Payroll Specialist

Priority Screening Date: March 23, 2026Open Until Filled

POSITION OVERVIEW

Under general supervision, performs a variety of technical payroll accounting duties to ensure District employees are paid in an accurate and timely manner; prepares, processes and reconciles payroll and timekeeping documents, accounting records and reports for management, faculty, classified and hourly employees; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS
A Payroll Specialist is distinguished from a Senior Payroll Specialist in that an incumbent in the latter class leads the unit and is responsible for ensuring the end-to-end payroll process is accurate and meets all regulations and legal requirements and for researching and resolving all payroll-related employee and technical issues.

Essential Functions

• Performs a variety of detailed and complex duties to prepare and process monthly payroll for full- and part-time employees in various employee groups; reviews, verifies, audits and reconciles pay types, pay rates, employee benefit plan participation, retirement contributions, tax and other deductions; ensures all earnings and deductions comply with District and regulatory limitations.
• Enters deduction data for tax withholding, voluntary benefits, union dues, direct deposit information, and changes and pay adjustments for leave and workers' compensation absences; enters new-hire benefit enrollment documents; enters corrections, adjustments and employee payroll corrections and repayment agreements; enters authorizations for payment following approvals.
• Prepares and transmits positive pay and ACH files for submittal to the County Office of Education; prepares and transmits budget and electronic funds transfers; prints and mails payroll checks and direct deposit notices; calculates and transmits payroll tax deposits.
• Provides effective customer service and communication to all employees on payroll-related matters in a timely and professional manner; researches and resolves inquiries and issues with timecards, tax withholding, deductions, lost or stollen paychecks and direct deposit issues.
• Communicates with external entities such as the County of Marin and financial institutions.
• Distributes, receives and processes benefits applications and forms including participating in open enrollment; assists District employees activate a variety of voluntary deductions.
• Prepares and processes a variety of District, county, state and federal payroll-related forms and reports.
• Prepares third-party payment list for each payroll; mails payments and supporting documents immediately after third-party checks are issued.
• Processes and maintains records on garnishments and levies and provides all necessary information and payments to entities and employees.
• Maintains all hard copy and electronic files related to District payroll and related employee communications to use in reconciling discrepancies and resolving inquiries.
• Compiles statistical and payroll data from a variety of sources to provide informational summaries to other staff and ensure compliance with established guidelines; maintains accurate records and system data.
• Ensures all payroll and benefits duties are performed in a timely and accurate manner and are executed in accordance with all federal and state wage and hour laws, tax regulations, District policies and MOU guidelines.
• Fosters an environment that embraces equity-minded practices, integrity, trust and respect. Supports, implements and promotes compliance with the District's Diversity and Equal Employment Opportunity Plan in all aspects of employment and education.

OTHER DUTIES

• Responds to requests for employment verifications received from outside agencies.
• Manually calculates and processes off-cycle checks after senior management approval.
• Attends meetings as assigned.
• Represents the College and/or department on internal and external committees, as directed.
• Refers people to other offices, services, campus locations and resources as appropriate.
• Performs related duties as assigned.

Requirements & Desirables

REQUIREMENTS

• Education and Experience: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be graduation from an associate degree program with coursework in accounting, and at least three years of progressively responsible full-charge bookkeeping or payroll processing; or an equivalent combination of training and experience.
• Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, sexual orientation, and ethnic backgrounds of community college students.

Desired Qualifications:

• A bachelor's degree in accounting or business administration and payroll or accounting experience in a college or university or public agency.
• Certified Payroll Professional (CPP) or a related professional designation.
• A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Principles and techniques involved in payroll preparation practices, monitoring and control.
• Business math.
• Use and operation of applicable modules of the District's payroll and accounting systems.
• Collective bargaining agreements and memorandum of understanding (MOU) provisions applicable to timekeeping, payroll preparation and pay reporting.
• Rules, regulations and policies of the District, the California Education Code, and federal and state laws pertaining to employee payroll, taxes, garnishments, reporting and associated penalties.
• Customer service practices and etiquette.
• Safety policies and safe work practices applicable to the work being performed.

Skills and Abilities to:

• Understand and be sensitive to and respectful of the diverse academic, socio-economic, ethnic, cultural, disability, religious background and sexual orientation of community college students, faculty and staff.
• Ensure a high degree of accuracy and the timely payment of wages to District employees in accordance with various deadlines and changing priorities, while ensuring excellence in customer service.
• Collect, enter, evaluate and interpret technical and specialized payroll data and information; explain information accurately and precisely to managers and employees.
• Understand, interpret, apply and reach sound decisions in accordance with applicable law, rules, regulations and procedures.
• Exercise sound, independent judgment within areas of responsibility.
• Organize and maintain office and specialized files.
• Prepare clear, concise and accurate reports, correspondence and other written materials.
• Maintain the confidentiality of documents and records.
• Analyze situations accurately, exercise sound judgment and adopt effective courses of action.
• Communicate effectively, both orally and in writing.
• Operate a computer and use standard business software.
• Exercise a high degree of tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
• Establish and maintain cooperative and effective working relationships with others.

WORK SCHEDULE

Campus: Indian Valley Campus (Novato)
Full-time Equivalent: 1.0 - Full-time
Months per Year: 12
Work Days/Hours:
Monday - Friday
7.5 Hours per Day
37.5 Hours per Week

Starting Salary Range: $43.58 - $48.04 per hour, step 1 to 3. (Normal entering step is Step 1)