Salary: See Position Description Closing Date: Job Type: Full-time Location: CA, CA
PRIORITY SCREENING DATE: February 25, 2020 OPEN UNTIL FILLED
We are also currently accepting applications for Payroll Specialist. If you wish to be considered for both positions, you must submit a separate application and required documents to each posting. All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the college until the position is filled. ********College of Marin responds to community needs by offering student-centered programs and services in a supportive, innovative learning environment that promotes social and environmental responsibility.COM serves a county population of approximately 250,000 residents. Based on fall 2019 credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (30% of enrollment), Asian (8%), Black/African American (3%), and Multi-racial (7%) students.College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.********Under general supervision of the Fiscal Services Director or his/her designee, performs a variety of advanced and highly technical and professional activities including leading the end-to-end processing of payrolls, detailed analysis, policy development, and extensive external reporting. Researches and resolves complex payroll issues; assists with information technology updates and implementation. Provides feedback on how new regulations, laws, and reporting requirements may affect the District payroll processes. Establishes contacts and interfaces with external agencies including auditors, legal attorneys, state retirement agencies, County of Education office, IRS representatives, and others as required. Advises employees on payroll policies and procedures; prepares related reports; and performs related duties as required and assigned.
Coordinate, plan and support the processing of payrolls each month in the computerized payroll financial system (Banner). Process and audit timecards, position set-up, earnings corrections, and benefit adjustments for each payroll. Review and audit earnings and deductions before finalizing each.
Ensures employees' payroll tax and benefit deduction codes and amounts for health and welfare programs, pensions, union dues, flexible spending accounts, and other deductions are validated with supporting documents. Ensure compliance with regulatory limitations.
Initiate and implement upon approval, payroll policies and procedures. Respond to inquiries to interpret complex payroll policies, procedures and technical issues.
Working with Human Resources, resolve data entry issues in Banner.
Serve as liaison to District employees regarding payroll related matters; respond to and resolve difficult and sensitive inquiries and complaints, referring only the most difficult and sensitive matters.
Transmits positive pay and ACH files to the County and financial institution promptly, having resolved all errors.
Administer and process direct deposit enrollment forms as well as resolve outstanding issues.
Process off-cycle payroll checks when approved by senior management, which includes manual calculations of earnings and deductions, and ensuring correct data has been input for end of year W-2 reporting.
Prints and mails payroll checks and direct deposit notices on a regular basis and in a timely manner.
Analyze and transmit payroll tax deposits to federal and state agencies in an accurate and timely manner to avoid penalties. Review the payroll tax deposits in preparation for quarterly reporting, making adjustments as required as a result of off-cycle checks.
Audit extensive third party payments list for each payroll; submit the payments request timely to Accounts Payable division; prepare all third party payments reports; mail payments and supporting documents immediately after the third party checks are issued.
Maintain all hard copy and electronic files related to District payroll and related employee communications, for use in reconciling discrepancies and resolving inquiries.
Work with IT on timelines for processing year-end cycles and reporting, including updating annual payroll tax tables and any other new regulatory requirements.
Lead and participate in activities connected with the development and maintenance of automated payroll systems. Instrumental in the testing of software module updates through Information Technology Department (IT). In coordination with the County, performs testing for software application updates related to direct deposit, check printing and County SAP processes.
Prepare and submit electronically, state quarterly payroll tax reports and resolve errors. Provides assistance to IT to generate, submit, and distribute the annual IRS W-2 forms.
Reviews, and audits employee details in Banner for CalSTRS and CalPERS for ensuring accuracy in reporting; generates monthly report to the agencies and transmits data in a timely manner to avoid penalties. Research and respond to state agencies concerning employee data reported, resolving issues to enable the agencies to more accurately communicate details with an employee regarding their pension status.
Evaluate computerized payroll system, identify problems, and work with IT programmers to design and implement solutions.
Attend and participate in professional group meetings; stay abreast of new laws and regulations governing payroll activities.
Research, interpret, and communicate changes in payroll-related topics, laws, statutes, and regulations.
Provide year-end accrual documentation and calculations for annual audit. Prepare, provide documentation and respond to any inquiries during the audit in a thorough and timely manner.
