Payroll Officer (Temporary)

Ohlone College; Fremont (CA); On-site; USD 52,665 - 58,079; Part time

Job summary

Ohlone College seeks a Payroll Officer for a temporary assignment at the Fremont Campus. You will process payroll, handle deductions, and coordinate with benefit providers, leaves, and retirements under a time-limited contract of up to 165 working days.

Responsibilities include preparing reports, addressing inquiries from state and federal agencies, and ensuring compliance with education codes and district policies. This role requires detail orientation and integrity in payroll processing.

Qualifications

• Associate's degree in accounting or related field.
• Two years accounting experience.
• Commitment to equity-minded practices and diverse backgrounds.
• Knowledge of payroll policies, taxes and retirement reporting.

Responsibilities

• Process and submit payroll, tax and deduction forms for assigned payroll groups.
• Prepare contractual and stipend payments; respond to inquiries about payable stipends and contracts.
• Maintain and distribute paychecks according to procedures.
• Respond to IRS and state agencies inquiries for levy and payroll information.
• Prepare and submit retirement contributions and related reports (STRS/PERS).
• Investigate and resolve payroll discrepancies and year-end procedures.
• Provide information on calculations, rates, benefits and leaves to personnel.

Skills

Payroll processing

Tax withholding

Discrepancy resolution

Attention to detail

Communication skills

Education

Associate's degree in accounting or related field

Tools

STRS

PERS

Payroll software

Job description

Payroll Officer (Temporary)

Ohlone College

Salary: $38.23 - $42.16 Hourly

Job Type: Temporary

Division: Administrative Services

Opening Date: 07/23/2026

Location: Fremont Campus

Job Number: 202300200

Department: Administrative Services

Bargaining Unit: N/A

Definition

Under the direction of the administrator, perform a variety of financial services in support of compensation and related reporting requirements; process and submit payroll for assigned payroll groups; process contractual payments for part time faculty; update and modify medical, dental, vision and volunteer insurance benefit cost and leave tracking as assigned by the position; assist in coordinating accounting activities to meet established payroll time lines; serve as a technical resource to personnel regarding payroll processes, policies and procedures.

Employment Status

• This is a temporary position, limited to a maximum of 165 working days within a fiscal year.
• This position is not eligible for medical, dental, or vision benefits through the District.
• Holidays and vacations are unpaid.
• Sick leave is accrued in accordance with applicable state law.
• Employees who work over 1,000 hours in a fiscal year will be enrolled in CalPERS.

Duties and Responsibilities

1. Process and submit payroll, tax and deduction forms, garnishment, paperwork, benefits, leaves, time sheets, stipends, STRS/PERS and cash balance retirement documents for assigned payroll groups;
2. Correct contract audits and submit contractual stipends and respond to departmental inquiries regarding payable stipends and contracts;
3. Receive, sort and distribute paychecks according to established procedures and guidelines;
4. Respond to IRS, Social Security Administration, CA State Franchise Tax Board, and other Federal and state agencies inquiries for levy, garnishments and payroll information;
5. Prepare, input, update and submit a variety of reports, including employee retirement contributions into STRS and PERS and contributions for non-members;
6. Investigate and resolve retroactive and other payroll and retirement discrepancy reporting issues;
7. Serve as a technical resource to personnel regarding payroll processes, policies and procedures and respond to inquiries and provide information concerning calculations, pay rates, benefits, taxes and leaves;
8. Assure compliance with relevant legal, procedural and reporting requirements for taxes & retirement reporting;
9. Maintain records of individual earnings, deductions and related data including leave accruals and track and update worked hours and submit to appropriate personnel as assigned;
10. Create, maintain, modify and update benefit codes medical, dental, vision and volunteer insurance benefit cost and leave tracking and assure the accuracy of inputted data;
11. Provide year-end accrual documentation and calculations for annual audit. Prepare, provide documentation and respond to any inquiries during the audit in a thorough and timely manner;
12. Conduct year-end W2 filing including testing, processing, printing and organizing for distribution;
13. Communicate with all employees through emails, phone calls, and meetings in person for payroll process, payroll issues, and retirement reporting issues;
14. Process and submit a variety of documents for employees and to appropriate agencies including State tax levy, garnishment and benefit forms;
15. Process special payroll transactions such as corrections, bonuses, replacements, final checks and retroactive pay as appropriate;
16. Keeps abreast on the latest legislative changes regarding retirement reporting;
17. Track and update deferred benefits, including TSA, 403b and 457b benefits and communicate with third party administrator, and update the employee contribution in the system;
18. Attend new employee orientation meetings and process new hires, retirements and terminations as appropriate;
19. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgroundsof the College's students, faculty,staff, and community.
20. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
21. Attend and participate in various meetings, workshops and conferences as assigned;
22. Perform other related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge

1. Principles and techniques involved in payroll preparation and processing;
2. Tax withholding, voluntary deductions and garnishments;
3. Preparation, maintenance, verification and processing of payroll records and reports;
4. Organizational payroll policies and objectives;
5. Financial and statistical record-keeping techniques;
6. Applicable laws, codes, regulations, policies and procedures, including the Education Code, labor laws and Board policies and procedures;
7. STRS and PERS laws and practices;
8. Principles and practices of data processing;
9. Modern office practices, procedures and equipment.

Skills

1. Preparation of financial statements and comprehensive accounting reports;
2. Operate of a computer and assigned software;
3. Communicate effectively using oral and written communication skills;
4. Interpersonal skills including tact, patience and courtesy;
5. Compare numbers and detect errors efficiently;
6. Interpret, apply and explain laws, rules and regulations related to payroll activities;
7. Assemble, organize and prepare data for records and reports;
8. Establish and maintain cooperative and effective working relationships with others.

Ability

1. Meet schedules and timelines;
2. Perform a variety of technical duties in the preparation payroll for certificated and/or classified personnel;
3. Assure employees are paid in an accurate and timely manner;
4. Prepare and maintain a variety of automated and manual records and reports;
5. Process payroll and related records for payrolls;
6. Monitor, audit, adjust and reconcile payroll data;
7. Identify, investigate and resolve financial errors and discrepancies;
8. Work confidentially with discretion.

Minimum Qualifications

Any combination equivalent to an associate's degree in accounting or related field

AND

two years increasingly responsible accounting experience.

AND

Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Physical Demands

This position requires physical abilities needed to work in a standard office setting, including but not limited to: standing and/or sitting for prolonged periods; occasional stooping, bending, kneeling, and twisting; occasional lifting, carrying, pushing and/or pulling light and moderate amounts of weight; operating office equipment which may require repeated fine motor skills (e.g.: keyboard use); and the ability to communicate in written and verbal forms. The position requires vision and hearing in normal ranges (with or without correction) sufficient to operate any assigned equipment and the ability to clearly communicate with others in written and verbal forms.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Application Materials

1. Resume/Curriculum Vitae.
2. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.

District Statement

Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

Vision Statement

Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success.

Mission Statement

Ohlone College offers high quality educational and career pathways and personal enrichment courses to serve the diverse needs of all students and the community. Ohlone provides excellent instruction and support services, awards associate degrees and certificates, and promotes university transfer in an inclusive, equitable, and multicultural environment where student learning and achievement are paramount. Ohlone fosters innovation, encourages student expression, and promotes ethical behavior and global citizenship.

EEO Statement

The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: [phone].

Conditions of Employment

Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal 'Immigration Reform & Control Act of 1986.' Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affiliation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

Immigration Reform & Control Act of 1986

Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.

*The District reserves the right to modify, rescind, or re-advertise this recruitment at any time*