Payroll Specialist

Pasadena City College; Pasadena (CA); On-site; USD 63,000 - 70,000; Full time

Job summary

Pasadena City College is seeking a Payroll Specialist to handle the District’s payroll for classified, certificated, and unclassified staff. The role includes entering employee tax data, producing tax documents, and providing payroll details to staff.

The position requires a solid understanding of payroll cycles, wage regulations, and data accuracy, with experience using district timekeeping and payroll systems. It is a full-time, on-site role in Pasadena.

Qualifications

• Associate degree in Business, Accounting, Economics, Finance, Human Resources, or a related field.
• Two years of experience processing payroll.

Responsibilities

• Computes wages, deductions, and performs complex payroll calculations.
• Reviews and audits employee time sheets and wage data for discrepancies.
• Maintains payroll data and generates payroll reports.
• Processes paperwork for new employees and updates payroll information.
• Prepares monthly/quarterly/year-end payroll and related reports.
• Trains staff on timekeeping and payroll procedures.
• Processes and issues paychecks and statements.

Skills

Payroll principles

Wage regulations

Financial recordkeeping

Timekeeping software

Data accuracy

Reporting

Education

Associate degree in Business/Accounting/Finance/HR

Two years payroll experience

Bachelor’s degree (preferred)

Three years payroll experience (preferred)

Tools

LACOE payroll systems

Electronic timekeeping software

Job description

Pasadena City College

Salary

$63,239.16 - $69,721.20 AnnuallyCFT-43

Job Type

Full-Time

Job Number

10648

Location

1570 E. Colorado Blvd., Pasadena, CA

Department

Business & Administrative Services

Closing

11/20/2026 11:59 PM Pacific

Under general supervision, the position is responsible for processing the District's payroll for classified, certificated, and unclassified staff. The position is also responsible for entering employee tax information into payroll systems, developing state and federal tax documents, and providing general payroll information to all employees.

Essential Duties

• Computes wages, deductions, and performs complex payroll calculations, including retroactive payroll adjustments and verification of overtime pay rates.
• Reviews and audits employee time sheets, work charts, wage computations, and other information to detect and reconcile payroll discrepancies.
• Compiles and maintains employee time, production, and payroll data from time sheets; maintains complex payroll spreadsheets and generates payroll-related reports.
• Processes paperwork for new employees and enters and updates employee information including but not limited to exemptions, transfers, and resignations, in the payroll system.
• Compiles statistical reports, statements, and summaries related to payroll, benefits, and accounts; assists in the preparation of monthly, quarterly, and year-end financial and technical reports and closing functions.
• Trains employees on the District's timekeeping system and payroll procedures; prepares and delivers presentations related to assigned areas as required.
• Records adjustments to pay related to previous errors or retroactive increases.
• Processes and issues employee paychecks and statements of earnings and deductions.
• Verifies attendance, hours worked, pay adjustments, and payroll deductions; inputs and verifies payroll transactions and related data.
• Keeps track of paid time off (PTO) for employees.
• Provides information to employees and managers regarding payroll, tax issues, benefit plans, and collective bargaining agreement provisions; resolves payroll-related discrepancies and issues.
• Completes verifications of employment.
• Reviews departmental documentation to ensure completeness and accuracy; conducts audits of payroll transactions.
• Files and maintains departmental documents, records, reports, and related materials.
• Performs related duties as assigned.

Minimum Qualifications

• Associate degree, in Business, Accounting, Economics, Finance, Human Resources, or a related field.
• Two (2) years of experience processing payroll.

Preferred Qualifications

• Bachelor's degree, or higher, in Business, Accounting, Economics, Finance, Human Resources, or a related field.
• Three (3) years of experience processing payroll.

KNOWLEDGE, SKILLS AND ABILITIES - May be representative, but not all-inclusive, of those knowledge, skills and abilities commonly associated with this position.

• Comprehensive understanding of payroll principles, processing cycles, and best practices.
• In-depth familiarity with state and federal wage and tax regulations, including FLSA and IRS requirements.
• Expertise in financial record-keeping, auditing methods, and reconciliation of payroll data.
• Ability to interpret and apply collective bargaining agreements to payroll and compensation.
• Strong understanding of district policies and procedures to ensure compliance in payroll operations.
• Proficiency with Los Angeles County Office of Education (LACOE) payroll systems and electronic timekeeping software for accurate data management.
• Competence with general office software for reporting, data aggregation, and communication.
• Skill in applying payroll laws and agreements to resolve discrepancies and ensure accurate employee compensation.
• Advanced ability to perform payroll and mathematical calculations quickly and accurately.
• Proficiency in utilizing payroll and HRIS software to input, extract, verify, and audit data.
• Clear and effective oral and written communication for interacting with staff and documenting payroll activities.
• Strong customer service focus, including conflict resolution and explaining complex payroll information.
• Accuracy and timeliness in payroll processing under tight deadlines and changing priorities.
• Organizational and prioritization skills for managing multiple payroll tasks simultaneously.
• Capacity to establish and maintain collaborative relationships with staff, departments, and external stakeholders.
• Learns and applies emerging technologies to improve efficiency, organization, and timeliness of payroll processes.
• Demonstrated experience working with communities who have been traditionally underserved by higher education and experience in the pedagogy reflecting intersections of race, culture, class, ethnic, and queer communities.

PHYSICAL ABILITIES AND WORK ENVIRONMENT - Activities and environmental or atmospheric conditions commonly associated with the performance of the functions of this job. The physical demands and environmental conditions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Abilities

• Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.
• This is primarily a sedentary office classification. However, standing and walking between work areas may be required.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.
• Positions in this classification may occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.
• Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Work Environment

• Employees work in an office environment with moderate noise levels, and controlled temperature conditions.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

CORE COMPETENCIES

• Attention to Detail
• Payroll Processing
• Mathematical and Analytical Skills
• Compliance and Accuracy
• Time Management and Organization
• Software Proficiency
• Communication and Collaboration
• Financial Recordkeeping

Salary Range

CFT-43

Additional Information

• Successful applicants must provide proof of eligibility to work in the United States.
• Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening.
• Pasadena Area Community College District will not sponsor any visa applications.
• Applicants must be available for interviews at Pasadena City College at no cost to the District.
• Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at [phone].
• The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106.
• Crime awareness and campus security information are available from Campus Police. (Public Law 101-542).
• The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled.
• An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.

PASADENA AREA COMMUNITY COLLEGE DISTRICT Equal Opportunity, Title IX, Section 504 Employer