Payroll Administrator

Santa Margarita Water District; Rancho Santa Margarita (CA); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Employee assistance program

Job summary

Santa Margarita Water District is seeking a detail-oriented Payroll Administrator to process payroll for all District employees, ensuring accuracy and timely delivery. The role supports payroll tax reporting, coordinates benefit calculations, and collaborates with Finance and Human Resources as payroll operations modernize.

The position offers stability within a public sector environment with opportunities to grow into HR.

Qualifications

• Several years of progressive payroll experience, preferably in a unionized or public sector environment.
• Experience with ADP WFN is highly desirable.
• Familiarity with CalPERS reporting is strongly preferred.
• Payroll certifications are helpful but not required.

Responsibilities

• Process end-to-end payroll for all district employees with accuracy.
• Audit and enter payroll data, review changes in pay and deductions.
• Ensure compliance with federal, state, labor agreements, and CalPERS rules.
• Provide responsive payroll support to employees and departments.
• Assist with budgeting, forecasting, and audits related to payroll.
• Collaborate with Finance and HR as payroll evolves with the District.

Skills

ADP WFN

Payroll software

Excel

HRIS systems

Analytical skills

Confidentiality

Communication skills

Education

High school diploma

Accounting coursework

Tools

ADP WFN

Excel

Job description

Job Description

Join our team as a Payroll Administrator!

Santa Margarita Water District is seeking a detail-oriented and customer-focused Payroll Administrator to support the accurate, timely, and compliant processing of payroll for all District employees. This role ensures employees are paid correctly, supports payroll tax reporting, coordinates benefit-related calculations, and partners closely with both Finance and Human Resources as the District continues to improve and modernize payroll operations. The position may transition into the Human Resources team in the future as payroll functions evolve. If you are someone who thrives on precision, collaboration, and being at the center of meaningful organizational improvements, this is your chance to make a lasting impact!

About The Role

The Payroll Administrator handles end-to-end payroll processing in a unionized public sector environment and maintains a high standard of accuracy, confidentiality, and service. The position works with minimal supervision and applies strong analytical skills to ensure compliance with federal, state, labor agreement, and CalPERS requirements. This role is ideal for someone who enjoys improving processes, collaborating across departments, and supporting a positive employee experience.

Meet Santa Margarita Water District

Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region’s largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship.

Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters.

Dynamic teams of intelligent individuals work collaboratively to achieve SMWD’s goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. The District employs approximately 320 employees and operates with one represented bargaining unit.

Santa Margarita Water District’s Values Include

• Exemplary service excellence
• Intelligent innovation that is forward-thinking and adaptive
• Ethical fiscal responsibility and transparency
• Environmental and resource stewardship
• Employee development and leadership training
• Building relationships that strengthen communities

Essential Functions

What You Will Do

• Process payroll for all District employees and review, audit, and enter payroll data with accuracy.
• Administer changes in pay, deductions, taxes, retirement contributions, and benefit-related adjustments in accordance with MOUs and labor agreements.
• Perform payroll calculations including overtime, leave accruals, retroactive adjustments, premium pay, and final pay.
• Reconcile payroll records, general ledger accounts, benefit statements, and retirement system reports.
• Ensure compliance with applicable wage and hour laws, tax regulations, collective bargaining agreements, CalPERS rules, and District policies.
• Provide responsive and knowledgeable support to employees and departments regarding payroll questions and procedures.
• Support salary and benefit data needs for budgeting, forecasting, and audits.
• Assist with payroll system updates, testing, automation efforts, and process improvements.
• Maintain accurate payroll documentation and prepare reports for internal and external stakeholders.
• Collaborate with Human Resources as payroll processes integrate more closely with the District’s HR functions.

What You Bring

• A strong commitment to accuracy, confidentiality, and customer service.
• Ability to interpret and apply payroll laws, labor agreements, policies, and procedures.
• Strong analytical skills and the ability to identify and resolve discrepancies.
• Hands-on experience with ADP or similar payroll systems and HRIS platforms.
• Proficiency with spreadsheets and business software.
• Clear communication skills and the ability to work effectively with employees at all levels of the organization.

