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Payroll Supervisor
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Position Number: 1153315
Location: Santa Maria, CA
Position Type: Human Resources

Payroll Supervisor

Department: Business Services
Category: Supervisor/Confidential
Posted: 1/18/2018
Closing Date: 2/5/2018

Position:
Allan Hancock College is accepting applications for a full-time, 40-hour per week, 12 month position supporting the payroll operations and reporting to the Director, Business Services. The desired start date is March 2018. The successful candidate must pass a Department of Justice clearance and a pre-employment health and physical before the start date.

Work Schedule:
Monday - Friday, 8:00 a.m. - 5:00 p.m. This is a FLSA exempt position.

SALARY AND BENEFITS:
The salary is range 6, $76,784 to $97,998 annually on the Supervisory/Confidential Salary Schedule.
Benefits include medical, dental, life, vision (employee only), salary protection insurance, and eligibility for PERS retirement.

Allan Hancock College serves more than 20,000 students in northern Santa Barbara County. Located on the central coast and just minutes from spectacular beaches and rolling vineyards, AHC operates three campuses – the main campus in Santa Maria, a state approved center in Lompoc and a center in Santa Ynez. As one of the largest employers in Santa Barbara County, the college is an integral part of the community and enjoys strong support from local leaders and industry.

AHC, a Hispanic-Serving Institution, is proud to serve underrepresented students. The college has twice received recognition from the Aspen institute as one of the top colleges in the country. If you are looking for a position where you can have a direct impact on our students, AHC may be the place for you!

To learn more about Allan Hancock College and the Central Coast, visit our Human Resources page at www.hancockcollege.edu and click on the Welcome to AHC video.

Allan Hancock College Range 6
Human Resources Supervisor

PAYROLL SUPERVISOR

DEFINITION
Under the direction of the Director, Business Services, plan, organize and direct payroll operations and activities to assure College employees and student workers are paid in an accurate and timely manner; coordinate, direct and participate in the preparation, maintenance, processing and auditing of manual and automated payroll data, records and reports; value and promote the mission and vision of the college.

CLASS CHARACTERISTIC
Under minimal supervision, the Payroll Supervisor must supervise daily operation of assigned payroll unit. Process and distribute payroll checks for all payroll cycles, provide support for payroll accounting and related regulatory reporting and filing requirements. Provide information and assistance to the college in all aspects of payroll; supervise and evaluate the performance of assigned personnel.

ESSENTIAL FUNCTIONS
1. Plan, organize and direct payroll operations and activities to assure College employees and student workers are paid in an accurate and timely manner; coordinate and oversee the processing of payroll- related data, forms and applications; assure payroll activities comply with established laws, codes, regulations, policies and procedures.
2. Lead, direct and participate in the preparation, maintenance, processing and auditing of manual and automated payroll data, records and reports; review information for accuracy, identify discrepancies, make corrections and resolve problems as necessary; coordinate and assure proper processing and application of employee benefits, insurance enrollments and taxes.
3. Maintain current knowledge of laws, codes, rules, regulations and pending legislature related to payroll functions; assist with modifying systems and activities to meet requirements.
4. Supervise and evaluate the performance of assigned personnel; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; assign employee duties and review work to assure accuracy, completeness and compliance with established standards, requirements and procedures. Coordinate and conduct staff training activities.
5. Provide technical assistance to personnel and others concerning payroll activities and related functions; respond to inquiries, resolve issues and conflicts and provide detailed and technical information concerning related standards, requirements, computer operations, labor contracts, taxes, benefits, data, laws, codes, regulations, policies and procedures.
6. Manage auditing, record-keeping and reporting functions to assure proper application, calculation and reporting of compensation data, benefits and taxes; oversee and participate in the coding and application of voluntary deductions; supervise the distribution and processing of annual W-2 forms; assure proper authorizing signatures, coding and accuracy of payroll adjustments.
7. Organize, direct and participate in the inputting, updating and auditing of a variety of payroll data in an assigned computer system; establish and maintain automated records; extract and adjust data, develop spreadsheets, initiate queries and generate a variety of computerized records and reports related to payroll activities; assure accuracy of automated payroll data.
8. Manage information and personnel to assure smooth and efficient payroll activities; establish payroll timelines and priorities; investigate and assure proper and timely resolution of payroll discrepancies, issues and conflicts.
9. Monitor and evaluate College payroll policies and procedures for financial effectiveness and operational efficiency; develop and implement policies and procedures to enhance the financial effectiveness and operational efficiency of payroll operations.
10. Manage payroll-related communications between College, personnel, administrators, educational organizations, retirement systems, benefit providers and others; serve as a liaison between the College and outside auditors concerning District and governmental audits. Resolve shared interests or concerns both ongoing and when there are changes.
11. Oversee and participate in the preparation and maintenance of a variety of financial and statistical records, statements and reports related to payroll, employees, taxes, assigned activities; assure mandated reports are submitted to appropriate governmental agency according to established time lines.
12. Operate a variety of office equipment including a computer and assigned software; administer the on-line student payroll system as directed; supervise the implementation of payroll system software conversions; drive a vehicle to conduct work.
13. Provide technical information and assistance to the Director regarding payroll activities, needs and issues; assist in the formulation and development of policies, procedures and programs; assure proper implementation of contract-related standards concerning compensation and fringe benefits.
14. Coordinate and interface with Human Resources and Benefits as directed; provide earnings and employment information for employees applying for unemployment insurance as needed.
15. Lead, coordinate and assist in the design, development implementation and documentation of new software applications and ongoing maintenance of current fiscal systems.
16. Maintain, audit and reconcile payroll accounts. Assemble, match, sort, tabulate, check code and post related financial employee and statistical data, review, adjust, and assure accuracy of related ledgers and journal entries.
17. Attend and conduct various meetings as assigned.
18. Perform related functions as assigned.

