DISTRICT MANAGER, PAYROLL

Position Details Position Information Opportunity Type: MANAGEMENT EMPLOYMENT OPPORTUNITY

Position Title: DISTRICT MANAGER Payroll Posting Number: S2613 CloseFirst Review Date: 03082026 Department: Fiscal Services Work Location: District Office Position Status: Full Time Salary Range: 136778 - 166255 Annual Salary Range: M20 Management 2025-2026 Salary Schedule. Starting salary placement is generally at Step 1.

Benefits Summary In addition to the salary this position qualifies for, the choice of one of the Districts 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, and an employee assistance plan Anthem EAP. In addition, the District contributes an additional 26.81 of the employees salary towards an eligible employees pension CalPERS. Employees may also elect to participate in optional plans, including purchasing additional life insurance for themselves and their eligible dependents, enroll in a medical transportation and/or dependent care Flexible Spending Accounts 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 plans.

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.

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-month 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 the 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 Districts 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 reconciliations 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 departments 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 of 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 areas.
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 and 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.