The Position

Title:                      Payroll Coordinator

Position Type:     Full time

Requisition No:   22044

Category:             Classified

Supervisor:          Accounting & Payroll Manager

Last Updated:    April 2022

Job Purpose:     Administer payroll for Calbright employees

Location:             Remote, various locations throughout California

Position Overview

Under the general supervision and direction of the Accounting and Payroll Manager, this position is primarily responsible for the accurate processing of Calbright-wide payroll, payroll reconciliation, entering and updating employee payroll data, administration of payroll system, and compliance with payroll regulations and laws. This position also prepares, maintains and assures the accuracy of a variety of payroll documents, information, records, and reports for Calbright and outside agencies. This position is responsible for communicating with payroll vendors to coordinate timely payroll processing and distribution. This position will serve as a point of contact for payroll and assist with new hire orientation to introduce new employees to Calbright payroll procedures.

Essential Job Duties and Responsibilities 

The duties below are representative of the role and are not intended to cover all of the duties performed within the scope of work.

• Lead and perform a variety of complex and specialized duties in the processing, maintenance, and distribution of Calbright payroll to ensure employees are paid in an accurate and timely manner.
• Coordinate, calculate and oversee the processing of payroll. This includes auditing, analyzing and calculations of employee salaries, retroactive pay adjustments, salary increases, overtime, stipends, and other wage items; calculate and verify employee time information including employee hours.
• Coordinate and review the processing of each payroll; set up pay cycles, coordinate deadlines and entry of time cards, adjustments and deductions. Properly code, adjust and balance accurately to accomplish desired results, balance, update and distribute payroll. 
• Create and update employee payroll records for tax withholding, sick leave, retirement reporting, voluntary deductions, leaves of absence, tax shelter annuities, garnishments, and other payroll data as needed.
• Coordinate and participate in the research and investigation of payroll timesheets, complaints, or problems concerning payments, wages, deductions, or retirement reporting. Identify, make and recommend necessary corrections to fix and resolve errors and discrepancies; respond to inquiries.
• Communicate with Payroll vendors to resolve technical issues that may arise.
• Audit and verify billings for voluntary deductions; mail warrants as per vendors’ instructions. Coordinate and submit payroll and leave information to disability carriers.
• Request and/or issue replacement warrants and adjust records accordingly.
• Develop and maintain payroll calendars and schedules.
• Coordinate W-2 and 1095c wage reporting processes.
• Act as an information resource to College employees and benefits vendors regarding payroll, employee deductions, and related payroll procedures. 
• Interpret, explain and consult with Calbright staff and departments concerning payroll policies, procedures and requirements.
• Run reports, verify, audit, adjust and calculate retirement information. Take compiled information and properly report creditable compensation information for CalSTRS and CalPERS. Make adjustments, changes and reversals. Work in connection with the county office of education and retirement systems to ensure accurate reporting. Follow, update and suggest changes to maintain compliance with reporting rules, laws and regulations as well as our payroll system.
• Compile, generate and distribute computerized payroll reports. Develop and update computerized spreadsheets. Maintain and help to coordinate the creation and adjustments to payroll journal entries. Evaluate and make changes or recommendations to Calbright management regarding continued compliance.
• Stay up-to-date on federal, state, and local payroll regulations and apply accordingly.
• Provide technical training, guidance, and work direction to assigned personnel; review work for accuracy, completeness, and compliance with established requirements.
• Oversee and participate in the receipt, sorting, packaging, and distribution of paychecks.
• Other duties may be assigned to meet business needs.

Knowledge, Skills, and Abilities

• Knowledge of principles and techniques involved in payroll preparation and processing
• Community College and/or school Calbright accounting procedures and terminology related to payroll
• Financial and statistical record-keeping techniques
• Verification and processing of payroll records and reports
• Applicable Federal, state labor and payroll laws, codes, regulations, policies, and procedures
• Governmental/ Education code payroll policies and procedures
• Principles of training and providing work direction; Provide training, work direction, and guidance to assigned personnel; prioritize the work of staff
• Ability to lead and perform a variety of complex and specialized duties in the processing, maintenance, and distribution of College payrolls
• Prepare and evaluate comprehensive payroll and retirement reports and statements; assemble, organize and prepare data for records and reports
• Maintain accurate payroll, financial and statistical record keeping methods, practices and techniques
• Monitor, audit, adjust and reconcile payroll data
• Identify, investigate and resolve financial errors and discrepancies
• Compare numbers and detect errors efficiently
• Perform arithmetical calculations with speed and accuracy
• Learn, interpret, apply and explain laws, codes, rules, regulations, policies, and procedures
• Operate standard office equipment including a computer, calculator, and assigned software
• Understand and communicate both orally and in writing in a clear, concise manner
• Plan, prioritize, and organize work to meet schedules and timelines
• Work independently with minimum supervision and make sound decisions necessary in the function of the position
• Establish and maintain cooperative and effective working relationships
• Work confidentially with discretion; be familiar with confidentiality requirements related to the use and distribution of personnel and financial records, data, files and reports.
• Display interpersonal skills, including tact, patience, and courtesy
• Demonstrated understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, staff, and faculty.
• Assure compliance with applicable Calbright policies, procedures, and governmental regulations.
• Analyze situations accurately and present solutions and a course of action to management level with confidence and effectiveness.
• Foster a team-oriented, collaborative, and positive work environment.
• Interpret, apply, and explain rules, regulations, policies, and procedures.
• Operate a computer and related office equipment.
• Establish and maintain cooperative and effective working relationships with others.
• Analyze situations accurately; exercise sound judgment;, and adopt effective courses of action.
• Meet schedules and timelines.
• Work independently with little direction.

Working Conditions and Travel

• Calbright College is a statewide online college where all instruction and support are done via various online technologies both in person and remotely. Calbright College has administrative offices in Sacramento available for use. When working remotely, employees should be able and willing to use digital communication tools as used by the college, and have the ability to work on a computer for extended periods of time.
• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. 
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Calbright College policies, procedures, and Title IX. 
• Calbright College celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing Calbright College’s strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
• Requires the ability to function in a remote online instructional environment performing work of primarily a sedentary nature. Requires the ability to use hearing and speech to make presentations to groups and carry on conversations over the phone and in-person. Requires speaking skills to communicate with staff and students in one-on-one and small group settings, on the phone, and to distinguish sound prompts from various types of equipment.  Requires near visual acuity to read printed materials and computer screens.  Requires sufficient hand/arm/finger dexterity to retrieve work materials, operate a personal computer keyboard, and operate standard office equipment. Requires the ability to lift and/or move up to 25 pounds.
• Work is performed indoors where minimal safety considerations exist.

Equal Employment Opportunity

Calbright College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, veteran status, disability or genetics. In addition to federal law requirements, Calbright College complies with applicable state and local laws governing nondiscrimination in employment.

Who We Are

Calbright College is one of California’s newest community colleges – the first statewide, online campus designed to bridge the gap between employers with unfilled positions and students who don’t have either the time or money to attend a traditional school. Our mission is to increase economic mobility and close equity gaps for working adults who lack easy access to traditional forms of higher education by offering online, flexible, affordable skills-based programs that provide tangible economic value for both working adults and hiring managers.