Payroll Specialist

Payroll Specialist

Salary

$63,239.16 - $69,721.20 Annually

Location

1570 E. Colorado Blvd., Pasadena, CA

Job Type

Full-Time

Job Number

10648

Department

Business & Administrative Services

Division

Fiscal Services

Opening Date

10/29/2026

Closing Date

11/20/2026 11:59 PM Pacific

Probationary Period

Six months

Work Shift

Mon - Fri. 8:00 AM - 4:30 PM

Salary Schedule/Range

CFT-43

• Description
• Benefits
• Questions

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: The District has identified the following essential skills and attributes needed for success in this position.

• 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

APPLICATION AND SELECTION PROCESS

Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date for any reason. You can apply for a position from any computer with Internet access. Please keep in mind the following:

• If you do not follow the process or your application/resume is incomplete, your information will not be processed.
• If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered.
• The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview.
• While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee.
• Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST).

All materials listed below may be required for your application packet to be considered complete:

• Resume or Curriculum Vitae
• Cover Letter

After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.

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 (626) 585-7388.
• 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

At Pasadena City College, we value your contributions to our success and want to provide you with a benefit package that protects your health and helps your financial security now and in the future. Pasadena City College provides Medical, Dental, Vision, Basic Life, Basic Accidental Death and Dismemberment and Long-Term Disability insurance at no cost to the employee or eligible dependents.

MEDICAL: Employer-paid premium. Employee has the option of electing between PPO plans and HMO plans.

DENTAL: Employer-paid premium. Employee has the option of electing between a PPO plan and HMO plan.

VISION: Employer-paid premium. Vision benefit is contingent upon am employees medical plan selection.

BASIC EMPLOYEE LIFE INSURANCE: Employer-paid premium for a $50,000 life insurance policy. If employee is age 70 or older, the life insurance policy is reduced to $25,000.

BASIC SPOUSE/ REGISTERED DOMESTIC PARTNER LIFE INSURANCE: Employer-paid premium for a $1,500 policy. Benefit terminates when the employee reaches 70.

BASIC DEPENDENT LIFE INSURANCE: Employer-paid premium for a $1,500 policy.

BASIC ACCIDENTAL DEATH & DISMEMBERMENT: Employer-paid premium for a $1,500 policy.

LONG-TERM DISABILITY (LTD): Employer-paid benefit pays 66.67% of your monthly salary (up to $3,000) monthly starting 140 days after you are out of work and continuing up to age 65 if the disability occurs at age 59 or before 5 years if the disability occurs at age 60 to 64 up to age 70 if the disability occurs at age 65 to 69 1 year if the disability occurs at age 70 or after.

MISCELLANEOUS RETIREMENT: Pasadena City College has two retirement formulas through the California Public Employees Retirement System (CalPERS). The employer contribution rate is 26.68%.

• (Classic Member - Formula 2% @ 55): If you became a member prior to January 1, 2013, but you permanently separate from employment and return to membership after a break in service of more than six months, you are subject to the retirement formula in place on January 1, 2013, for any service credit earned after that date. This does not apply if you return to the same employer. The same employer does not necessarily mean the employer you last worked. As of July 1, 2020, the employee contribution is seven (7%) percent.
• (PEPRA New Member - Formula 2% @ 62): Applicable to employees who work directly for the Los Angeles County Superintendent of Schools hired on or after the implementation of the Public Employees Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. As of July 1, 2022, the employee contribution is 8.00% and subject to change annually.

A new member is defined as any of the following:

1. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.

2. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.

3. A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.

CalPERS refers to all members that do not fit within the definition of a new member as "classic members".

Contribution rates are subject to change based on the Los Angele County Office of Education annual actuarial valuation.

Note: This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to pccbenefits@pasadena.edu or by calling the Benefits Office at (626) 585-7503,

If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees Retirement Law. The Retirement Law is complex and subject to change. If theres any conflict between this summary and the law, the law will prevail over this summary.

COMPUTER LOAN PROGRAM: The College provides an interest-free loan to employees for the purchase of computer hardware or software. The maximum amount of the loan is $4,000. Eligible employees must have been employed by the College for one year and must be eligible to receive health and welfare benefits.

EMPLOYEE ASSISTANCE PROGRAMS: Two employee assistance programs that are free and available 24/7. Both programs are a counseling referral and provide confidential counseling help regarding marital discord, family problems, job-related stress, travel, funeral planning.

HOLIDAYS: 19 paid holidays per fiscal year + 1 floating holiday (if hired by September 9th of each fiscal year)

VACATION: Annual Vacation Earnings Rate: Full-time employees who are covered by this Agreement,

and who are in paid status for eleven (11) or more days in each relevant calendar month,

shall earn vacation as follows:Years of ServiceVacation AccrualMaximum Days for Assignment

Start ofEnd Of

10 Months11 Months12 Months

1st year3rd year1 day/ month101112

4th year6th year1 ¼ days/month12 ½13 ¾15

7th year10th year1 ½ days/month1516 ½18

11th year +

1 ¾ days/month17 1/219 1/421

If an assignment is less than 100 percent, vacation is earned at the same rate, prorated to the percentage of the assignment.

