"Payroll and Benefits Specialist"

Application Instructions

• Complete all sections and fields on the application and attach all required documents – incomplete applications may not be considered.
• Include all relevant education, training, and/or experience on the application.
• Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.
• For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.
• For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.
• For job postings requiring professional references, include at least three (3) professional references from the following categories:
  1. Current department chair(s) (for faculty) or supervisor(s);
  2. Previous department chair(s) (for faculty) or supervisor(s) (from within the past five (5) years);
  3. Masters thesis or Doctoral Dissertation advisor or supervisor (for faculty);
  4. Colleague(s) or co-worker(s) who can address professional competency and skills relevant to the position; and/or
  5. Other professional references.
  Please note, professional references are typically contacted when a candidate is selected for, or as a finalist for, a position.

Description

SUMMARY DESCRIPTION

Perform a variety of high-level professional, confidential, and technical payroll and benefits tasks, including but not limited to: payroll preparations, payroll reconciliations, payroll tax reconciliations and required governmental reporting, PERS and STRS reporting, payroll accounting and reporting, payroll deductions and payroll vendor account reconciliations and payments, garnishment withholdings, settlement payments, employee pension plans withholdings and reporting, analysis and compliance with insurance agreements and rates, and benefits compliance; ensure that programs are operating within the appropriate fiscal parameters and remain in compliance with District collective bargaining agreements and local, state, and federal legal requirements; organize, coordinate and implement configuration to District enterprise resource planning system; coordinate assigned activities and events at the District and college levels; exercise good judgment in the application and interpretation of complex rules, regulations and procedures related to payroll and benefits; and ensure the timely and accurate preparation and disbursement of a variety of records, reports and payment forms related to payroll and benefits, including monthly remittances related to the District's employee health and welfare programs and employee pay warrants; operate as the compliance subject matter lead and provide resolution to complicated payroll issues; assist in development of policies and procedures related to payroll and benefits; provide highly responsible and complex administrative assistance to the Payroll and Benefits Manager; and coordinate with the Orange County Department of Education as needed.

To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support district-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

SUPERVISION RECEIVED AND EXERCISED

Receive general direction from the Payroll and Benefits Manager.

Exercise direct supervision over payroll and benefits technical and functional staff as assigned.

