POSITION DESCRIPTION
TITLE:
FLSA STATUS:
Manager, Payroll
Exempt
CATEGORY:
GRADE:
Professional
E
JOB SUMMARY: Manage and coordinate the preparation and reporting process of the Districts payroll
and ensure timely and accurate payroll production in compliance with College policies and procedures and
appropriate federal and state regulations.
ESSENTIAL FUNCTIONS:
YEARLY
PERCENT OF
TIME
20%
1.
Design, develop, implement and maintain workflow processes for the District’s
payroll affecting individual pay transactions for multiple classes of exempt and
non-exempt employees. Maintain and keep up-to-date knowledge of all Federal,
State and District rules and regulations to ensure the District’s payroll compliance.
Work closely with Information Technology, Human Resources and other college
departments to streamline, update payroll processes and ensure an efficient payroll
workflow. Coordinate the multi-campus effort of District budget heads to adhere
to payroll deadlines essential to review, transmit pay and process direct deposits.
2.
Review payroll related documents for accuracy and compliance with Federal,
State and District policies and procedures, ensuring integrity and confidentially of
personal data and accuracy of payroll applications to include recording of hours
worked, overtime calculations, compensatory time and leave taken according to
the Fair Labor Standards Act. Manage and oversee the review of all approved
timesheets and leave forms for accuracy and compliance by the payroll staff.
Assure information is inputted, verified and recorded correctly into the District’s
automated leave tracking system.
20%
3.
Provide personnel management direction and guidance to staff including
orientation, training, performance appraisal, professional development, coaching
and counseling. Participate in setting performance goals and priorities that
contribute to departmental mission. Coordinate processing activities with Human
Resources management team and appropriate college supervisors to ensure timely
and accurate payroll processing activities.
15%
4.
Oversee the monthly preparation, accuracy, reconciliation and submission of
various mandated Federal and State reports to include Federal tax deposits as well
as any required forms. Directly manage and oversee the preparation and
reconciliation of all W-2 forms. Responsible for coordinating, reconciling and
submitting various reports on a timely basis.
15%
5.
Ensure compliance of all of the District’s payroll deductions in accordance with
Federal and State mandated orders such as Internal Revenue Levies, court ordered
deductions, and bankruptcy filings. Ensure strict compliance to the instructions
and calculations outlined on the legal documents received by the payroll
15%
Effective: 6/1/11
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department. Review and approve the deduction, reconciliation and remittance of
various other employee deductions which are then submitted to the Accounts
Payable Department and Comptroller’s Office for payment.
6.
Serve as the District’s liaison on issues relating to payroll rules and regulations in
accordance with Federal, State and District policy. Serve as contact for the various
payroll issues when it comes to state agencies and internal/external auditors.
5%
7.
Manage and maintain all payroll related documents, employee files and records in
written and electronic formats for the purpose of providing an up to date reference
and audit trail for compliance with federal and state statutes. Coordinate the
distribution of monthly leave and labor reports to college budget heads.
5%
8.
Perform other duties as assigned.
5%
REPORTING RELATIONSHIP: Associate Comptroller, Financial Operations
SUPERVISORY RESPONSIBILITIES: Direct Supervision of assigned staff.
ESSENTIAL QUALIFICATIONS:
EDUCATION: Bachelor’s Degree in Accounting, Business or other related field.
EXPERIENCE: Seven (7) years related experience.
SPECIAL SKILLS AND ABILITIES:
1.
Skills/Abilities:
Ability to make decisions in accordance with established policies and procedures
regarding employee pay benefits;
Ability to understand and apply law regarding employee benefits;
Effective verbal and written communication skills;
Ability to interact with individuals at all levels of the institution;
Proficient computer skills; and general management skill required for the position;
Analytical and problem solving skills;
Ability to work in a diverse environment and be sensitive to issues of diversity and
inclusion.
2.
Equipment Used: Personal computer, fax, telephone, calculator, copier, printer, scanner and
other equipment associated with a general office environment.
3.
Software Used: Word processing, spreadsheet, database, presentation software and large
automated payroll system.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job.
While performing the duties of this Job, the employee is regularly required to sit; use hands to
handle or feel; reach with hands and arms; talk or hear. The employee is frequently required to
stand and walk. The employee is occasionally required to climb or balance and stoop, kneel,
crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift
and/or move up to 25 pounds. Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Effective: 6/1/11
Page 2 of 5
INTERPERSONAL SKILLS:
Alternative or combined skills in understanding, directing, and/or influencing people are important
in achieving job objectives, causing action, understanding others, or changing behavior; and, skills
of persuasiveness or assertiveness, as well as sensitivity to the point of view of others.
WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. The noise level in the work
environment is usually moderate.
Effective: 6/1/11
Page 3 of 5
POSITION TITLE:
Manager, Payroll
PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands and work
environment factors described below are representative of those that must be met by an employee to
successfully perform the essential functions of this job.
PHYSICAL ACTIVITIES:
None
Stand
Walk
Sit
Use hands to finger, handle or feel
Reach with hands and arms
Climb or balance
Stoop, kneel, crouch, or crawl
Talk
Hear
Taste
Smell
WEIGHT and FORCE
DEMANDS:
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
WORK ENVIRONMENT:
Wet or humid conditions(non-weather)
Work near moving mechanical parts
Work in high, precarious places
Fumes or airborne particles
Toxic or caustic chemicals
Outdoor weather conditions
Extreme cold(non-weather)
Extreme hot (non-weather)
Risk of electrical shock
Work with explosives
Risk of radiation
Vibration
Over 2/3
X
X
X
X
X
X
X
X
X
None
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
X
X
X
X
X
None
X
X
X
X
X
X
X
X
X
X
X
X
VISION DEMANDS:
No special vision requirements
Close vision (clear vision at 20 inches or less)
Distance vision (Clear vision at 20 feet or more)
Color vision (ability to identify and distinguish colors)
Peripheral vision
Depth perception
Ability to adjust focus
Effective: 6/1/11
Amount of Time
Under 1/3
1/3 to 2/3
X
X
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
Required
X
X
X
X
X
X
Page 4 of 5
NOISE LEVEL:
Very quiet
Quiet
Moderate
Loud
Very Loud
Exposure Level
X
The intent of this job description is to provide a representative and level of the types of duties and
responsibilities that will be required of positions given this title and shall not be construed as a declaration
of the total of the specific duties and responsibilities of any particular position. Employee may be directed
to perform job-related tasks other than those specifically present in this description.
I certify that I have received a copy of this job description. I have read and understand the duties and
responsibilities of this position.
X
Employee Signature
Effective: 6/1/11
Date
Page 5 of 5