Job Details

San Jose/Evergreen Community College District
  • Position Number: 1117054
  • Location: San Jose, CA
  • Position Type: Other Administrative Positions

Payroll Coordinator

The San Jose - Evergreen Community College District is currently recruiting for a Payroll Coordinator. This is a temporary assignment through 2/28/18 with the possibility of extension.

Hourly pay is $31.79. Working hours are Monday - Friday, 8:00 AM - 5:00 PM. Position will be located at District Office, 40 S. Market Street, San Jose, CA 95113.

Reporting to the Assistant Director of Fiscal Services, this is the senior-most level in a technical Payroll career ladder. The emphasis on this position goes beyond payroll processing to include audit of records, computation of special arrangements, and testing of accounting controls. Advancement to this level requires a complete understanding of academic and classified payroll systems and the laws, regulations, and reporting requirements. Incumbents at this level must demonstrate competency in audit of payroll transactions and systems.


Ensures the timely preparation and maintenance of payrolls for administration, faculty, and support staff. Maintains records and prepares reports related to payroll. Performs advanced technical and clerical accounting and financial record keeping activities involving the preparation, processing and maintenance of the payroll. Prepares and maintains appropriate accounts involving posting and balancing.


Coordinates and participates in the processing of all College payrolls including computation and posting of employee time, subtraction of appropriate deductions and preparation of required reports.

Assures payroll timelines are met; maintains payroll controls; assures proper procedures, policies, rules and regulations are applied to payroll activities. Checks payrolls for compliance with rules, regulations and policies.

Coordinates and prepares regular and variable payrolls for administrative, academic, classified and student personnel; prepares retirement reports. Computes payroll deductions including those for retirement, union dues, tax sheltered annuities, credit union, withholding taxes and insurance.

Assists the supervisor in preparing payroll information for conversion to checks, deposits, and transfers. Sets up the College's relational database for conversion of payroll fields to checks. Confers with information technology and accountants on complex issues concerning file conversion and processing.

Interprets and explains complex payroll policies, procedures, and technical issues to employees, referring only the most difficult and sensitive matters to higher authority.

Trains and critiques the work progress and results of other payroll staff. Reviews work, answers questions, and assists with the more complex computations.

Audits and updates regular and supplemental payrolls adding payroll information for new employees and calculating proper deductions on an 'as-needed' basis.

Coordinates and participates with accounting staff, the reconciliation of cash and accounts payable to the payroll system. Prepares document trails to support audit requirements.

Ensures accurate reporting of federal, state, and special payroll taxes and fund contributions. Prepares reports that often require original signature, to external agencies. Prepares retirement and withdrawal forms and reports for both academic and classified pay systems.

Ensures that payroll records are up-to-date and include the necessary job and biographical information for accurate group benefit and retirement plan coverage and deductions. Oversees and posts changes to payroll and accounting records.

Facilitates the process and prepares annual total compensation statements for each employee showing salaries, benefits, and deductions.

Analyzes and processes accounts payable and receivable documents relating to payroll, health and welfare coverage, and other benefits.

Verify and facilitate the process of transferring payments to insurance companies and credit unions; prepares periodic reports of disbursements.

Participates in activities connected with the development and maintenance of automated payroll systems using relational databases.

May act on behalf of, or in absence, of the immediate supervisor as assigned.

Performs other duties as assigned that support the overall objective of the position.


The position requires a thorough knowledge of the laws, regulations, and procedures that govern payroll and payroll processing. Requires a working knowledge of general ledger record keeping. Requires an in-depth technical knowledge of the District's automated administrative system, or of integrated/automated payroll/personnel systems in general. Requires in-depth knowledge of educational accounting practices, including District policies and procedures. Requires sufficient human relations and communication skills to convey personal and technical information to all levels of staff, to train payroll and non-payroll staff, and to facilitate problem resolution. Requires advanced math skills sufficient to perform complex payroll calculations and conversions. Requires reading skill sufficient to read codes, regulations, and tax laws. Requires well-developed writing skills for reports and procedures.


Requires the ability to perform all aspects of the position. Must be able to prepare clear, complete and concise financial records and analyze payroll and accounting data and prepare financial statements pertaining to the area of specialization. Requires the ability to reconcile payroll to general ledger. Requires the ability to conduct technical research, complete complex arithmetic computations and prepare reports. Must be able to use a range of personal computer software such as spreadsheets, word processing, and databases. Must be able to lead staff in a manner that encourages efficiency and optimizes positive customer service. Requires the ability to analyze situations and implement effective solutions. Design, implement and maintain databases.


Requires sufficient hand-eye coordination to use a personal computer keyboard for routine typing, 10-key, and data entry, plus arm/hand movements to retrieve work materials and operate a variety of general office equipment. Requires visual acuity to recognize alphanumeric data. Requires auditory ability to carry on conversations in person and over the phone.


The position requires an Associate's Degree in general business or accounting plus six years of experience in payroll processing and audit, or employee relations. Alternatively, the position requires a Bachelor's Degree and 2 years of experience. Certain additional and progressively responsible experience may substitute for education.

Interested applicants should apply to our Classified Short-Term Temporary Hourly Applicant Pool @

For consideration, please submit a District application, cover letter, resume and copy of your transcripts by Wednesday, November 22nd at 5:00 PM.

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