MINIMUM QUALIFICATIONS
Knowledge of:
Management of payroll operations and activities (prefer K-12 and/or college experience);
Practices, procedures and techniques involved in payroll preparation and processing;
Payroll policies, objectives and procedures (prefer K-12 and/or college experience);
Tax withholding, voluntary deductions and supplemental insurance;
Preparation, maintenance, verification and processing of payroll records and reports; applicable laws, codes, regulations, policies and procedures;
Record retrieval and storage systems;
Financial and statistical record-keeping techniques;
Preparation of financial statements and comprehensive accounting reports;
Policies and objectives of assigned programs and activities;
Principles and practices of administration, supervision and training.

Demonstrated ability to:
Plan, organize and direct payroll operations and activities to assure College employees and student workers are paid in an accurate and timely manner;
Coordinate, direct and participate in the preparation, maintenance, processing and auditing of manual and automated payroll data, records and reports;
Supervise and evaluate the performance of assigned personnel;
Coordinate auditing, record-keeping and reporting functions to assure proper application, calculation and reporting of compensation data, benefits and taxes;
Assure proper and timely resolution of payroll discrepancies, issues and conflicts.
Monitor, audit, adjust and reconcile payroll data;
Provide technical assistance concerning payroll activities and related functions;
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures;
Analyze situations accurately and adopt an effective course of action.
Meet schedules and timelines;
Direct and participate in the preparation and maintenance of various financial and statistical records, reports and statements related to employees and payroll.

EDUCATION AND EXPERIENCE:
Bachelor's degree in business administration, accounting or related field or payroll certification through APA such as the FPC or CPP certification preferred and at least three years' experience in a lead/supervisory payroll position, including work with automated record-keeping systems.

Working Conditions:
This is an FLSA exempt position.
Duties are primarily performed in an office environment, at a desk or at a computer.
The incumbent will experience interruptions while performing normal duties during the regular workday.
The incumbent will have contact, in person, via e-mail, and on the telephone, with executive, management, supervisory, academic, and classified staff and the general public.
May be required to work a flexible workweek which includes day and evening hours and occasional weekend assignments and may be assigned to any district location.

Physical Demands:
May sit for extended periods of time.
Operates a computer.
Communicates over the telephone, via email, and in person.
Ability to lift, carry, and/or moves objects weighing up to 10 pounds.

Special Qualification:
A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

SCREENING PROCESS:
A committee will give priority review of application materials submitted by Monday, February 5, 2018. This position is open until filled. Meeting minimum qualifications does not insure the candidate an interview. Therefore, it is important that the application be thorough and detailed. Applicants will be assessed on the breadth and depth of education, training, experience, skills, knowledge, and abilities. A limited number of applicants will be invited for an interview at the college at their own expense. Interviewed candidates may be asked to complete written and job-related exercises. The district reserves the right to extend time limits, reinitiate or withdraw the recruitment-selection process at any point. Final candidates may be required to pass a pre-employment drug screening.

APPLICATION PROCEDURE:
To be considered as a candidate for this position, please submit the following application materials to the college human resources office by 3:00 p.m., Monday, February 5, 2018:
Signed district application for classified positions
Transcripts (Copies are acceptable for the application process). Official transcripts are required if hired.
A current and complete resume of education and professional experience
Cover letter

APPLICATION: For application materials please visit our Web site at http://www.hancockcollege.edu/ or contact:
Human Resources, Building B
Allan Hancock College
800 South College Drive
Santa Maria, CA 93454-6399
(805) 922-6966, extension 3338
(805) 922-9196, FAX