Manager, Payroll

Description

FILING DEADLINE: This position is open until filled. Initial round of application review begins on October 30th. Applications received by the October 30th filing deadline will be given priority consideration.

Please note: Only completed applications from applicants that meet minimum qualifications for this position will be forwarded to the search committee. Materials and applications will not be accepted after the filing deadline. It is the applicant's responsibility to be sure that ALL required materials, noted under application procedures section of this job announcement are submitted by the filling deadline in order to be given consideration. Please contact the Human Resources staff assigned to this recruitment (see the more about SRJC section of the job announcement) for any questions.


COMPENSATION AND BENEFITS:

• Salary Range: $11, - $14, per month (2024/25 Management Salary Schedule); maximum salary placement of $12, is based on assessment of previous experience as documented in application materials. An additional 2% compensation will be added to the base salary for an earned doctorate degree.
• Fringe benefits: The District offers a competitive benefit package which includes health & welfare (medical/dental/vision/life/long-term disability) benefits for employees and eligible dependents.
• Leave/Holiday time: Management employees earn 1 day of sick leave and days of vacation for each month worked. They are also entitled to holidays recognized by the District (18 holidays/year).
• Housing Assistance: Reduced fees for mortgage loans and real estate services may be available to the candidate selected for this position (contact Human Resources for more information).

SCOPE OF POSITION:
Under the direction of the Vice President, Finance and Administrative Services, plan, organize, and direct the Payroll operations and activities of the District. Monitor, interpret, and develop and oversee implementation of payroll related regulations, including from the IRS, State and Retirement regulations; design software changes to; ensure District’s compliance with all laws and regulations; develop and execute short-term and long-term goals and strategies to achieve continuous improvement and efficiencies in payroll processing and delivery operations; and hire, train, supervise and evaluate the performance of assigned staff

DEPARTMENT DESCRIPTION:
The Payroll Department processes 24 payrolls per year for Faculty, Administration, Classified Staff, Student Employees, Associate Faculty, and STNC and Professional Expert employees. It is also responsible for the administration and compliance of all IRS Regulations and Retirement Laws such as the 403(b) plan, 457 plan, CalSTRS, CalPERS, STRS Cash Balance, Social Security, Alternative Retirement Plan, district’s Flexible Spending Account Plan and Health Savings Accounts. In addition, the Payroll Department also processes payroll related general ledger transactions, accounts receivable, accounts payable. It is also responsible for generating the quarterly reports for social security and unemployment as well as processing the unemployment taxes, benefit audits from EDD, and completing the multiple worksite reports. Payroll produces the W2's and adjustments associated with accurate reporting of information. The Payroll Department serves the students, faculty, staff, management and public.

ABOUT SRJC:
Santa Rosa Junior College has been an integral part of the Sonoma County community and its rich history, beauty and culture for more than 100 years.

SRJC is a public two-year community college, which serves the County of Sonoma and portions of Marin and Mendocino counties. The District has two campuses, located in Santa Rosa and Petaluma, California, two centers, a Public Safety Training Center located in Windsor, California, and the Robert Shone Agricultural Center located in Forestville, California, and our newest site in the Roseland area of the City of Santa Rosa. Students may choose from over 100 associate degree majors and certificate programs, complete courses toward the first two years of a bachelor’s degree program, or pursue courses for other professional or personal reasons.

SRJC serves approximately 22,000 students each semester and is committed to inclusion, diversity, equity, anti-racism, and accessibility. The ideal candidate will share SRJC’s commitment to be an inclusive, diverse and sustainable learning community that engages the whole person.

Please see the following Online Resources to learn more about SRJC:

Essential Functions

KEY DUTIES AND RESPONSIBILITIES:
Examples of key duties are interpreted as being descriptive and not restrictive in nature. Incumbents routinely perform approximately 80% of the duties below.

