Assistant Director: Payroll - Payroll Department (2018-19)

Ref: PCN6868

TITLE:

Assistant 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: December 2018

SALARY GRADE:

CFCA 20

BASIC FUNCTION:Under minimal direction of the Director of Payroll, organize and direct the accounting activities involved in the preparation and processing of District payrolls to assure classified and certificated employees are paid in an accurate and timely manner; direct and participate in the preparation, maintenance, processing and auditing of manual and automated payroll data, records and reports; train and evaluate the performance of assigned personnel.

The Assistant Director will perform a variety of difficult, technical duties requiring excellent communication and customer service skills; utilize specialized knowledge and independent judgment to solve payroll issues and concerns involving frequent and responsible public contact; communicate effectively, both orally and in writing, to internal and external customers using District and department set standards to provide for accurate and timely responses to inquiries.

Maintain confidentiality of all personnel matters; some duties will involve access to confidential information concerning employer-employee relations.

DISTINGUISHING CAREER FEATURES

The position performs work which is complex and technical in nature. Initiate business process analyses and design. Serve as technical advisor and resource. Work with departments, payroll staff and Payroll Director to apply workflow principles and techniques. Primarily work is performed independently, guided by California Education Code, Board Policy, state pension retirement laws and standard operating procedures.

REPRESENTATIVE DUTIES:(Incumbent 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 are intended to accurately reflect the principal job elements).

ESSENTIAL FUNCTIONS:

Provide oversight of payroll compliance issues including collection, calculation, and input of payroll information for submittal to ACOE Payroll Processing System.

Respond to payroll related inquires and issues; provide superior customer service to internal and external customers, both verbally and written, using departmental procedures and processes to ensure questions, problems and concerns are handled accurately and in a timely manner; answer the main payroll line and route calls as appropriate; assist with unexpected/urgent situations as needed.

Research issues resulting from both written and verbal inquiries utilizing multiple resources and systems and analyze discrepancies and process appropriate corrections; resolve problems and recommend solutions and process improvements; conduct follow up review to ensure that issues were resolved as intended within the specified time frame.

Route online pay concerns to the department best suited to handle the issue (i.e., Payroll, HR and/or Benefits).

Organize and direct payroll operations and activities to ensure employees are paid in an accurate and timely manner; oversee the processing of payroll-related forms and applications; ensure payroll activities comply with established laws, codes, regulations, policies and procedures.

Coordinate, oversee and participate in the preparation and maintenance of a variety of automated and manual records and reports related to the payroll function including quarterly and yearly payroll reports, analysis of payroll records and payroll accounting reports.

Review information for accuracy; identify discrepancies; make corrections and resolve problems as necessary; ensure accuracy of personnel information.

Supervise the processing of new hires, retirements and terminations; verify related documents for proper employee information, pay rates and related data; provide oversight of all time cards, monthly payroll processing and data input including regular pay, extra pay, absence pay, voluntary deductions, retroactive pay, garnishments, overtime and overpaymentsand other payroll related items; organize payroll staff work flow; assign employee duties and reviews work for accuracy, completeness and compliance with established requirements.

Develop and provide staff training in the use of technology, office systems, and procedures.

Perform complex and technical payroll operations including payroll audits and reconciliations; conduct and provide oversight for site and program payroll audits.

Resolve technical payroll and payroll accounting issues.

Perform benefit expenditure and related transfers to various accounts.

Review methods and procedures for tracking sick time, vacation balances, and other payroll related leaves to ensure accuracy and that all laws and regulations are being followed.

Collaborate with Human Resources and Fiscal Services Departments to ensure that employees are paid correctly, charged to the proper accounts and validation of records is completed between the Human Resources, Payroll, and Fiscal Systems.

Serve as a liaison between Payroll, Human Resources, Benefits and various other departments and personnel concerning District payroll functions; assure payroll issues, conflicts and discrepancies are resolved in a proper and timely manner.

