Accounting Assistant IV, Payroll
- Mt. San Jacinto College
- Location: San Jacinto, California
- Category: Admin-Human Resources
- Posting Date: 09/13/2019
- Application Deadline: Open until filled
- JOB SUMMARY
Under general direction of the Payroll Services Coordinator, or designee, the Payroll Technician/Benefits Accounting Assistant IV provides support to the Business Services Department in the areas of classified and certificated payroll functions, employee benefits, basic accounting and maintenance of fiscal records. Major duties include preparation of classified and certificated payrolls, processing voluntary deductions, accounting tasks associated with employee retirement benefits, reconciliation of insurance billings and ensuring accuracy throughout all payroll functions.
- ESSENTIAL DUTIES AND 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 and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.
- Ensure accurate calculation of temporary employees workdays and report the information to Human Resources monthly
- Research accounting transactions and prepare transfer of expenditures
- Prepare or assist in reporting of all employees salary history to the County Office and to any other government agencies for audit
- Monitor and review time sheets for Certificated and Classified employees to ensure accuracy of budget account codes and authorization for the assignment
- Calculate and enter payroll adjustments for all monthly payroll schedules for Classified and Certificated employees
- Review accuracy of requests for voluntary deductions and ensure compliance with underlying regulations for voluntary and required payroll deductions, such as Section 125 deductions and contributions to medical coverage for all Classified and Certificated employees
- Maintain voluntary deduction files and process payments for life insurance, disability insurance, membership dues, etc., for all employees
- Initiate billing as required covering payroll and fringe benefits for the Bookstore, ASB and other auxiliary functions
- Review preliminary payroll reports and make corrections/adjustments to Classified and Certificated payroll
- Maintain all Classified and Certificated employee payroll files
- Assist with distribution of pay warrants
- Coordinate information with other payroll technicians and accounting staff in Business Services
- Maintain all appropriate County data processing screens for Risk Management System accuracy and work with the County staff in ensuring efficient operation of the system
- Coordinate information with Human Resources on matters relating to changes in employee data that affect Payroll
- Analyze all invoices and billing received monthly from insurance carriers and balance billing to risk management screen reports from the County
- Review calculations of employee cost for payment of COBRA and retiree medical reimbursements due to the District; prepare and distribute related invoices
- Prepare quarterly EDD Multiple Worksite Report and quarterly and yearly State Disability filings
- Maintain and monitor regulations for all Classified and Certificated employees retirement systems
- Coordinate, scan, and index all payroll records including maintained employee files and all monthly payroll
KNOWLEDGE, SKILLS, AND ABILITIES
The incumbent should possess knowledge of:
- Principles and practices of financial record-keeping and accounting
- Governmental accounting standards and procedures
- Principles of effective leadership
- Computer systems, including stand-alone computers
- Office methods, procedures and equipment
The incumbent should possess skills in:
- Working effectively as a team member
- Meeting schedules and timelines
- Communicating effectively both orally and in writing
- Maintaining documentation and records
- Handling multiple assignments simultaneously and set priorities based on customer needs
The incumbent should possess the ability to:
- Plan, organize and lead the work of others in the performance of financial record-keeping and general clerical work
- Express ideas and give instructions effectively
- Apply rules and regulations to specific cases
- Trouble-shoot and resolve fiscal record-keeping and reporting errors
- Operate common office equipment used in financial record-keeping work
- Analyze data and draw logical conclusions and develop correspondence
- Take the lead and become a primary source of reference for assigned areas of responsibility
- Read and write and make arithmetic computations at a level necessary for assigned duties
- Use tact and discretion
- Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff
- QUALIFICATIONS AND REQUIREMENTS
- A high school diploma or GED; AND
- Eighteen (18) semester units of college-level, general accounting courses; (*attach transcripts) AND
- Four (4) years of progressively responsible, professional experience in keeping or reviewing accounting or fiscal records
Substitutions for meeting the minimum qualifications of this position are allowed, as follows.