1. Plan, organize, and direct the Payroll operations and activities of the District to ensure compliance with labor agreements, legal requirements, payroll related regulations, and relevant District policy and procedures.
2. Develop and administer the Plan Documents in accordance with IRS regulations for the District’s Tax Sheltered Annuities (TSA), Flexible Spending Accounts, Health Savings Accounts (HSA), and deferred compensation plans.
3. Evaluate the adequacy of the payroll related systems and develop new technology affecting the Payroll operations of the District. Identify and resolve software limitations and work collaboratively with software vendor and other District departments on system enhancements; work collaboratively with other district departments to ensure accurate payroll data and troubleshoot and correct system glitches. Serve as the system administrator of the Payroll software. Design and manage the system set-up for payroll related modules, including for taxes, retirement, assignment, deductions, W2 production, employer benefits and creating and filing of state compliance reports. Provide support and trouble-shoot system related issues for end users; train district staff on the payroll functions of the software.
4. Hire, train, supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions.
5. Audit employee assignment changes and salary implications, payroll timesheets, employee deductions, and adjustments.
6. Formulate and develop policies, procedures, and programs to ensure that changes comply with negotiated contracts and applicable State and Federal laws including laws governing International students and employees.
7. Provide leadership and technical analysis and expertise to the college community to provide accurate payroll information regarding payroll policies and related procedures, and applicable laws and code; investigate and resolve sensitive, complex and difficult inquiries and complaints.
8. Manage the annual external audit process for Payroll related inquiries, including from external regulatory agencies. Create and implement plans to address recommendations from the District and other external auditors in compliance with accounting and payroll practices and procedures. Create and implement internal audit procedures to maintain appropriate internal controls.
9. Interpret and implement District labor union contracts; provide direction to negotiations teams on implications of bargaining agreements, may serve on negotiations team for the District.
10. Calculate and process domestic partner, third party sick leave, life insurance benefits, dependent care, and retiree health adjustments for W2; verify accuracy of W2’s; process, print and mail W2 forms according to established timelines.
11. Oversee the District’s alternative retirement systems; approve hardship distributions, loans, and retirement distributions from plans.
12. Compile data, verify accuracy, prepare, and file a variety of Federal and State reports. Oversee processing for payroll related PRA requests from external agencies; ensure secure data transmissions for on-line payroll functions to various agencies, including monthly transmission of payroll to Sonoma County Office of Education.
13. Serves as liaison between the District, employees and retirement systems and other payroll-related agencies.
14. Direct the preparation and maintenance of narrative and statistical reports and records related to personnel and assigned activities.
15. Communicate with faculty, staff, students and external organizations to coordinate activities and programs, resolve issues and exchange information.
16. Develop and prepare the Payroll budget; analyze and review budgetary and financial data; authorize expenditures in accordance with established limitations.
17. Prepares quarterly and year-end government mandated reports and returns and submits tax payments to appropriate agencies.

KNOWLEDGE OF :
1. Federal, State and international tax regulations, laws, rules and reporting requirements.
2. Fringe benefit plans and Retirement Systems.
3. TSAs, deferred compensation plans, and HSAs.
4. Family Medical Leave Act (FMLA), Worker’s Compensation, and applicable sections of the California Education Code.
5. District payroll operations, accounting structure, policies and procedures.
6. Human Resources/Finance integrated payroll systems.
7. Budget preparation and control.
8. Oral and written communication skills.
9. Principles and practices of administration, supervision and training.
10. Interpersonal skills using tact, patience and courtesy.

ABILITY TO:
1. Plan, organize and direct the production of payroll for employees of the District.
2. Train, supervise and evaluate the performance of assigned staff.
3. Interpret and apply collective bargaining agreements.
4. Communicate effectively both orally and in writing.
5. Interpret, apply and explain laws, rules, regulations, policies and procedures related to payroll, plans, accounts and retirement.
6. Establish and maintain cooperative and effective working relationships with others.
7. Maintain confidentiality of sensitive information.
8. Operate a computer and assigned office equipment.
9. Analyze situations accurately and adopt an effective course of action.
10. Meet schedules and time lines.
11. Work independently with little direction.
12. Plan and organize work.
13. Prepare comprehensive narrative and statistical reports.
14. Direct the maintenance of a variety of reports, records and files related to assigned activities.
15. Demonstrate sensitivity to, and respect for, a diverse population.

Minimum Qualifications

MINIMUM QUALIFICATIONS:
Candidates/incumbents must meet the minimum qualifications as detailed below, or file for equivalency. Equivalency decisions are made on the basis of a combination of education and experience that would likely provide the required knowledge and abilities. If requesting consideration on the basis of equivalency, an Equivalency Application is required at the time of interest in a position (equivalency decisions are made by Human Resources, in coordination with the department where the vacancy exists, if needed.)

Education:
Bachelor's degree in accounting, business administration or related field.

Experience:
Increasingly responsible payroll accounting experience.