Under direction of the Payroll Supervisor, to calculate, prepare and process employee payrolls in accordance with established procedures, contracts, laws and time lines; to maintain accurate records and documentation related to all aspects of the payroll system; and to perform related duties as assigned.

Processes, calculates, and audits payroll transactions for new hires, promotions, resignations, retirements and other related payroll accounting duties in accordance with State Education code, labor regulations, collective bargaining contracts and merit system rules.

Processes and enters timesheets, additional pays, bonuses, adjustments; and employee deductions into the County payroll system. Audits accuracy of all entries.

Communicates with District personnel, researches information and explains various policies, procedures, regulations and requirements; provides assistance with regard to pay, employee and employer deductions, timesheets, attendance and payroll expense distribution.

Calculates and prepares adjustments for earned vacation and sick leave according to labor relations and other applicable contract agreements.

Calculates longevity, shift differential and professional growth as applicable for each employee.

Inputs and maintains union/membership dues and direct deposit; audits monthly union dues in compliance with union regulations; monitors pre-note run for direct deposits.

Calculates retroactive pay increases for all employees in accordance with negotiated agreements and/or management guidelines.

Processes Worker’s Compensation claims; provides insurance carrier with detailed employee wage statements; processes abatements from carrier and tracks attendance for all cases in compliance with contracts, State Education Code and Worker’s Compensation Laws.

Prepares and processes paperwork for the refund of Social Security and Medicare overpayments; calculates and pursues the repayment of overpaid wages for terminated employees as needed.

Prepares and processes W-2s and W-3s corrections needed for proper reporting of employee’s tax information.

Computes and prepares calculations for retirement purposes.

Researches and compiles payroll record information as requested by government agencies and courts; receives and processes court orders, garnishments, and levies to withhold earnings.

Assists in the preparation of annual classified calendars.

Trains and provides work direction to assigned personnel; assigns and reviews work and provides technical guidance where appropriate.

Performs related duties as assigned.

Payroll Technician is the highest level non-supervisory classification in the payroll series. A position in this class calculates, prepares, and processes employee payrolls in accordance with established laws, regulations, contracts and procedures, and handles payroll-related issues. A Payroll Clerk performs responsible clerical duties involving employee time sheet entry. The Payroll Supervisor is responsible for organizing and overseeing the work of the Payroll unit and handling the most complex problems.

Knowledge of: Principles and techniques involved in payroll preparation, monitoring and control, including tax withholding, voluntary deductions and wage garnishments; applicable laws, rules and regulations regarding payroll such as IRS, State Franchise Tax Board, California State Education Code, and State Retirement System; interpretation and application of bargaining unit contracts; correct English usage, grammar, spelling and vocabulary for written communications to employees; modern office methods, equipment and procedures; computer programs and applications related to payroll processing; report formats and terminology.

Ability to: Calculate, adjust, process and reconcile payroll data; prepare and maintain accurate payroll records; meet demanding schedules and time lines; operate computer equipment and spreadsheet software; research and analyze payroll data and prepare reports; respond to inquiries from employees, lending institutions, State agencies and others regarding payroll issues; apply complex policies and pertinent laws, rules and regulations to payroll, leaves, claims and voluntary deductions; make mathematical calculations with speed and accuracy; train and provide work direction to others as assigned; communicate tactfully and effectively both orally and in writing; operate a calculator, copier and office equipment; establish and maintain effective and cooperative working relationships with others; work confidentially with discretion.

Typical Background: Any combination equivalent to graduation from high school, or the equivalent, preferably supplemented by course work in accounting, business administration or closely related field, and two years of experience processing payroll, performing financial accounting, or performing similar duties in a computerized system environment.  Public sector payroll or accounting experience, preferably in a school district, is highly desirable.

Essential Physical Activities and Work Environment: Work is performed in a District office setting, while sitting for extended periods of time at a desk or computer workstation. With or without reasonable accommodation, needs sufficient visual acuity to read written records and computer screens all day; sufficient hearing to comprehend ordinary conversation in person or on the telephone; sufficient clarity of speech to be understood when explaining information in ordinary conversations; needs physical ability to operate a computer; must have stamina to work overtime during peak periods; must be able to lift and carry 25 pounds to store and retrieve archived data in storage boxes. Generally, this job requires 80% sitting, 10% walking, and 10% standing.

Mental Functions: Sufficient ability to communicate payroll information, analyze and process massive amounts of financial or statistical data and to resolve operational problems related to area of assignment.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

1991 & 1999 – Marlys Grodt & Associates. Adopted by the Personnel Commission 12/16/99
Revised 9/13/01
Revised 07/24/2009-AT
Revised 05/2014-AL
Revised 03/2022 – DB Approved by the Personnel Commission on 3/24/2022
Revised 10/2022-AL; Approved by Personnel Commission on 10/27/2022 Reallocation 10/2022