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(Archived) Payroll Specialist (2022)

Last Updated: 1/22/23

Job Description

Payroll Specialist (2022)
MiraCosta College

For full details and to apply, go to

Type of Assignment: Full Time
Assignment Category: Regular Position

Position Details:
One regular, full-time, district-funded position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will normally be Monday through Friday, 7:30 am - 4:00 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

MiraCosta College believes that flexible work enables employees to achieve a more successful balance between work responsibilities and family life. The District offers the opportunity to telework (remote work) for certain positions, depending on the operational needs of the District and the provisions of the telework policy. Probationary and temporary employees are not eligible to telework unless approved by the appropriate vice president. No employee is guaranteed the right to telework. No employee shall be authorized to telework 100% of the time; regular, on-campus presence is expected for all District employees on a weekly basis.
IMPORTANT: MiraCosta College requires that all employees be fully vaccinated against COVID-19 in order to promote a safe and healthful workplace for employees and to promote the health and safety of our campus community. Unvaccinated employees are at greater risk of contracting and spreading COVID-19 within the workplace and to the college community that depends on college programs and services. As of August 23, 2021, all employees must submit proof of vaccination or request and receive approval for a medical or religious exemption prior to their start date. For more information, please visit

Salary Range: 24
Compensation: Starting at $71,742 per year (range 24, step 1, on the 2022-2023 classified salary schedule), with annual salary step increases up to step 5. In addition, after five years of district service, employees earn a longevity stipend that increases over time.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.

MiraCosta College offers an array of benefits to eligible employees.

  • The district pays 100% of the cost of medical, dental and vision insurance for eligible employees and dependents
  • $100,000 life insurance policy
  • Up to $250 of benefit credits per month to help pay for a variety of voluntary benefit options, such as supplemental life insurance, disability coverage, and health care/dependent care flexible spending account (FSA)
  • Vacation, sick leave, and up to 18 paid holidays
  • State pension system retirement benefits (CalPERS)
  • Free and confidential employee assistance program
  • Wellness Program
  • Participation in the District’s Early Retirement Program
  • Professional Development Opportunities
  • Tuition fee reimbursement
  • Childcare Facility (Oceanside Campus)

Position Term in Months: $Term

Application Procedure:
In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by the first screening date of 11:59 PM on Wednesday, August 3rd, 2022:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the Essential Duties, Other Duties, and Desirable Qualifications.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

The screening and interview committee will review application materials for up to three to four weeks following the closing/first screening date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) proof of being fully vaccinated* for COVID-19 or requesting and receiving approval for a medical or religious exemption; 2) successful completion of a pre-placement physical exam at district expense; 3) submission of a current tuberculosis test clearance; 4) proof of eligibility to work in the United States; 5) fingerprint clearance; and 6) approval by the Board of Trustees.

*Individuals are considered fully vaccinated against COVID-19 two weeks or more after they have received the second dose in a 2-dose series (e.g. Pfizer-BioNTech or Moderna), or two weeks or more after they have received a single-dose vaccine (e.g., Johnson and Johnson [J&J/Janssen).

Retired STRS members are not eligible for this position.

Basic Function:
Under direction, perform a variety of complex responsibilities related to the preparation of district payroll, including the coordination and application of current federal and state laws, and district policies in the timely and accurate preparation and auditing of payroll docu­ments; and perform related duties as assigned.

Distinguishing Characteristics:

Essential Duties & Responsibilities:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Process monthly payroll for all employee groups; perform complex payroll calculations; verify information from relevant forms/timesheets; audit, correct and balance payroll; ensure compliance with all applicable codes, laws and policies; conduct technical research and prepare reports.

2. Update, process and maintain employee profile in the payroll system of all necessary records including pay rates, account numbers, retirement plans, direct deposits, etc., to ensure accurate and timely payroll processing.

3. Process monthly timecards and maintain accurate payroll and benefit records including work hours, overtime, vacation, sick leave, banked time, extra pay, stipends, shift differentials, career incentives, voluntary deductions, and other work-tracking requirements.