- Job-related, college-level education in accounting may be substituted for a maximum of two (2) years of professional experience on the basis of nine (9) semester units of college-level accounting for each year of experience.
- Additional qualifying experience may be substituted for the education requirement on a one (1) year for each nine (9) semester unit basis.
- A Bachelor's degree
CONDITIONS OF EMPLOYMENT
Initial salary placement for this position is from Step 1 to Step 3 depending on the amount of reasonably related experience. The job is a Classified position, Level 19, working full time, 40 hours per week, 12 months. The position serves District-Wide; applicants may be assigned to any district facility. The current work schedule is Monday - Thursday 7:30 am – 5:00 pm, and Friday 8:00 am – 12:00 noon. Work hours are subject to change depending on department needs.
This position is in the California School Employees Association bargaining unit. For more information, please visit their website http://www.csea.com/web/chapter767 .
A twelve-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the District. The District provides a contribution towards medical, dental, vision, and life insurance. Vacation and sick leave are provided. PERS participation is required for retirement eligible employees. As a condition of employment candidates will be required to complete a live scan for fingerprint clearance and a Tuberculosis (TB) test/Tuberculosis Risk Assessment form developed by the State Department of Public Health.
- Applications must be submitted through our online job board; creating a profile is required
- Attach a current resume
- Attach transcripts of ALL college-level coursework (*see transcript tips below)
- MSJC application must include details regarding how you satisfy the job requirements; including a statement of your philosophy regarding education and how you meet the qualifications (thoroughly answering supplemental questions "Personal Qualifications Statement" and "Diversity Statement" on the MSJC application is acceptable, or a separate document may be included in your submission)
- Attach or include on MSJC application; certification, training, vocational, or related program(s) if applicable
TIPS FOR APPLYING
- For positions that require education, transcript(s) must be attached to your application submission to verify completion of college-level coursework
- Carefully review the Application Procedures and Tips for Applying to ensure your submission meets the minimum qualifications
- If selected for an interview, a presentation and/or teaching demonstration may be required as a part of the interview process. If applicable, presentation instructions will be included in the invitation to schedule a formal interview.
- The documents attached to your online application must satisfy the Minimum Qualifications listed for this job
- Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, address, photograph
- If you are employed by the District, it is still the applicant's responsibility to upload the required attachment(s) to each application submission. The hiring committee does not have access to personnel files. The hiring committee only has access to evaluate the documents included with your application submission. You may contact HR to schedule an appointment to view your personnel file if you'd like access to the original transcript documents in your file.
- Your application may be marked as incomplete due to an error with your transcript(s).
- TRANSCRIPT TIPS:
- Only transcripts from an accredited college or university will be accepted
- Applicants must provide transcripts; which must include required authenticating factors: college/university seal or watermark, registrar signature, print or issue date, name of student, list of all coursework, degree conferral date, and degree major
- Transcripts copied and pasted from a website, blurry, unreadable or cut off will not be accepted
- Transcripts copied and pasted into a program where the text can easily be manipulated cannot be authenticated and are not accepted
- Electronic/digital transcripts sent by a college are typically official, certified, and restricted electronic documents; and therefore, it's recommended to print and save this type of official transcript to a separate file before attaching to your online profile - otherwise we may be unable to open or view the attachment
- Foreign transcripts are not considered unless accompanied by an official United States clearing house evaluation report, see Foreign Transcript Tips
- If you attach documents that contain a personal photograph, it will be deleted from your submission
- If hired, you must submit official, unopened transcripts prior to employment commencement
- TRANSCRIPT TIPS:
- You must attach all the required documents before submitting your online application; otherwise it will be marked as incomplete
- If you receive notice that your application was marked as incomplete, you are welcome to reapply as long as the position is still open
- We do not accept documents submitted separate from the NEOGOV online application system
- Any documents you want considered as part of your application profile MUST be included at the time you apply through NEOGOV
- Hiring committees do not allow applicants to share documents during the formal interview (resume, portfolio, reference letters, etc.). The only exception would be if there are documents explicitly related to instructions included in a demonstration or presentation task.