Work collaboratively and effectively as part of a team and may perform related duties and or support to areas as directed by the manager.
Requirements & Desirables REQUIREMENTS
An Associate's and/or Vocational School Degree with study in job related area and job related experience; OR
Any combination equivalent to two years' college-level Accounting and or Business courses; OR
Any combination of education and training equivalent to two years' college-level coursework from an accredited institution in a related field and two years' responsible experience working in an office setting. Additional years of related experience may be considered in lieu of the education required on a year-for-year basis; and
Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.
Bachelor's degree in job related area AND
Five years' job related experience within Specialized Field AND
Experience working in an educational institution
Certified Payroll Professional (CPP) or a related professional designation
KNOWLEDGE AND ABILITIES KNOWLEDGE OF:
Rules, regulations and policies of the District, the California Education Code, and federal and state laws pertaining to employee payroll, taxes, garnishments, reporting and associated penalties.
Automated payroll processing systems, e.g. Banner.
Payroll tax reporting, benefit and pension programs.
District offered benefits to ensure accuracy of payroll deductions.
Intermediate level accounting, record keeping and business mathematics.
Advanced computer operation including software applications for word processing, database management and spreadsheets. Knowledge of external application portals for pension reporting.
Correct English usage, spelling, punctuation and grammar.
Principles of business letter writing and advanced report preparation.
Customer service and interpersonal skills using tact, patience and courtesy.
Establish and maintain effective and efficient working relationships with the public, staff at all levels of the organization and with the local, state, and federal reporting agencies.
Communicate effectively both orally and in writing in a courteous and effective manner.
Respond to complex employee questions and provide assistance to employees regarding their payroll checks, pension reporting, or deductions.
Retrieve and review payroll-related data using a computer; utilize word processing, spreadsheets and other software.
Maintain confidentiality of personal and sensitive materials, information and matters.
Interpret, apply and enforce applicable laws, codes, rules, regulations, policies, procedures and other guidelines pertaining to employee garnishments, payroll taxes, and other payroll deductions.
Effectively resolve complex problems, issues and concerns.
Research and compile information and data in preparation of reports.
Work with a significant degree of independence in carrying out assigned duties.
CONDITIONS OF EMPLOYMENT Prior to employment, the selected candidate will be required to complete the following:
In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
Criminal Justice/Fingerprint Clearance.
California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
REQUIRED APPLICATION DOCUMENTS The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.
Cover Letter (cover letter)
Transcript conferring your degree or showing whatever coursework you have completed and are using as the basis for your application as described in the Requirements, above. (transcript)
NOTE: Unofficial transcripts are acceptable for application purposes, as long as they confer the degree; official transcripts would be required upon hire.
Supplemental & Salary Information ENVIRONMENT:
Dexterity of hands and fingers to operate a computer keyboard
Hearing and speaking to exchange information in person and on the telephone
Sitting and/or standing for extended periods of time
Seeing to read a variety of materials
Bending at the waist, kneeling or crouching to file materials
Reaching overhead, above the shoulders and horizontally
Generally the job requires 70% sitting, 15% walking and 15% standing.
WORK SCHEDULE Campus: Indian Valley Campus (Novato) Full-time Equivalent: 1.0 - Full-time Months per Year: 12 Work Days/Hours: Monday - Friday, plus occasional Saturday and evening hours during peak times 8:30am to 4:30pm (half-hour lunch) 7.5 Hours per Day 37.5 Hours per Week
SALARY INFORMATION FLSA Status: Non-exempt Salary Range: CSEA 132 Starting Salary Range: $6,826.62 to $7,528.62 per month (Step A to C). Normal entering step is Step A.
CLASSIFICATIONS & RETIREMENT PLAN Employees in classifications represented by the California School Employees' Association (CSEA) Chapter 196 and are required to comply fully with the CSEA/Marin Community College District (MCCD) Collective Bargaining Agreement, which may include payment of union dues or charitable contributions. General information regarding rights and responsibilities under the Agreement can be found in the Collective Bargaining Agreements section of our Human Resources site. CSEA employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 7% of their reportable compensation on a monthly basis.
SELECTION PROCESS Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Candidates forwarded by the committee following the first interview may be invited for a second interview. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.