Serve as a technical resource for District and school site staff regarding payroll procedures: understand systems and assist in analyzing, developing, communicating and implementing system and process improvement.

Represent the Payroll Director, when absent or as necessary, at meetings and committees; assist with various projects as needed.

Prepare quarterly tax returns and various supplemental payroll reports.

Assist in providing information for collective bargaining agreements.

Coordinate certificated and classified retirement plans with the State.

Provide information to staff concerning payroll techniques, procedures, guidelines and regulations; assist in coordinating accounting activities to meet established payroll time lines.

Communicate with personnel and various outside agencies to exchange information, coordinate activities and resolve issues or concerns.

Maintain a positive work atmosphere by acting and communicating in a manner which facilitates the successful resolution of all payroll questions, problems and concerns.

Take ownership and responsibility by owning the customer's issues to ensure resolution and complete follow-up.

Supervise and evaluate the performance of assigned personnel; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; assist in screening applications, interviewing, and recommending candidates for employment within the payroll department.

Attend and conduct a variety of meetings as assigned.

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:

Conflict resolution

Applicable federal, state, and District codes, regulations, policies and procedures related to public school payroll and retirement systems

Creditable earnings rules and reporting for PERS and STRS

Payroll, payroll taxes and other deductions, general accounting application and computerized spreadsheet programs

Organization and direction of payroll operations and activities

Advanced principles and techniques involved in payroll preparation and processing

Tax withholding, voluntary deductions, garnishments and supplemental insurance

Preparation, maintenance, verification and processing of payroll records and reports

Generally accepted accounting principles, practices and procedures

Preparation, review and control of assigned accounts

Organizational payroll policies and objectives

Financial and statistical record-keeping techniques

Preparation of financial statements and comprehensive accounting reports

Applicable laws, codes, regulations, policies and procedures

Advanced payroll functions of an educational organization

Principles and practices of data processing

Principles and practices of supervision and training

Technical aspects of field of specialty

Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students

Exceptional English usage, grammar, spelling, vocabulary and punctuation

Computer software, hardware, and related technology

ABILITY TO:

Organize and direct payroll operations and activities to ensure classified and/or certificated employees are paid in an accurate and timely manner

Coordinate, oversee and participate in the preparation and maintenance of a variety of automated and manual records and reports related to the payroll function

Direct and participate in the preparation and maintenance of various financial and statistical records, reports and statements related to employees and payroll

Train and evaluate the performance of assigned personnel

Coordinate communication, information and personnel to ensure smooth and efficient payroll activities

Ensure proper and timely resolution of payroll discrepancies, issues and conflicts

Monitor, audit, adjust and reconcile payroll data

Identify, investigate and resolve financial errors and discrepancies

Compare numbers and detect errors efficiently

Participate in the development and implementation of payroll system enhancements

Interpret, apply and explain laws, codes, rules, regulations, policies and procedures

Communicate effectively both orally and in writing

Establish and maintain cooperative and effective working relationships with others

Operate a computer and assigned office equipment

Determine appropriate action within clearly defined guidelines

Make arithmetic computations with speed and accuracy

Prepare detailed and concise records, files and reports

Effectively and efficiently select and use technology in support of payroll and office functions

Evaluate and update regularly payroll department practice and procedures

Meet schedules and time lines

Work independently with little direction

Plan and organize work.

PREREQUISITES

Bachelor's Degree in Business Administration, Accounting, Finance or related field and four (4) years increasingly responsible experience in payroll, or Associate Degree in Business Administration, Accounting, Finance or related field and six (6) years of payroll related experience, including two years in a supervisory capacity

Experience in a public agency is preferred

Experience in managing all payroll functions for a large complex organization

Experience developing and facilitating high functioning collaborations and teams

Demonstrated success in systems and payroll management

Valid California Driver's License, if applicable

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: $88,448.56 - $112,871.30 / Per Year
Shift Type: Full-Time

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