Payroll Coordinator

JOB INFORMATION

Under the guidance of the Payroll Manager, the Payroll Coordinator is responsible for leading and coordinating efforts in the accurate and timely of all payroll processing for the College. This is a self-directed position requiring the ability to apply independent judgment and to work in close collaboration with a customer-focused HR/PR team, departmental constituents as well as external customers and vendors like regulatory agencies. In administering the various facets of the college’s related CBA’s, this position may be called upon to perform complex tasks. This is a lead role also serving as back-up to the Payroll Manager.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

DUTIES & RESPONSIBILITIES

Payroll

• Under the direction of the Payroll Manager, leads the College’s payroll operations to ensure accuracy of payroll and relevant timelines are met.
• Ensures proper disbursement of payroll through checks and direct deposits, balancing daily pay disbursements through ACH and positive pay monitoring
• May Assist with preparing, balancing, and submitting all payments for payroll taxes, including filing the quarterly and annual federal and state reports; reconciling annual and quarterly reports; filing W-2 forms and reports as assigned by the Payroll Manager
• Administer Oregon Public Employees Retirement System (PERS) payroll reporting and contributions.
• Ensure accurate calculation and submission of employee and employer PERS contributions through the Employer Data Exchange (EDX).
• Reconcile PERS reports to payroll records and resolve reporting discrepancies.
• Process corrections, adjustments, and prior period reporting as needed.
• Maintain compliance with Oregon PERS regulations, reporting requirements, and payroll deadlines.
• Respond to employee inquiries regarding PERS contributions and coordinate with Oregon PERS to resolve reporting issues.
• Administer employee Tax-Sheltered Annuity (403(b)) payroll deductions, ensuring accurate setup, processing, and compliance with plan requirements.
• Coordinate contribution changes with plan vendors, reconcile payroll deductions, maintain employee records, and ensure timely remittance of contributions in accordance with IRS regulations and organizational policies.
• Ensures payroll procedures are properly documented.
• Creates and maintains payroll forms.
• Assists in advising and consulting with staff and external agencies, including auditors on all aspects of payroll to ensure compliance and understanding of college policies, bargaining unit contracts, state and federal laws as related to domestic and international employees; and rules and regulations related to general accounting practices for payroll processing
• Processes the monthly payroll, ensuring that pay is accurate, and completed within specified timelines, with limited direction according to the policies and procedures of the college
• Reviews contracts and time sheets to ensure the policies and procedures of the college are followed
• Clarifies, advises and provides training on pay policies and practices, works to resolve discrepancies
• Prepares payroll from coding of timesheets through the printing of pay checks and direct deposit statements and generating positive pay files and ACH direct deposit files and transfer to the bank.
• Assures time reporting is appropriately totaled, calculated, coded, and entered into the system
• Balances payroll to edits, monitors for discrepancies, connects with supervisors to resolve discrepancies, and makes corrections
• Processes payroll by generating job submissions, closely monitors the accuracy of the parameters from the point of time entry through the process of the jobs (necessary to print paychecks and create direct deposit files); monitors that each step is successfully finalized and ensures output files match the payment records
• Analyzes pay, benefit deductions and leave balances to determine if pay discrepancy exists, calculates pay owed and issues manual checks as required by federal and state regulations, ensuring overtime and taxes are properly withheld
• Maintains database of payroll records, keeping individual records up-to-date; processes paperwork for new hires, payroll authorization changes, and other various documents and forms as assigned (including but not limited to W-4, and direct deposits)
• Calculates and processes pay advances and monitors the recovery of payments
• Calculates pay for various employee groups and individuals assigned to multiple job classifications in strict accordance to union contracts, government wage and hour laws, and college policy; calculations include regular pay, manual retroactive salary adjustment calculations, overtime and annualized salaries; verifies and maintains pay records and leave balances
• May assist with tax reporting and payments, garnishments and other reporting and payment requirements as assigned by the Payroll Manager
• Understands all payroll functions and serves in the absence of any payroll staff member to ensure that all areas in the payroll department are covered

Payroll Processing and Operational Support

• Works effectively within a team environment including proactively sharing knowledge, positively managing relationships with co-workers, and working collaboratively to support team members in delivering excellent customer service and meeting department objectives.
• Maintains knowledge of all aspects of federal and state regulations, labor laws, college polices and collective bargaining contracts, as applicable for processing payroll.
• Provides customer service to college staff/student employees and outside agencies.
• Communicates technical and confidential information and responds to requests for clarification and interpretation of data.
• Uses available technology to create reports and review data.
• Assist with the annual audit; collects documents for audit and reviews accuracy of data.
• Completes employee verifications and responds to garnishments and other court orders as required.

Sick Leave Eligibility

• Determines the eligibility for the use of sick time as required by the Oregon State sick time regulations and college collective bargaining agreements
• Reviews timesheets submitted for sick time and accurately code timesheets for the use of the available leave
• Reviews leave records to determine if time requested is available, making sure that the program inserted the leave records and determining when and how to adjust the leave balances for manual payments, to ensure the records are maintained accurately

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

CANDIDATE QUALIFICATIONS

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

Core Competencies:

• Knowledge of State and Federal employment laws and regulations
• Proficient use of 10-key calculator is required
• Ability to deal effectively with students, staff, and the general public
• Ability to understand and carry out oral and written directions and to work independently with accuracy and speed
• Ability to manage multiple tasks and prioritize work load
• Ability to work in fast paced environment with distractions, changing priorities and strict time limits
• Ability to analyze and interpret data for accuracy
• Must be proficient in use of computers, including familiarity with spreadsheet and word processing software

• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications:

• Demonstrable day-to-day experience in accounting and/or payroll processing
• Proficient in Microsoft Excel, Outlook, Teams, and Word; adaptable to evolving software tools.
• Detail-oriented, with solid understanding of payroll systems, accounting principles, and labor laws.
• Working experience researching and auditing financial data and/ or financial systems.

ADDITIONAL INFORMATION

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment at the 19 pay rate
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment.
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

• Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

LEGAL COMPLIANCE

Chemeketa Community College prohibits unlawful discrimination based on the following:

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose.

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Alice Sprague, Vice President of Governance & Administration. Ph: 503.399.2537

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix.

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000 Lancaster Dr. NE, Salem OR 97305.

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600.

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.399.2537 or email alice.sprague@chemeketa.edu.

In addition to a rewarding and energizing career opportunity, Chemeketa offers a comprehensive benefits package to all salaried Chemeketa employees and eligible dependents. Benefits available to Chemeketa employee's include:

Core Benefits: Complete health insurance package, employer-paid group life insurance, Long term disability insurance, employee assistance programs

Voluntary Benefits: Voluntary life insurance, long term care insurance, AFLAC cancer insurance, flexible spending accounts.

Public Service Loan Forgiveness: Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

Additional perks of joining the Chemeketa team include tuition waiver for employees and their qualifying dependents, on-campus wellness activities, and generous leave policies.