REPRESENTATIVE DUTIES

The following duties are typical for this position. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• In coordination with the Payroll and Benefits Manager, plan, develop, coordinate, supervise and evaluate the payroll and benefits programs, services, operations and activities of the District, including classified and academic payroll and employee benefits payments; assume responsibility for multiple, monthly payroll system processes to generate payroll files; investigate and correct payroll problems.
• Research, evaluate and recommend benefit options to reduce costs and ensure cost effectiveness of employee benefit programs.
• Maintain current knowledge of various employee benefit programs and related laws, regulations, legislation, policies and procedures; notify employees and other impacted individuals (i.e., retirees) of mandated changes affecting employee benefit programs.
• Assist in the timely and accurate payment of employees; conduct monthly payroll audit ensuring that tax withholding is accurately calculated and reported; ensure the timely and accurate preparation and submission of local, state and federal tax returns; and ensure the payment of payroll taxes and withheld wages, and payments to CalSTRS and CalPERS retirement systems.
• Supervise the creation of all payroll records and reports to ensure the timely and accurate preparation and maintenance of payroll and benefits records; and ensure the correct use of all payroll procedures. Audit the accuracy and integrity of all payrolls and benefit health cost premiums; ensure the timely reporting and payments to the CalPERS and CalSTRS retirement systems regarding employee resignations, retirements, and agency requirements.
• Create queries and reports; supervise the maintenance of employee records for payroll, industrial accidents, retirement, and leave of absences; maintain payroll schedules, calendars, payroll files and assignments; and distribute information as appropriate.
• Identify opportunities for improving service delivery methods and procedures; implement process and system application functionality improvements; identify resource needs; and recommend and implement policies and procedures and set priorities.
• Assist the Payroll and Benefits Manager in forecasting short-range and long-range District payroll and benefit costs for Board members, management team members, faculty, classified professionals, police officers, and others as needed.
• Ensure that payroll and benefits operations and activities are performed according to collective bargaining agreements, Board policy and local, state and federal legal requirements; and provide analysis and compliance guidance to the Payroll and Benefits Manager or Executive Director of Fiscal Services as appropriate.
• Serve on committees, task forces, and other work groups as needed; provide technical expertise and guidance regarding areas of responsibility; research, analyze and resolve problems; find solutions and improve operations; comply with legal requirements and established procedures; develop, implement, and administer a variety of special projects.
• Serve as an alternate liaison and coordinate with other District Services departments and outside agencies on matters relating to payroll issues, retirement plans, and to represent the Districts interests; communicate and coordinate with other Fiscal Services personnel, District and college management team members and support personnel, time-recorders, representatives of state and federal agencies, educational institutions and others to coordinate programs and activities; manage and build internal and external relationships and outreach efforts to the campuses and District Services departments, ensuring maximum effectiveness and productivity; provide training materials, manuals, and training and workshops as necessary; explain District organization, payroll procedures, and related information.
• Provide information to District staff concerning payroll deadlines, payroll information, status, employee history, assignments, state or federal withholding taxes, deductions, and retirement systems; coordinate responses to inquiries from employees and outside agencies concerning retirement, leave balances, earnings, service credits, and employment/earnings verification.
• Interpret, explain, and apply collective bargaining agreements between the District and various employee groups, as well as applicable local, county, state and federal laws, and ensure legal compliance; inform, guide and monitor District and college staff and employee benefit providers regarding legal compliance, timeliness and accuracy related to payroll and benefits and other related activities and transactions.
• Provide technical assistance related to employee payroll and benefit programs, including workers' compensation and retirement systems; provide technical assistance in evaluating contracts; interpret and administer current contracts; and provide analytical and technical direction to staff conducting various payroll-related activities.
• Train, guide, supervise, support, and evaluate the performance of assigned personnel, delegate and review assignments and projects; evaluate work products and results; establish and monitor timelines and prioritize work; interview, select, and recommend hiring of employees; and motivate staff and resolve conflicts within the group.
• Maintain current knowledge of changes, concepts, methods, requirements, regulations, and policies for assigned areas. Ensure that District payroll and related records are maintained, destroyed and stored according to legal and approved records management procedures.
• Develop and present written and oral presentations; conduct workshops to provide specialized information regarding payroll, benefits, or other as assigned; and assure the development and dissemination of information related to new or revised automated systems, requirements or regulations affecting assigned areas.
• Assist in the preparation and distribution of year-end reports and tax documents, such as W-2 forms.
• Respond to and research questions received from employees, outside agencies and other sources regarding payroll processing, benefit practices, policies, and procedures. Assist management, department timekeepers, and other staff in understanding payroll reporting documents.
• Supervise and maintain data integrity in the District enterprise resource planning system; prepare and manipulate data to be used in an integrated systems environment; collaborate with District Information Technology by providing business specifications and implementing system configuration changes; ensure payroll and time-reporting meet CalSTRS and CalPERS regulations, local, state and federal laws, collective bargaining agreements, and District policies and procedures.
• Maximize technology functionality to ensure system is fully optimized; maintain payroll system modifications and functionality to meet changes in laws, regulations, tax requirements, reporting procedures, accounting policies, and organizational needs; audit and research system elements to ensure accuracy; and revise and make recommendations, as necessary.
• Perform other duties as assigned that support the overall objective of the position and the District's mission and philosophy.
• Report to work on a regular and consistent basis, as scheduled, to assigned job.

MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: A bachelor's degree from an accredited college or university with major course work in finance, accounting, business administration, or a closely related field is preferred.

Experience: Minimum five years of increasingly responsible payroll experience including, payroll systems management, retirement/pension compliance and reporting, tax compliance, and benefit administration, preferably in the public sector.

Commitment to equity and diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how these factors relate to the need for equity-minded practices within an educational environment.

LICENSES, CERTIFICATES, AND/OR OTHER REQUIREMENTS: A valid California driver's license. Certified Payroll Professional (CPP) Certificate from American Payroll Association is preferred.

KNOWLEDGE OF: [list abbreviated for brevity, full in original]

ABILITY TO: [list abbreviated for brevity, full in original]

WORK ENVIRONMENT AND PHYSICAL DEMANDS

[details as in text]

Supplemental Information

Close Date: January 12, 2026

Required Documents: Resume and Cover Letter

Range 13 of the District Management Team Salary Schedule

Work Schedule: Monday - Friday (8:00 AM - 5:00 PM) (evening and weekends as needed)

Hours per Week: 40

Months per Year: 12

Apply Now