Link to job brochure:
Classification Title Payroll Assistant
Job Category: Classified Staff
Job Open Date: 02/06/2019
Job Close Date:
Initial Screening Date 02/22/2019
Position ID: P0014870
Job Open ID: REQ7955
Position Title: Payroll Assistant (one or more positions)
Location 30-District
Department Administrative and Business Services - Administration (Dist-013-000)
Term: 12 Months/Year
Salary Schedule Link: Click here for current Salary Schedules
Pay Basis: Monthly
Pay Range: 121; Starting salary is $2,501.25
% of Range: 62.50%
Hours per week: 25
Work Schedule Monday-Friday, 8:30am - 1:30 pm; Please note, the District will observe an alternative 4/10 work schedule from the week of May 31, 2019 through the week of August 9, 2019, exceptions may apply.
Receives Benefits: No
Classification Benefits:
Position-Specific Benefits:
Additional Position Information:
Permanent link to posting http://jobs.socccd.edu/postings/9662

Additional Information

Summary Description:
Under supervision from the Payroll and Benefits Manager, performs specialized and routine clerical duties in support of payroll operations; provides clerical support related to time reporting and payroll data records; resolves routine payroll inquiries for all employee types.

Distinguishing Characteristics:
Representative Duties:
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assist Payroll Specialists in reviewing weekly time reports and absence requests submitted for completeness, accuracy, and appropriate documentation; reconcile discrepancies; verify balances, entries, calculations, and postings recorded by other workers.

Complete information from payroll records and generate and audit special reports related to payroll; prepare, monitor, and review reports to State agencies and District officials.

Assist in the collection of verification from employees for jury duty or overpayment of salary for submission to the District Payroll Department; assist in the processing of applications for emergency pay, lost warrant affidavit forms, and process stale dated warrants for submission to the District Payroll Department; distribute payroll warrants.

Code and input time reports into a computerized payroll system in a timely manner to meet established payroll deadlines; process data from a number of sources to record and input for payroll department processes; perform clerical accounting duties involved in the processing of the payroll.

Gather, examine and prepare payroll information and benefit materials for subpoenas request to Human Resources.

Provide first line customer service for the Payroll Department. Answer inquiries and respond to routine payroll questions and requests for information from administrative, management, academic, and/or classified staff, financial institutions, and the general public; communicate information in person or by telephone or e-mail where judgment, knowledge, and interpretation of policies and procedures are necessary. Identify and refer matters to the assigned supervisor or manager in order of priority.

Contact employees, supervisors, and staff to verify absence, leave, and employment status information for time reports.

Assist employees in navigating Employee Self Service portals absence, time tracking, and training information.

Perform clerical work, receive, open, stamp, distribute, and route mail; identify and refer matters to the administrator in order of priority.

Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.

Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, or verbal instructions; compose correspondence related to area of assignment.

Utilize various computer applications and software packages including word processing, spreadsheet, and database programs, as required; maintain and generate reports from a database or network system; operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Maintain employee payroll records and files, including deductions, W4s, tax withholding exemptions, garnishments, direct deposit authorizations, and time cards.

Manage scanning solution for online employee record retention system conversion.

Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested.

Update and maintain employee payroll records, and input related information to payroll databases, reports, records, and files; inspect files, records, reports, and databases for valid input.

Perform other related duties as assigned.

Knowledge of:
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Time reporting and time record processing practices and procedures.
Payroll rules, policies, and records affecting time reporting.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles and procedures of record keeping and filing.
Principles and practices used to establish and maintain files and information retrieval systems.
Methods and techniques of proper phone etiquette.
English usage, spelling, grammar, and punctuation.
Interpersonal skills using tact, diplomacy, patience and courtesy.
Principles, practices, and procedures of business letter writing.
Basic mathematical concepts.
Basic research methods and techniques.
Work organization and basic office management principles and practices.

