Salary: $79,524.00 - $101,544.00 Annually
Location : Fremont Campus
Job Type: Full-Time
Job Number: 202300150
Division: Administrative Services
Department: Fiscal Services
Opening Date: 06/18/2025
Closing Date: 7/13/2025 11:59 PM Pacific
Bargaining Unit: California School Employees Association (CSEA)

Ideal Candidate Statement
The ideal candidate is an experienced payroll and benefits professional with a proven track record in public education, particularly within the community college system. They possess in-depth knowledge of payroll laws, benefit programs, and retirement systems such as the California State Teachers' Retirement System (STRS) and the California Public Employees' Retirement System (PERS), along with a strong grasp of collective bargaining agreements, regulatory compliance, and complex payroll processes.
This candidate excels in managing multifaceted payroll operations with precision, ensuring confidentiality, accuracy, and timeliness at every step. They are technologically proficient, comfortable working with Colleague enterprise level payroll systems, financial reporting tools, and adept at navigating audits, garnishments, benefit tracking, and retirement and tax reporting.

A collaborative and service-oriented professional, the ideal candidate communicates payroll policies and benefit options clearly and effectively. They provide responsive, inclusive support to employees across all organizational levels and are committed to fostering an equitable and culturally sensitive work environment that reflects the mission and values of Ohlone Community College District.

With strong organizational and analytical abilities, the ideal Payroll Officer thrives under deadlines and brings a proactive, solution focused approach to challenges. Their professionalism, reliability, and attention to detail make them a vital contributor to the success of the institution's administrative services team.
Position Description
Under the direction of the administrator, perform a variety of financial services in support of compensation and related reporting requirements; process and submit payroll for assigned payroll groups; process contractual payments for part time faculty; update and modify medical, dental, vision and volunteer insurance benefit cost and leave tracking as assigned by the position; assist in coordinating accounting activities to meet established payroll time lines; serve as a technical resource to personnel regarding payroll processes, policies and procedures.

Duties and Responsibilities

1. Process and submit payroll, tax and deduction forms, garnishment, paperwork, benefits, leaves, time sheets, stipends, STRS/PERS and cash balance retirement documents for assigned payroll groups.
2. Correct contract audits and submit contractual stipends and respond to departmental inquiries regarding payable stipends and contracts.
3. Receive, sort and distribute paychecks according to established procedures and guidelines.
4. Respond to IRS, Social Security Administration, CA State Franchise Tax Board, and other federal and state agencies inquiries for levy, garnishments and payroll information.
5. Prepare, input, update and submit a variety of reports, including employee retirement contributions into STRS and PERS and contributions for non-members.
6. Investigate and resolve retroactive and other payroll and retirement discrepancy reporting issues.
7. Serve as a technical resource to personnel regarding payroll processes, policies and procedures and respond to inquiries and provide information concerning calculations, pay rates, benefits, taxes and leaves.
8. Assure compliance with relevant legal, procedural and reporting requirements for taxes & retirement reporting.
9. Maintain records of individual earnings, deductions and related data including leave accruals and track and update worked hours and submit to appropriate personnel as assigned.
10. Create, maintain, modify and update benefit codes medical, dental, vision and volunteer insurance benefit cost and leave tracking and assure the accuracy of inputted data.
11. Provide year-end accrual documentation and calculations for annual audit. Prepare, provide documentation and respond to any inquiries during the audit in a thorough and timely manner.
12. Conduct year-end W2 filing including testing, processing, printing and organizing for distribution.
13. Communicate with all employees through emails, phone calls, and meetings in person for payroll process, payroll issues, and retirement reporting issues.
14. Process and submit a variety of documents for employees and to appropriate agencies including state tax levy, garnishment and benefit forms.
15. Process special payroll transactions such as corrections, bonuses, replacements, final checks and retroactive pay as appropriate.
16. Keeps abreast on the latest legislative changes regarding retirement reporting.
17. Track and update deferred benefits, including TSA, 403b and 457b benefits and communicate with third party administrator, and update the employee contribution in the system.
18. Attend new employee orientation meetings and process new hires, retirements and terminations as appropriate.
19. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the College's students, faculty, staff, and community.
20. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
21. Attend and participate in various meetings, workshops and conferences as assigned.
22. Perform other related duties as assigned.