Requisite Abilities/Qualifications & Guidelines

Education and Experience

• High school diploma or GED equivalent required. Coursework in accounting, finance, business, or a related field is preferred.
• Several years of progressive payroll experience, preferably in a unionized and/or public sector environment.
• Experience with ADP WFN is highly desirable.
• Familiarity with CalPERS reporting is strongly preferred.
• Payroll certifications are helpful but not required.
• Experience in the public sector is preferable.Licenses; Certificates; Special Requirements

Certified Payroll Professional (CPP) certification, or equivalent, is desirable.

Other Necessary Requirements/Additional Information

Santa Margarita Water District offers a comprehensive benefit package for eligible employees and their eligible dependents. These benefits include the following: retirement benefits; medical, dental, vision and life insurance; and a variety of other benefits. Benefits may vary based on employment status.

PUBLIC EMPLOYEES RETIREMENT SYSTEM

As a public agency, the Santa Margarita Water District has enrolled in the California Public Employees Retirement System (CalPERS) for retirement benefits. The retirement formula and required employee contribution may vary based on employment status.

HEALTH INSURANCE

The District contracts with the Association of California Water Agencies (ACWA) for medical insurance coverage. Employees may elect coverage from PPO or HMO plans. Medical premiums for plans in an amount up to or equal to the highest HMO are paid for by the District for all full-time employees. The District shares the cost of medical insurance for dependents with the employee. Coverage is effective on the first of the month following employment with full-time status.

DENTAL INSURANCE

The District provides dental insurance for all full-time regular employees. Optional dependent dental coverage is available at the District's rates. Coverage is effective on the first of the month following employment with full-time status.

VISION INSURANCE

The District provides each full-time employee and their eligible dependents with vision insurance through Vision Service Plan (VSP). Coverage is effective on the first of the month following employment with full-time status.

LIFE INSURANCE AND ACCIDENTAL DEATH AND DISMEMBERMENT

The District provides term-life insurance for all full-time employees through VOYA with Employee benefits equaling 2 1/2 times the employee's annual salary to a maximum of $200,000. Adjustments are made based on the employee's salary. Coverage is effective on the first of the month following employment with full-time status.

EMPLOYEE ASSISTANCE PROGRAM (EAP)

The District provides all employees and their dependents with an EAP that provides confidential, professional assistance with a variety of services such as legal/financial concerns, ID recovery, mental health, and more.

GENERAL LEAVE ACCRUAL

General leave is a multi-purpose leave providing for vacations, personal affairs, and non-job related illness/injuries.

• First year through five-year anniversary date of continuous employment: 11.67 hours per calendar month (140 hours per year) with an accumulated maximum of 304 hours.
• Sixth through ten-year anniversary date of continuous employment: 16 hours per calendar month (192 hours per year) with an accumulated maximum of 350 hours.
• Eleventh through fifteen-year anniversary date of continuous employment: 19.33 hours per calendar month (232 hours per year) with an accumulated maximum of 350 hours.
• Sixteenth year and beyond of continuous employment: 22.67 hours per calendar month (272 hours per year) with an accumulated maximum of 380 hours.

While accrual begins from the date of hire, for the most part, general leave may not be taken until completion of the employee's six-month probationary period.

DEFERRED COMPENSATION

Regular full and part-time employees are eligible to participate in the District's deferred compensation program. The District shall match an employee’s contribution into the deferred compensation plan up to a maximum of $2,400 per employee per year, or $100 per pay-period. The contributions occur each pay period except the third pay period in those months with three pay dates.

HOLIDAYS

The District provides 11½ holidays (92 hours) per year for full-time employees.

FLEX SPENDING ACCOUNT

Through the District's Flexible Spending Account (FSA), employees may set aside pre-tax dollars to pay for eligible "out-of-pocket" (unreimbursed) medical expenses, child or dependent care.

LIFESTYLE SPENDING ACCOUNT

A benefit in which your employer sets money aside for you to use on eligible expenses related to physical, financial and emotional well-being.

EDUCATION REIMBURSEMENT

All full-time employees are eligible for reimbursement for educational training or certification training taken from any college, university, or accredited institution, up to the IRS annual limit with Department Head approval.

The aforementioned information is only a summary of the District's benefits. Detailed information may be found in the Personnel Rules and Regulations and/or the Memorandum of Understanding between the SMWDEA and the Santa Margarita Water District.