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Payroll Coordinator
West Hills Community College District in District Office-Coalinga, California
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Date Posted 12/05/2019
Admin-Human Resources
Salary $4,374.00 - $6,786.00 Monthly $52,488.00 - $81,432.00 Annually -  
Employment Type Full-Time
Application Deadline Open until filled
Job Description

West Hills Community College District
In-House Job Announcement

Payroll Coordinator
Classified Range 58

Schedule: Monday-Friday 8:00am-5:00pm

No unit member may seek a transfer until he/she has satisfactorily completed his/her probationary period in his/her position.

Position Duties

Analyzes, prepares, and performs complex clerical and technical tasks in the processing of the District's payroll for academic, classified, hourly, and special payrolls.

Distinguishing Career Features
Under general supervision, the Payroll Coordinator performs a full-range of duties, works independently and exercises judgment and initiative within general guidelines in performing duties. This position requires a strong working knowledge of payroll-related computer programs, payroll posting procedures, and general accounting data entry.  

Essential Duties and Responsibilities
Coordinates payroll workflow and ensures accuracy of all payroll information; coordinates payroll activities and deadlines. Communicates deadlines, quality reviews, and other requirements to departmental staff submitting payroll information. 

Prepares and processes all administration, classified, certificated, student and adult temporary payrolls. This includes all new hires, full-time, part-time, terminations and retirements; verifies information from multiple sources, research discrepancies and enters any corrections into the system. 

Reviews all payroll data submitted including time cards and deduction changes, reconciles the totals and balances. Audits time cards on preliminary payroll lists in order to verify hours, rate of pay and budget account number. 

Records changes in salaries, deductions, and other payroll information and submits changes that update master computer files.  Verifies completeness of data. 

Research and investigate complex problems and discrepancies; follow-up as necessary to assure problems are resolved. 

Ensures accurate withholdings for FICA, Medicare, Federal and State taxes, remit monthly payroll tax deposits; reconcile, prepare and report 941's and W2's in accordance with deadlines. 

Review, correct and audit payroll information; input and balance data and insure accuracy. Verifies and processes necessary payroll deductions for benefits and related items. 

Computes and interprets miscellaneous forms of compensation and deductions. Prepares calculations for special payroll checks, computes and prepares any necessary adjustments. 

Interacts closely with Human Resources, Budgeting, and other functions to assure all information regarding payroll adjustments, problems, employment status, and salary accounts are up to date and accurate.  

Verifies employment earning; ensure timely delivery of garnishments and correct calculation of levies as required by law. 

Prepares payroll journal entries and reports on a timely basis. 

Establish and maintain positive relationships with other departments and members of the college community; act as liaison between the district and the retirement systems, government agencies and outside providers or agencies. 

Establish, revise and update payroll procedures and policies to improve the efficiency and effectiveness of payroll operations. 

May oversee, train and assign work to other accounting clerical staff. 

Performs other duties as assigned that support the overall objective of the position.

Knowledge and Skills
The position requires in-depth technical knowledge of the practices and terminology of payroll accounting practices, clerical and office procedures and methods, business mathematics and record keeping.  Requires knowledge of the laws and regulations governing payroll.  Requires strong knowledge of spreadsheet programs and in-depth procedural knowledge of the data entry system for payroll and other fiscal information.  Requires sufficient knowledge of labor and other contracts to properly interpret and calculate salaries.  Requires sufficient human relations skill to convey technical concepts to others and to exercise patience in frustrating exchanges of information.  Requires sufficient writing skill to document conversation, prepare memos, and prepare procedures.

Requires ability to perform complex payroll preparation and verification duties; a high level of problem solving and work skills, and independent judgment.  Requires the ability to learn and apply laws, codes governing payroll and retirement in California higher education, as well as policies, procedures, and labor contracts used by the District.  Requires ability to plan, organize work, multi-task, prioritize and change direction quickly.  Must be able to work under pressure of deadlines while maintaining a professional attitude; resolve problems quickly and efficiently.  Requires ability to exercise initiative, independent judgment and decisions on payroll matters; analyze difficult situations and seek information from multiple sources and make appropriate decisions.  Must be able to prepare clear, complete and concise financial records.  Requires the ability to conduct technical research, complete complex arithmetic computations, draw sound conclusions, and prepare reports.  Requires the ability to use a range of personal computer software such as spreadsheets, word processing, and databases.  Must be able to communicate effectively both orally and in writing.  Requires the ability to extract data from databases and import into formats that produce reports.  Requires the ability to ensure the confidentiality of private information.  Requires the ability to work with little supervision.  Requires the ability to maintain cooperative and productive relationships with others.   Requires demonstrated ability and dexterity to enter data onto standardized formats within computerized data base programs using keyboards, basic keyboarding or 10-key skills and calculators.  Must be able to perform manual payroll computations and manually track information.   

Working Conditions
Work is performed in an office environment with minimal exposure to health and safety considerations. Travel in and out of the district may be required. Some evening and weekend work.


Education and Experience
The position requires an Associate's Degree in a business, accounting, or equivalent discipline and three years of progressive experience in a payroll accounting environment.  Additional experience working with automated payroll systems may substitute for some higher education.

Licenses and Certificates
Requires a valid drivers license.

Supplemental Information


1. Completed Online Application
2. Resume
3. Unofficial transcripts verifying course work completed and degree(s) received.

*Incomplete applications will not be accepted. It is the candidates responsibility to make sure the application packet is complete.*

West Hills Community College District is an equal opportunity employer committed to nondiscrimination on the basis of race, creed, color, religion, national origin, sex, sexual orientation, gender status, marital status, pregnancy, age, disability, genetic information or covered veteran's status consistent with applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.

Background Check: All of our positions require the ability to pass a background and live scan.

Drug Testing: In accordance with the Drug Free Environment of  WHCCD, The applicant understands that if he/she is selected for employment, as a part of their employment they will be required to submit to a drug and alcohol test as a part of the health examination.

Selection Process: Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a qualifications screening by a committee. Those demonstrating the strongest backgrounds related to the position will be invited to interview.

*Please mention Faculty Jobs to employers when applying for this job*
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