be reviewed.
Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials.
Expenses related to the recruitment process are the responsibility of the applicant.
Cabrillo is unable to sponsor work visas.
A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.
Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.
Selection Procedure A search committee will review and invite applicants for an interview.
Meeting the posted requirements does not guarantee an interview.
A written performance exercise and/or presentation/demonstration may be a part of the interview, and finalists may be invited to return for a second interview.
All notifications will be via email, and can also be accessed through your application profile.
Conditions of Employment Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).
EEO Statement Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants.
The policy of the College is to encourage applications from all persons.
No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.
Accommodations Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at cabrillohr@cabrillo.
edu.
Agency Cabrillo College Address 6500 Soquel Dr Building 1550 Aptos, California, 95003 Phone (831) 479-6217 Website https://cabrillo.
edu Employment Opportunity We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals.
Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience.
Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time! This full-time, 12-months per year Payroll Technician position under general supervision, performs a variety of highly responsible payroll and related accounting processes to ensure accurate and timely payment of wages and accrual of benefits to full- and part-time faculty, classified managers and staff, confidential and supervisory personnel, administrators, Board of Trustees members and student employees in accordance with legal requirements and sound financial management principles and practices; and performs related duties as assigned.
The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population.
Cabrillo College serves approximately 11,400 students per term.
In the Fall of 2021, 58% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (48%), Multi Ethnic (5%), Asian (2%), Black Non-Hispanic (1%), Filipino (1%), American Indian/Alaskan Native (<1%) and Pacific Islander (<1%).
In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.
Note: Interviews are anticipated for this position in mid January.
COMPENSATION AND BENEFITS: Starting Salary Range: $5,428 to $6,283 per month; plus 5% annual increases up to step 7, maximum initial salary step placement on the classified salary schedule is step 4.
Full-time (40 hours per week) assignment, 12 months per year.
Monday through Friday, 8:00 a.
m.
– 5:00 p.
m.
with evenings and weekends as required.
Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis.
Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification.
Salary is subject to proration based on the beginning date of assignment.
Cabrillo is unable to sponsor work visas.
Benefits: Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program.
Please see the Benefits link on the HR webpage for more information.
Work-Life Balance: This opportunity is a full-time assignment, 12 months per year.
Classified employee benefits include: Twelve (12) days vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10) Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually Nineteen (19) paid holidays annually Five percent (5%) Longevity award annually after ten (10) years of service with increases to fifteen percent (15%) at twenty (20) years Professional Growth educational incentive program As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.
Examples of Duties The duties listed below are intended only as illustrations of the various types of work that may be performed.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Performs a variety of detailed and complex duties to prepare and process monthly payroll for full- and part-time employees in various employee groups including full- and part-time faculty, classified managers and staff, confidential personnel, administrators, Board of Trustees members, hourly and temp employees, student assistants, and supplemental and substitute employees; reviews, verifies, audits and reconciles pay types, pay rates, employee benefit plan participation, retirement contributions, tax and other deductions; reconciles and updates monthly payroll reconciliation spreadsheets.
Reviews payroll-related personnel action forms and other information received from Human Resources and identifies, researches, analyzes and resolves questions or issues with Human Resources staff; inputs varied data including work assignment and position number, leave, benefit and other changes for use in payroll processing, reconciliation and employee payroll history purposes; sets up new employees in the payroll system.
Creates and updates annual pay cards for all employees, reviews and enters position and assignment changes, promotions, demotions, layoffs, terminations, merit pay changes, reclassifications and special pay types; manually calculates new hire salaries, pay changes, merit step increases, longevity increases, holiday pay and other leave data; reviews, reconciles and balances benefits data; analyzes and enters data on the retirement plan participation consequences of changes; maintains various types of payroll reconciliation spreadsheets; annually calculates salary schedule placement and other pay types for the next fiscal year and creates new pay cards.
Enters deduction data for tax withholding, voluntary benefits, union dues, direct deposit information, and changes and pay adjustments for leave and workers’ compensation absences; enters corrections, adjustments, pro-ratings and overrides as required to ensure accurate pay and accruals; enters authorizations for payment following approvals.
Researches, analyzes and implements day count processes for administrators, confidential and less-than-12-month classified employees, making manual adjustments on a monthly basis to ensure correct pay amounts; analyzes and creates pay worksheets for classified employees working compressed or non-standard work weeks to determine correct pay amounts; manually adjusts benefits on a monthly basis to determine correct benefit deductions; calculates and enters employee pay adjustments resulting from various types of paid, partially paid and unpaid leave, faculty teaching load changes, shift differential changes and out-of-class assignments.
Prepares pay period warrant registers for submittal to the County Office of Education; notifies Information Technology staff to transmit electronic warrant files to the county; generates and reconciles monthly CalPERS/CalSTRS employee/employer contribution reports; prepares and transmits budget and electronic funds transfers and monthly electronic reporting files to CalPERS/CalSTRS.
Reviews and enters timecard data for substitute/temp faculty and student and temp hourly employees; maintains reconciliation spreadsheets and enters authorizations for payment following approvals.
Prepares and updates leave tracking spreadsheets for all types of medical and family leave; provides status reports and other information to Human Resources, administrators and employees; adjusts balances as warranted.