4. Calculate a variety of special payments for employees based on change-of-employ­­ment status, bonuses, shift differentials, stipends and overtime worked.

5. Communicate and provide information to administrative personnel, other colleges, federal, state and local agencies and others regarding payroll services; prepare and forward neces­sary documents to the County Office of Education required to update, correct, adjust or process payroll records.

6. Provide effective customer service by responding to in-person, telephone and email inquir­ies from employees concerning salaries and deductions; interpret and explain payroll policies to employees; work with appropriate personnel to ensure accurate coding and reporting of payroll.

7. Compile information and data and prepare various payroll and statistical reports; receive, analyze and verify accuracy of payroll reports.

8. Compile, prepare and submit employment verification, unemployment audits, EDD quarterly reports, State Controller’s reports, IRS information inquiries, subpoena information and wage garnishments; update employee withholding information based on IRS notifications.

9. Perform calculations for W-2 reporting (excess life insurance, dependent care, district vehicle, electronic devices, benefit costs and domestic partners); sort and distribute W-2 forms at year end; process and prepare W-2c and W-3c corrections, as well as PERS, STRS, Social Security and PARS requests for information.

10. Correct fund account or transfer funds based on requests from accounting staff or individual departments.

Other Duties:
1. Perform related duties as assigned.

Knowledge Of:
1. District organization, operations, policies and objectives.

2. Principles and techniques involved in payroll preparation practices, monitoring and control.

3. FLSA, pertinent federal and state laws, state education codes, STRS, PERS and PARS retirement regulations, and district policies and proce­dures affecting payroll records and programs.

4. Recordkeeping associated with fringe benefit (health & welfare, workers compensation, and unemployment insurance) programs, their applicable contracts, laws and regulations.

5. Generally accepted accounting principles and practices.

6. Oral and written communication skills.

7. Correct English usage, grammar, spelling, punctuation and vocabulary.

8. Interpersonal skills using diplomacy, patience and courtesy.

9. Knowledge of research, reconciliation and analysis methods.

10. Integrated information systems and use of appropriate software to perform tasks.

11. Data management software applications.

Ability To:
1. Interpret and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.

2. Make mathematical calculations quickly and accurately.

3. Operate a variety of office equipment, including computer and appropriate software applications and spreadsheets.

4. Analyze situations accurately and adopt effective courses of action.

5. Plan, prioritize and organize a large volume of work to successfully meet constant payroll schedules, timelines and deadlines and to facilitate others in meeting timelines.

6. Maintain records and prepare complex financial and statistical reports.

7. Work confidentially with discretion.

8. Understand and follow oral and written directions.

9. Resolve discrepancies with efficiency and tact.

10. Communicate information and explain various payroll-related procedures and practices.

11. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

12. Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from high school or GED equivalent, plus eight semester units (or equivalent quarter units) of college-level coursework in account­ing and three years of related experience; or an equivalent combination of training and experience.

NOTE: For work experience, one “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Desirable Qualifications:
School payroll experience preferred.

Licenses & Other Requirements:
A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.

Physical Effort:
The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to work at a computer, includ­ing repetitive use of a computer keyboard, mouse or other control devices; ability to travel to a variety of locations on and off campus as needed to conduct district business.

Emotional Effort:
Ability to develop and maintain effective working relationships involving appropriate interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to concen­trate on detailed tasks for extended periods while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established dead­lines and chang­ing priorities.

Working Conditions:
Primarily an office environment. Subject to frequent interruptions by individuals in person or by telephone and intermittent exposure to individuals acting in a disagreeable fashion. May work at any district location or authorized facility during day and/or evening hours with occasional evenings, and/or weekends on an as-needed basis. Occasional local travel may be requested.

Posting Number: S22/23004P
Human Resources Contact Information: or [Register to View]
Job Close Date:
Open Until Filled: Yes
First Screening Date: The submission deadline for the first screening of applications is Wednesday, August 3rd, 2022. Applications will continue to be accepted until the position is filled.

About MiraCosta College
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at

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Company Details

Oceanside, California, United States
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help...