Director, Payroll Services

Director, Payroll Services

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Director, Payroll Services in the Business Services Division.

Salary Placement:

This twelve (12) month per year position will be on an individual contract. This classified administrator position will be placed on Range 15 of the Administrator Salary Schedule. Step placement is based on experience. Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($11,993.00 / $12,172.00 / $12,355.00 per month) of this 20-step salary range.

All administrators are on an employment contract and exempt from overtime and compensatory time accumulation.

Full-time employees are provided with a diversified employee benefits program that includes sick time, vacation time, discretionary time, medical, dental and vision insurance including dependent coverage, disability, and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development and educational incentive opportunities are provided to all classified administrative employees.

Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, "Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses." These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences fostering healthy inclusion through inquiry, shared dialogue, and reflection to ensure that we promote a sense of community, collegiality, and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success.

The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.

Under the direction of the Vice President, Business Services, the Director, Payroll Services is responsible for comprehensive and complex functions of the Payroll Services Office, including planning, organizing and directing the operation and activities of District payroll, while assuring compliance with applicable legal requirements, including Federal, State, County and District policies, and providing strategic leadership for payroll operations, including process improvement, systems optimization, and alignment with District financial and human resources objectives.

Example of Duties

Essential Duties:

1. Plan, organize and direct the activities and operations related to District payroll functions while assuring strict timelines are met. Maintain payroll controls and ensure compliance with Federal, State, County and District laws, rules, and regulations, including California labor laws, FLSA, and applicable public sector payroll requirements.
2. Provide leadership to the Payroll Services team. Train, supervise and evaluate the performance of assigned staff. Develop and prepare work schedules, coordinate duties and assignments to ensure effective operations. Participate in the selection of new personnel. Review and assist in the completion of various employee payrolls. Foster a culture of customer service, accountability, and continuous improvement.
3. Responsible for compliance with IRS, State, Social Security, PERS and STRS pension rules and regulations, as well as collective bargaining agreements. Coordinate the timely preparation and reconciliation of employee payroll tax deposits and quarterly reports for Federal, State, and Unemployment Insurance taxes. Oversee year end payroll operations, including the reconciliation of W-2's according to applicable laws and regulations. Audit year end records for accuracy and make corrections and adjustments as necessary, ensuring strong internal controls and audit readiness.
4. Act as District Payroll Coordinator with Los Angeles County Office of Education (LACOE), oversee the maintenance and operation of the Los Angeles County computerized payroll system and serve as liaison with Los Angeles County Office of Education Payroll and Retirement Sections. Create and maintain salary schedule, benefit, work calendar, job classification, work location and related tables in the LACOE Payroll system, and support system enhancements, upgrades, and integrations in collaboration with Information Technology staff.
5. Coordinate payroll functions and operations with District departments and personnel, other educational institutions and governmental and private agencies as necessary. Direct the compilation of information and data to create various financial and statistical reports and statements. Oversee and maintain the Payroll Department's budget.
6. Cooperate with the District's Third-Party Administrator in processing the tax-sheltered annuity (403b) plan. Administer the CalPERS deferred compensation program and oversee the compliance of the STRS Cash Balance program, including reporting and submittal of funds.
7. Provide technical support and information to management and administrators regarding employee payroll and collective bargaining items. Provide analysis and recommendations regarding negotiated contracts.
8. Oversee and direct the maintenance of departmental record files while maintaining the confidentiality of employee records. Ensure that district payroll records are archived according to approved procedures and ensure compliance with data privacy and information security standards.
9. Serve as liaison between Payroll Services and Human Resources to ensure compatibility with the related departmental functions, including leave calendars, health & welfare benefits, and employee data. Ensure employee withholdings, voluntary and statutory, are remitted accurately and on time and partner with Human Resources to support employee lifecycle processes and position control alignment.
10. Confer with MIS and computer technical staff to coordinate efforts and enhance the College's ERP automated systems and reporting capabilities, including the maintenance of employee leave balances through the Online Leave System and manual processes and promote automation and process efficiencies where possible.
11. Comply with external requirements and actions affecting payroll such as wage garnishments and STRS / PERS regulations and adjustments. Advise appropriate staff regarding the necessary procedures. Prepare responses to court or arbitration orders for payroll data. Compile data required for Public Records Act requests.
12. Participate in organizing, streamlining, recommending and establishing appropriate procedures and controls for the efficient operation and security of the Payroll Office. Ensure compliance with collective bargaining contracts for payroll requirements. Oversee and coordinate the remittance of employee voluntary deductions and the establishment of automatic payroll deposits
13. Maintain knowledge of Federal, State, PERS and STRS regulations pertaining to payroll. Participate in workshops, seminars and training to remain current on applicable laws and procedures. Provide updates and recommendations for changes in policy and/or procedure as needed to reflect current laws and practices. Establish desk procedures to document best practices.
14. Participate in new employee orientation regarding payroll information. Answer questions and provide information to employees, other colleges and organizations regarding Payroll services ensuring a high level of customer service and responsiveness.
15. Serve as a member of the Business Services and District administrative teams. Attend various meetings as required or requested, including board meetings. Participate in District committees, as assigned. Participate in Professional Development opportunities.
16. Provide staff assistance to independent auditors during Interim and Annual District audits. Provide documentation, information and other backup materials for audits by other regulatory agencies, e.g. IRS, STRS, etc.
17. Lead or support payroll-related system implementations, upgrades, and testing activities.
18. Ensure accuracy and integrity of payroll data through reconciliation, validation, and internal controls.
19. Perform other related duties as assigned.

Demonstrated Knowledge and Abilities:

• Applicable laws, rulings, procedures, policies, educational codes and FLSA regulations regarding payroll and retirement procedures and reporting.
• General accounting financial controls and principles.
• District management and bargaining unit contracts.
• Computer applications used in payroll processing.
• Spreadsheet, database and word processing software.
• Supervisory techniques and practices.
• California labor laws and public sector payroll regulations.
• Enterprise resource planning (ERP) systems and payroll system integrations.
• Data analysis, reporting tools, and internal control frameworks

Ability to:

• Effectively present information and appropriately respond through proper channels to questions from groups of administrators and other employees, students, and the general public.
• Communicate effectively both orally and in writing.
• Demonstrate clear evidence of sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff and community.
• Effectively lead and supervise Payroll staff and temporary workers. Establish and maintain cooperative working