Serves as an information resource on payroll requirements, procedures and processes; interprets payroll policies and procedures, legal requirements, bargaining unit pay-related provisions and benefits plan provisions; provides accurate and timely information and assistance to internal and external customers; researches and handles inquiries from employees on a wide array of technical matters related to payroll; assists departments in analyzing and resolving payroll issues; refers active and retired employees to other appropriate resources as necessary.
Processes and maintains records on garnishments and levies based on Internal Revenue Service (IRS), Franchise Tax Board, child support rulings, bankruptcy court decisions and other demands/ entities in accordance with all legal requirements and provides all necessary information and payments to entities and employees.
Prepares and processes a variety of District, county, state and federal payroll-related forms and reports; compiles statistical and payroll data from a variety of sources to provide informational summaries to other staff and ensure compliance with established guidelines; maintains accurate records and system data.
Generates and verifies the accuracy of data for vacation, comp leave and payroll liability reports.
Verifies and processes voluntary and mandatory vacation payout requests; audits and reconciles annual leave records and prepares annual leave memos to employees.
OTHER DUTIES Prepares quarterly payroll tax reports for manager approval; creates and submits the State Controller’s Annual Report; generates various payroll-related notices and reports; assists in creating and verifying the accuracy of annual employee W-2s.
Responds to requests for verifications of employment received from outside agencies.
Analyzes, researches and works with Information Technology staff to resolve payroll database and payroll data interface errors and problems.
Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
Minimum Qualifications EDUCATION AND EXPERIENCE Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.
A typical way to obtain the knowledge and abilities would be: Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; AND Graduation from high school or GED equivalent supplemented with college coursework in accounting, AND At least four (4) years of progressively responsible paraprofessional payroll experience; OR An equivalent combination of training and experience.
Desirable: An associate degree in accounting or business administration and experience in a college or university or another governmental agency.
KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Methods, procedures, best practices, documents and terminology used in payroll processing and recordkeeping.
Laws, regulations, collective bargaining agreements and memorandum of understanding (MOU) provisions applicable to timekeeping, payroll preparation and pay reporting.
Paraprofessional accounting methods and practices and associated internal control policies and procedures particularly as applicable to payroll.
Business math.
Use and operation of applicable modules of the District’s enterprise accounting and finance system.
Federal Privacy Act regulations regarding the release of private employee and student information.
Other federal and state laws, codes and regulations and policies and practices pertinent to payroll processing and recordkeeping.
Customer service practices and etiquette.
Principles and practices of sound business communication including English usage, spelling, grammar and punctuation.
Recordkeeping and filing practices and procedures.
Modern office practices, procedures and equipment including appropriate software applications.
Skills and Abilities to: Carry out work independently, ensuring a high degree of accuracy and the timely payment of wages to District employees in accordance with various deadlines and changing priorities, while ensuring excellence in customer service.
Collect, obtain, evaluate and interpret technical and specialized payroll information correctly and explain information accurately and precisely to managers and employees.
Understand, interpret, apply and reach sound decisions in accordance with applicable law, rules, regulations and procedures.
Exercise sound, independent judgment within areas of responsibility.
Organize and maintain office and specialized files.
Prepare clear, concise and accurate reports, correspondence and other written materials.
Exercise a high degree of tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
Maintain the confidentiality of documents and records.
Communicate effectively, both orally and in writing.
Understand and follow written and oral instructions.
Operate a computer and use standard business software.
Establish and maintain effective working relationships .
Uphold the District’s mission, values and objectives including equity and Guided Pathways.
Support an inclusive work environment that fosters diversity, respect and engagement.
Additional Information Application Process: Complete application and answer all supplemental questions; provide detailed information to aid in determining if the minimum qualification requirements have been met Attach resume Attach all unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (copies, photos, and downloads are acceptable).
Foreign transcripts must be evaluated for U.
S.
equivalency and are at the applicant's expense - Please note: All application materials must be received by 11:59 pm on the closing date indicated above.
Attention Applicants Only completed applications with the above required documents will be reviewed by the committee.
Application materials not required (including cover letters and letters of recommendation) for this position will not be reviewed.
Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials.
Expenses related to the recruitment process are the responsibility of the applicant.
Cabrillo is unable to sponsor work visas.
A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.
Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.
Selection Procedure A search committee will review and invite applicants for an interview.
Meeting the posted requirements does not guarantee an interview.
A written performance exercise and/or presentation/demonstration may be a part of the interview, and finalists may be invited to return for a second interview.
All notifications will be via email, and can also be accessed through your application profile.
Conditions of Employment Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).
EEO Statement Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants.
The policy of the College is to encourage applications from all persons.
No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.
Accommodations Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at cabrillohr@cabrillo.
edu.
Cabrillo College currently provides a benefit stipend contribution for medical, dental, life and long-term disability insurance for full-time employees and eligible dependents.
Please note: Employees who work less than 1,040 hours per year are not eligible for benefits.
More than part-time contracts will receive a pro rata benefit stipend based on the percentage of assignment.
Classified employees are required to join the California Public Employee's Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis.
(For additional details you can visit the CalPERS webpage.
)For more information related to benefits, please visit the Cabrillo College Human Resources Benefits webpage on our website.