Director: Payroll - Payroll Department (2019-20)

Ref: PCN4352

TITLE:

Director, Payroll

REPORTS TO:

Assigned Supervisor

DEPARTMENT:

As Assigned

CLASSIFICATION:

Classified Management Confidential

FLSA:

Exempt

WORK YEAR/HOURS:

261 days / 7.5 hours

ISSUED:

Created: June 2016

SALARY GRADE:

CFCA 22

BASIC FUNCTION: Lead and collaborate in planning, organizing, managing, auditing and supervising the complex payroll operations of a large school district carried out by a staff of professional, technical and clerical employees. Protect the District financial health through accurate and compliant administration. Effectively communicate payroll goals, operations, data, timelines and progress to employees, staff, department heads, Superintendent, and Board. Maintain confidentiality of all personnel matters; some duties will involve access to confidential information concerning employer-employee relations.

REPRESENTATIVE DUTIES:(Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

Executive leadership and collaboration

Plan, organize, control and direct a variety of programs, projects and activities related to the payroll functions of the District.

Understand systems and analyze, develop, communicate and implement system and process improvement.

Collaborate with other District leaders in the review and analysis of laws, regulations, collective bargaining contracts, and published legal opinions and court decisions that affect the payroll process and makes changes as agreed upon.

Analyze changes to union and district negotiations proposals, Board of Education rules, policies and reports and Education Code provisions to determine and communicate the effect on payroll processing; recommend and assure implementation of changes in procedures, forms and records as necessary.

Participate in negotiations planning and represent District, when requested, at negotiations sessions.

Support and actively participate in the collaborative development of transparent and effective systems of communication within payroll and OUSD departments and schools.

Work collaboratively with other department leaders to ensure that integration of District services is seamless, effective and efficient.

Work collaboratively with other department leaders to ensure that employees are served at the highest level.

Department design

Implement processes and procedures for payroll operations that reflect industry best practices.

Develop new and revised payroll procedures to comply with laws, rules and regulations; ensure service to employees; improve efficiency; and coordinate activities and services with other departments.

Work collaboratively with Information Technology Department to ensure most effective and efficient use of technology and take maximum advantage of state of the art technology.

Develop new and revised payroll procedures to comply with laws, rules and regulations; ensure service to employees; improve efficiency; and coordinate activities and services with other departments.

Work collaboratively with Information Technology Department to ensure most effective and efficient use of technology.

Provide technical expertise regarding payroll functions.

Organize the department and assign work to ensure efficient and accurate production of payroll warrants and maintenance of records.

Create and maintain an organizational structure within the department that provides high quality, timely service throughout the system.

Department management

Develop, monitor, and review the all operational systems and processes within the payroll department.

Direct, approve, or recommend the establishment of controls to assure accuracy of source documents, payroll warrants, records and statements.

Manage, review and oversee the preparation, accuracy and timely submission of major required and requested payroll and statistical reports, procedural instructions and reports of special studies and investigations and make decisions and recommendations.

Create, maintain and disseminate an annual calendar of all key payroll functions, timelines and deadlines from preparation to pre-production audits to production to post-production audits and reports.

Ensure that all payroll functions are carried out at high levels of efficiency and accuracy.

Communicate with other administrators, personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts at the lowest level, exchange information, and develop policies and procedures to encourage effective and efficient management controls.

Consult with employees and their representatives, and appropriate District staff to resolve grievances and complaints, and provide the department's position in regard to individual cases.

Develop effective customer-friendly information that is available to all employees to ensure clarity with regard to schedules, processes, resolution of concerns and responses to questions.

Attend interdepartmental meetings; represent payroll at District meetings.

Extract, review and ensure payroll-related iFAS CDD reports are accurate

Extract, review and maintain accurate payroll-related iFAS reports for payroll warrant pass-through Fund 76)

Extract, review and maintain all adjustments made to payroll records (by payroll staff)

Review all payroll related reports subsequent to submission to stakeholders (at IRS, State, ACOE or other agencies)

Professional development

Develop and implement plan to build the internal capacity of personnel within the department and across departments.

Confer with and obtain information and advice from administrative and legal personnel and from representatives of other governmental agencies in regard to payroll policies and procedures and disseminate information as appropriate.

Ensure that all staff has adequate and appropriate professional development to carry out their responsibilities at the highest level.

Personnel management

Plan, organize, manage, direct, supervise, and support payroll services with the goal of providing exemplary customer service, accurate pay and reports, and timely information to all employees.

Plan, direct, assign and monitor work of personnel engaged in auditing, analyzing and implementing actions related to salary payments, deductions, payroll accounting and records maintenance.

Select, train, supervise, and evaluate staff; hold direct reports accountable for results; create metrics to gauge performance of direct reports; direct, train and motivate assigned staff to meet organizational goals and exceed performance standards.

Provide cross-training to other staff members within the department.

General

Perform related duties as assigned.

QUALIFICATIONS:

The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.

KNOWLEDGE OF:

Planning, organization and direction of payroll operations for a large complex organization, preferably a school district

Business principles and payroll regulations and processes

Process improvement related to systems

Correct oral and written English usage, grammar, spelling, vocabulary and punctuation

Report writing, auditing, record-keeping and record-maintenance

Presentation, communication, and public speaking skills

Principles and practices of effective management

Applicable laws, codes, regulations, policies, collective bargaining agreements and procedures

Interpersonal skills using tact, patience and courtesy

ABILITY TO:

Plan, organize and administer payroll for a large, complex organization

Provide leadership and direction to the District's payroll staff

Understand systems

Be able to analyze information and data to drive system and process improvement

Select, train, supervise, coordinate and evaluate work of others

Remain current regarding knowledge of applicable federal and state laws, rules and regulations, policies and procedures, collective bargaining agreements

Work under minimal supervision, exercise sound judgment and initiative in an environment of rapid change

Analyze situations accurately and adopt an effective course of action

Analyze District's Strategic Plan and develop processes and procedures that will implement the goals of that plan

Design, develop and deliver effective and compelling verbal and written presentations to community, peers, staff, and/or Board of Education on abstract as well as concrete subject matter relating to payroll

Prepare comprehensive narrative and statistical reports and audits

Direct the maintenance of a variety of reports and files related to payroll

Meet District standards of professional conduct as outlined in Board Policy

Establish and maintain effective communications and working relationships among diverse groups of students, parents, District staff, community, and external agencies

Recommend and assist in the formulation and implementation of operating procedures and policies

Manage competing priorities and time

Operate personal computer, related software, and other office equipment

PREREQUISITES

Bachelor's degree

Five (5) years of relevant and increasingly responsible experience

Supervisory experience required

Experience in managing all payroll functions for a large complex organization

Experience in a school district preferred

Experience developing and facilitating high functioning collaborations and teams

Demonstrated success in systems and payroll management

Valid California Driver's License

PRE-EMPLOYMENT PROCESS:

Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

WORKING CONDITIONS

ENVIRONMENT:

Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.



Primary Location: Payroll
Salary Range: $97,513.71 - $124,443.29 / Per Year
Shift Type: Full-Time

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