- THE COLLEGE
Who We Are:
Mt. San Jacinto Community College District is committed to achieving parity in academic outcomes by removing institutional barriers and creating an inclusive and culturally affirming learning environment. As outlined in the District's Student Equity Pledge, "our purpose is to celebrate diversity, instill hope, and empower our students to transform their lives and those around them by challenging our perceptions and biases through self-reflection and constant inquiry to identify and eliminate equity gaps". We provide students with a rich and dynamic learning experience that embraces differences -- emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens, and socially responsible leaders. When you join our team at Mt. San Jacinto Community College District, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches educational justice as a means for economic and social transformation and mobility demanding the broad collaboration among faculty, classified professional staff, administration, students and community partners.
The College and the District:
Mt. San Jacinto Community College enrolls approximately 27,000 students each academic year and has a highly diverse student population that reflects the communities it serves. Designated as a Hispanic-Serving Institution (HSI), Mt. San Jacinto Community College administers an array of student affinity programs specifically focused on supporting our diverse, multicultural, and multi-racial communities. Detailed information about the student population, including data related to student success, can be found on Mt. San Jacinto College's Office of Institutional Effectiveness, Planning, and Research website.
Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified professional staff, administration, students and community partners who are also committed to closing equity gaps. The Mt. San Jacinto Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.
Mission: "Mt. San Jacinto College offers quality, accessible, equitable and innovative educational programs and services to students aspiring to achieve their academic, career and personal development goals. We provide students a safe environment in which to pursue basic skills, career and general education pathways. Our programs lead to transfer, associate degrees and certificates, which meet workforce development needs in our diverse communities. Our commitment to learning and achievement empowers students to enrich our communities and participate meaningfully in today's complex world."
Vision: Transforming Learners. Transforming Communities. Transforming Lives.
Values Statement: We are students, employees and a community. We believe that the act of teaching and learning is vital to a thriving community that enriches and, at times, saves lives. We commit to opportunities that inspire the following values in ourselves:
Excellence: We challenge students by setting high standards for learning and critical thinking, which we model with action.
Collaboration: We believe the best results are achieved through communication and participation among students, employees, industry and the community we serve.
Relationship: We nurture a community built on positive interactions and a genuine concern for the welfare of others.
Innovation: We cultivate a creative environment that promotes the development of new ideas for continuous quality improvement.
Relevance: We create educational experiences that have meaningful applications in a local and global context, today and tomorrow.
Access: We ensure equitable rights of all students by removing barriers to a quality education and promoting a network of support that improves learning opportunities.
Leadership: We empower people throughout the community to support and facilitate positive change.
Diversity: We respect and embrace the power of sharing our differences in thought, opinion, culture and background to optimize our collective strength.
Integrity: We believe in being true to our core values by consistently demonstrating our character and an institutional commitment to do the right thing.
The area provides a diverse geography that includes recreational lakes, mountains, desert and wide-open spaces. MSJC is located about 100 miles southeast of Los Angeles and 50 miles west of Palm Springs. There is freeway access to ocean beaches, skiing and cultural offerings in San Diego, Los Angeles and Orange County. Weekend recreational opportunities are a few hours away in Las Vegas, Arizona and nearby mountain resorts. Local theater productions and art galleries provide year-round entertainment, including the famous Ramona Festival and Pageant.
Applicants who need assistance in the application and/or hiring process should contact the Human Resources Department as soon as possible. The District will make reasonable accommodations for applicants with disabilities.
The Board assures that all employees and applicants for employment will be provided equal opportunity regardless of race, color, national origin, age, religion, sex, sexual orientation, disability, marital status, or veteran status.
TRAVEL EXPENSES ARE NOT COVERED BY THE DISTRICT
Equal Opportunity Employer
Employer Website: www.msjc.edu
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to (951) 487-3161. For administrative purposes, requests must be made at the time of application.
MSJC will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. Please access the links from the drop down menu at the top left of the job board web page for further details regarding the E-Verify program.