Payroll Coordinator

College of the Canyons; Santa Clarita (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

College of the Canyons is seeking a Payroll Coordinator to manage all payroll-related entries and reporting for the District. The role supports the LA County Office of Education systems and retirement plans, ensuring accuracy and compliance with policies.

The position is in-office on the Valencia campus, 40 hours per week, requiring experience with government and educational payrolls.

Qualifications

• Three (3) years of full-time equivalent experience processing payroll.
• Experience using a computerized payroll system and Microsoft Excel (VLOOKUP's and pivot tables) is required.
• Payroll experience working in an educational institution or public agency system is desirable.

Responsibilities

• Organizes, plans and performs payroll activities to assure timely preparation, distribution and legal reporting of a complex payroll system.
• Reviews, prepares, processes, audits and balances complete payrolls for all District employees and enters time worked into the LAOCE payroll system.
• Maintains knowledge of current legislation and regulations pertaining to payroll processing.

Skills

Payroll processing

Microsoft Excel

Confidentiality

Education

Associate's degree or equivalent

Tools

LA County Office of Education payroll system

Job description

Under the supervision of the Director, Payroll Services, in conjunction with the Assistant Superintendent/Vice President, Business Services, the Payroll Coordinator is responsible for all aspects of payroll-related entries and reporting into the Los Angeles County Office of Education, District, and other related institutional/governmental agency computerized payroll systems. Performs a variety of highly skilled and specialized payroll and district retirement plan functions for the District. Prepares employee historical payroll, employment, and other related statistical data reports. Assures accuracy and conformance with established policies and procedures. Performs other related duties as assigned.

** This is an in-office position, working forty hours per week on the Valencia campus.

Example of Duties

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.

• Organizes, plans and performs payroll activities to assure timely preparation, distribution and legal reporting of a complex payroll system while meeting multiple demanding payroll schedules and timelines.
• Reviews, prepares, processes, audits and balances complete payrolls from print, electronic, and/or other forms of time reporting for all District employees. Enters time worked into the Los Angeles County Office of Education computerized payroll system. Determines appropriate budget account codes, retirement codes, withholding for taxes, Social Security and Medicare status, Unemployment Insurance and payroll deductions.
• Maintains knowledge of, interprets, and ensures compliance with current legislation, Federal, State and Education Code laws, PERS and CalSTRS regulations, collective bargaining agreements, employee contract provisions, and other District policies, procedures, and regulations pertaining to payroll processing.
• Processes and enters employment-related documents for all new and current employees into Los Angeles County Office of Education computerized payroll system. Performs high level analysis in order to maintain an accurate employee database and related District tables, including verifying and updating all personnel related information, employee benefits selections, and voluntary deductions.
• Ensures continuity and compliance with various retirement systems. Researches, interprets, and determines employees' applicable retirement plan membership. Clarifies related employee information through the coordination and review of Human Resources retirement questionnaire, communication with the Los Angeles County Office of Education, correspondence with other districts, and data obtained from CalSTRS and PERS retirement agencies.
• Interprets and adheres to the multifaceted reporting requirements for the CalSTRS Cash Balance retirement program. Researches, analyzes, reviews, verifies, adjusts, and prepares employee historical payroll and employment statistical data reports for related County and State agencies. Prepares finalized retirement report information for use by Fiscal Services in identifying related account distribution and processing warrant for timely submittal to CalSTRS.
• Coordinates, maintains, and provides reconciled reports to the District’s Third Party Administrator in the processing of employee Tax Sheltered Annuity contracts. Verifies, updates, and sets up related employee deduction records. Applies and processes payments of administrative fees. Develops customized employee reports as requested by Third Party Administrator.
• Maintains timely and accurate implementation of District salary schedules and work calendars in accordance with collective bargaining agreements, employee contract provisions, and other District policies, procedures including the District’s academic calendar to comply with compensation and work day requirements.
• Coordinates with District MIS department in order to record and maintain accurate employee leave accruals and disbursements in the District’s information system. Records and maintains detailed permanent employee records regarding accrual and disbursement of sick, vacation and other paid/unpaid leaves. Processes related reports and payments according to collective bargaining agreements, employee contract provisions, and other District policies, procedures.
• Compiles and processes timely and accurate payroll tax deposits as well as assists with the quarterly and annual Federal, State and Unemployment Insurance payroll tax reports. Provides employee salary history and position information in response to State EDD audits, and for other authorized governmental jurisdictions.
• Ensures compliance with underlying regulations for voluntary and required payroll deductions. Reviews accuracy of requests for employee voluntary deductions. Reconciles employee deductions with monthly vendor invoices and processes warrant requests for related payments.
• Tracks and ensures accurate calculations of temporary employees' workdays and hours in accordance with Ed Code and District policies. Communicates with supervisors and Human Resources as workdays and hour time limits are approached.
• Determines the causes of payroll errors and discrepancies in payments or records and makes corrections and adjustments as necessary. Assists District personnel in resolving payroll concerns.
• Retains complete and accurate records and documents for all employees relating to payroll and fringe benefits. Ensures compliance with record retention policies and procedures in order to assure the security and accessibility of documents and records.
• Coordinates with Human Resources regarding employee leave calendars for Workers' Compensation, medical leaves, and Unemployment Insurance information. Processes payroll adjustments according to collective bargaining agreements, employee contract provisions, and State and Federal guidelines.
• Assists in the preparation of various reports including but not limited to, year-to-date tax earnings, payroll estimates and analysis, employee compensation information, and other payroll-related reports as assigned. Reconciles reports and audits for accuracy.
• Presents Payroll Services information at new employee orientations. Participates in Professional Development workshops in coordination with other Business Services departments, providing critical information in a timely manner to other departments on campus.
• Provides payroll information and documents as requested by faculty, staff, students, and other miscellaneous requests. Responds to official inquiries regarding employee's working status and earnings in response to auditors and/or employment verification requests.
• Performs various administrative and clerical duties as required, including but not limited to typing correspondence, reports and forms, copying and filing documents, faxing information, establishing and maintaining files, attending meetings and assisting District administrators, staff, and faculty.
• Maintains confidentiality of sensitive information and works effectively with minimal supervision and frequent interruptions.
• Performs other related duties as assigned.

Experience

Three (3) years of full-time equivalent experience processing payroll. Experience using a computerized payroll system and Microsoft Excel (VLOOKUP's and pivot tables) is required. Payroll experience working in an educational institution or public agency system is desirable.

Education

Education equivalent to an Associate's degree from an accredited institution is required. Two (2) additional years of payroll processing experience in addition to that identified above may be substituted for each year (30 units) of the educational requirement.

Santa Clarita Community College District is an Equal Opportunity Employer.

The College is expecting to conduct initial interviews between the weeks of October 5, 2026 and October 12, 2026 and conduct final interviews between the weeks of October 12, 2026 and October 19, 2026. This is an estimated timeline, and is subject to change.