Knowledge Of

1. Principles and techniques involved in payroll preparation and processing.
2. Tax withholding, voluntary deductions and garnishments.
3. Preparation, maintenance, verification and processing of payroll records and reports.
4. Organizational payroll policies and objectives.
5. Financial and statistical record-keeping techniques.
6. Applicable laws, codes, regulations, policies and procedures, including the Education Code, labor laws and Board policies and procedures.
7. STRS and PERS laws and practices.
8. Principles and practices of data processing.
9. Modern office practices, procedures and equipment.

Skill To

1. Preparation of financial statements and comprehensive accounting reports.
2. Operate a computer and assigned software.
3. Communicate effectively using oral and written communication skills.
4. Interpersonal skills including tact, patience and courtesy.
5. Compare numbers and detect errors efficiently.
6. Interpret, apply and explain laws, rules and regulations related to payroll activities.
7. Assemble, organize and prepare data for records and reports.
8. Establish and maintain cooperative and effective working relationships with others.

Ability To

1. Meet schedules and timelines.
2. Perform a variety of technical duties in the preparation payroll for certificated and/or classified personnel.
3. Assure employees are paid in an accurate and timely manner.
4. Prepare and maintain a variety of automated and manual records and reports.
5. Process payroll and related records for payrolls.
6. Monitor, audit, adjust and reconcile payroll data.
7. Identify, investigate and resolve financial errors and discrepancies.
8. Work confidentially with discretion.

Minimum Qualifications
Any combination equivalent to an associate's degree in accounting or related field and two years increasingly responsible accounting experience;
AND
Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Physical Characteristics
This position requires physical abilities needed to work in a standard office setting, including but not limited to: standing and/or sitting for prolonged periods; occasional stooping, bending, kneeling, and twisting; occasional lifting, carrying, pushing and/or pulling light and moderate amounts of weight; operating office equipment which may require repeated fine motor skills (e.g.: keyboard use); and the ability to communicate in written and verbal forms. The position requires vision and hearing in normal ranges (with or without correction) sufficient to operate any assigned equipment and the ability to clearly communicate with others in written and verbal forms.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Application Materials: The below items must be uploaded as attachments for your application to be complete and considered

1. Resume/Curriculum Vitae.
2. A cover letter addressing the listed desirable qualifications and personal/professional qualities.
3. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.
4. Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position?

Foreign Transcripts
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Here is a list of approved foreign degree evaluations services: http://www.ohlone.edu/org/hr/forms/docs/evaluationofforeigndegrees.pdf

District Statement
Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

Vision Statement
Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success.

Mission Statement
Ohlone College offers high quality educational and career pathways and personal enrichment courses to serve the diverse needs of all students and the community. Ohlone provides excellent instruction and support services, awards associate degrees and certificates, and promotes university transfer in an inclusive, equitable, and multicultural environment where student learning and achievement are paramount. Ohlone fosters innovation, encourages student expression, and promotes ethical behavior and global citizenship.

EEO Statement
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.

Conditions of Employment
Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal "Immigration Reform & Control Act of 1986." Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

Immigration Reform & Control Act of 1986
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.

*The District reserves the right to modify, rescind, or re-advertise this recruitment at any time*
Ohlone Community College District offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Below is a list of some of our offerings:

1. Medical, dental, vision, and life insurances.
2. Participation in the Public Employees' Retirement System (PERS) and the California State Teachers' Retirement System (STRS).
3. Contribution to O.A.S.D.I. (Social Security) for PERS employees.
4. Paid vacation.
5. Paid sick leave.
6. Paid holidays and district-paid floating personal days.
7. Summer 4/10 schedule.
8. Longevity pay increase based on years of service.
9. IRS Section 125 Flexible Medical Spending Plan.
10. Employee Assistance Program.
11. Long Term Disability.
12. 457 Deferred Compensation Plan (employee contributes).
13. 403(b) Tax Shelter Annuity Plan (employee contributes).
14. Enrollment fee waiver program.

Part-time employees with positions less than 100% will receive benefits on a pro-rated basis.

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I understand that all requested materials have been uploaded as attachments and are required for a complete application. This includes: 1.) Resume; 2.) A cover letter addressing the listed desirable qualifications, personal and professional qualities;3.) A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant; 4.) Response to the following question: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position?

• Yes
• No

Required Question