Ability to:
Make arithmetical computations accurately.
Detect discrepancies in time records and take corrective action as necessary.
Learn and understand the organization and operation of the Payroll Department as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply payroll policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment and personal initiative.
Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.
Type or enter data at a speed necessary for successful job performance.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial records.
Implement and maintain filing systems.
Independently compose and prepare routine correspondence and memoranda.
Establish, review, and revise office work priorities.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work effectively with minimal supervision.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration, payroll, accounting or related field.

Experience:
Two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment. Prior payroll/time-keeping experience is desirable.

License or Certificate:
Possession of a valid California driver's license may be necessary.

Conditions of Employment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:
Work is performed primarily in a standard office setting.

Physical Demands:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:
Additional Classification Information:
Position Specific Benefits:
The District provides California Public Employees Retirement Systems (CalPERS) retirement, sick leave, personal necessity leave, vacation and holiday benefits for part-time bargaining unit employees.

Job Duties

Job Duties

Duties and Responsibilities
Assist Payroll Specialists in reviewing weekly time reports and absence requests submitted for completeness, accuracy, and appropriate documentation; reconcile discrepancies; verify balances, entries, calculations, and postings recorded by other workers.

Job Duties

Duties and Responsibilities
Complete information from payroll records and generate and audit special reports related to payroll; prepare, monitor, and review reports to State agencies and District officials.

Job Duties

Duties and Responsibilities
Assist in the collection of verification from employees for jury duty or overpayment of salary for submission to the District Payroll Department; assist in the processing of applications for emergency pay, lost warrant affidavit forms, and process stale dated warrants for submission to the District Payroll Department; distribute payroll warrants.

Job Duties

Duties and Responsibilities
Code and input time reports into a computerized payroll system in a timely manner to meet established payroll deadlines; process data from a number of sources to record and input for payroll department processes; perform clerical accounting duties involved in the processing of the payroll.

Job Duties

Duties and Responsibilities
Gather, examine and prepare payroll information and benefit materials for subpoenas request to Human Resources.

Job Duties

Duties and Responsibilities
Provide first line customer service for the Payroll Department. Answer inquiries and respond to routine payroll questions and requests for information from administrative, management, academic, and/or classified staff, financial institutions, and the general public; communicate information in person or by telephone or e-mail where judgment, knowledge, and interpretation of policies and procedures are necessary. Identify and refer matters to the assigned supervisor or manager in order of priority.

Job Duties

Duties and Responsibilities
Contact employees, supervisors, and staff to verify absence, leave, and employment status information for time reports.

Job Duties

Duties and Responsibilities
Assist employees in navigating Employee Self Service portals absence, time tracking, and training information.

Job Duties

Duties and Responsibilities
Perform clerical work, receive, open, stamp, distribute, and route mail; identify and refer matters to the administrator in order of priority.

Job Duties

Duties and Responsibilities
Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.

Job Duties

Duties and Responsibilities
Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, or verbal instructions; compose correspondence related to area of assignment.

Job Duties

Duties and Responsibilities
Utilize various computer applications and software packages including word processing, spreadsheet, and database programs, as required; maintain and generate reports from a database or network system; operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Job Duties

Duties and Responsibilities
Maintain employee payroll records and files, including deductions, W4s, tax withholding exemptions, garnishments, direct deposit authorizations, and time cards.

Job Duties

Duties and Responsibilities
Manage scanning solution for online employee record retention system conversion.

Job Duties

Duties and Responsibilities
Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested.

Job Duties

Duties and Responsibilities
Update and maintain employee payroll records, and input related information to payroll databases, reports, records, and files; inspect files, records, reports, and databases for valid input.

Job Duties

Duties and Responsibilities
Perform other related duties as assigned.

Documents Needed for Applying
Required Documents

1. Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have education equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration, payroll, accounting or related field?
   • Yes
   • No
2. * Do you have two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment?
   • Yes
   • No
3. * Describe your office support experience working in a confidential environment and processing confidential paperwork. Include where you obtained the experience (employer) and the time frame of this experience. If you do not have this experience, please enter "None."
   (Open Ended Question)
   
4. * Describe your experience providing customer service and assistance to internal and external customers.
   (Open Ended Question)