SICK LEAVE: Employees are granted 12 days of sick leave.

Sick leave is advanced for all employees on July 1 each year. All unused sick leave accumulates from year to year. If an employee worked for another California community college district or county school, he/she may be entitled to transfer the earned sick leave.

The Human Resources office will send the necessary forms to the sending institution once they are informed that sick leave days are available for transfer.

BEREAVEMENT LEAVE: Employees are eligible for a paid leave of absence for a death in the immediate family or the immediate household. The allowed leave may not exceed three (3) working days or five (5) working days if travel of over three hundred (300) miles is required. Employees must provide such proof of eligibility for bereavement leave benefits as may be required by the District. The immediate family includes the employee's spouse, domestic partner, son, daughter, father, mother, brother, sister, father-in-law, mother-in-law, grandparents, grandchildren of the employee or the spouse/domestic partner of the employee, son-in-law, daughter-in-law, or any relative living in the immediate household of the employee as defined in Part II. A. 1. or any other person for whom the employee is legally responsible. Up to one (1) day's paid leave may be granted for an employee to make funeral arrangements and/or to attend the funeral of relatives not listed above. Up to one-half (1/2) day's paid leave may be granted for an employee to attend the funeral of a friend. Paid bereavement leave is not available during unscheduled hours or days of employment, during an unpaid leave of absence, or during the unpaid period of the year for those employees on a ten- (10) month or eleven (11) month assignment.

INDIVIDUAL POLICIES: Additional Insurance policies are available such as short-term disability, hospital confinement indemnity, sickness indemnity, cancer, accident, and lump sum critical illness.

IRC Section 125: A cafeteria plan available to all employees that allow pre-tax money to pay for qualified medical and dental expenses and child care.

TAX-SHELTERED ACCOUNT: Employees (along with their immediate family members) are eligible to become members. 457(b) deferred compensation plans available, 403 (b) TSA plans, and Roth 403(b) plans.

VOLUNTARY PET INSURANCES: Employee has the option in signing up for a PPO plan or HMO plan

VOLUNTARY LIFE INSURANCE: Plan is available for employee to purchase.

VOLUNTARY ACCIDENTAL DEATH & DISMEMBERMENT: Plan is available for employee to purchase.

OTHER: There may be other benefit provisions as specified in the contract. Please contact the recruiter listed on the job posting directly for more information.

01

All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process. Be concise yet specific and informative in your responses to these supplemental questions. "See resume," attachments or links will not be accepted as a substitute for your responses to the questions in the following boxes. Incomplete responses will not be considered. Please indicate below that you have read and understand these instructions.

• Yes
• No

02

I understand that my application will be considered incomplete if any required sections of the application are not completed and/or if any documents that are required are not attached to my online application by the closing date.

• Yes
• No

03

Please specify your highest level of education.

• High School or equivalent (GED)
• Associates Degree
• Bachelors Degree
• Masters Degree
• Juris Doctor
• Doctorate Degree

04

Please indicate the field in which you have earned your degree in:

05

Please indicate the number of years of experience you have processing payroll.

• No experience
• One Year
• Two Years
• Three Years
• Four Years
• Five Years or more

06

Do you have work experience in Higher Education?

• Yes
• No

07

Indicate where you have worked to obtain experience in payroll. What was the time frame? What was the employers name? Describe the work performed. This section is required.

08

Which best describes your experience performing payroll calculations, including wages, deductions, overtime, retroactive pay, and payroll adjustments?

• A. I have limited experience performing payroll calculations and primarily follow established instructions.
• B. I regularly perform routine payroll calculations, including wages and deductions.
• C. I independently perform complex calculations, including overtime, retroactive pay, adjustments, and other compensation changes.
• D. I have extensive experience performing, reviewing, and auditing complex payroll calculations and resolving calculation errors.

09

Which best describes your experience reviewing, auditing, and reconciling payroll information?

• A. I have limited experience auditing or reconciling payroll information.
• B. I review payroll information and reconcile routine discrepancies using established procedures.
• C. I independently audit payroll transactions, investigate discrepancies, and reconcile payroll records.
• D. I regularly perform complex payroll audits and reconciliations, identify trends or systemic errors, and recommend corrective actions.

10

Which best describes your knowledge and experience applying federal and state payroll tax requirements?

• A. I have limited knowledge of payroll tax requirements.
• B. I have applied routine payroll tax procedures with established guidelines or supervision.
• C. I independently apply federal and state payroll tax requirements when processing payroll and resolving employee tax issues.
• D. I have extensive experience interpreting and applying payroll tax requirements, identifying compliance issues, and ensuring accurate tax reporting and withholding.

11

Which best describes your experience interpreting and applying collective bargaining agreements to payroll or compensation matters?

• A. I have no experience applying collective bargaining agreements to payroll.
• B. I have limited experience using collective bargaining agreements with guidance from others.
• C. I independently interpret and apply contract provisions related to compensation, overtime, leave, or other payroll matters.
• D. I have extensive experience interpreting multiple collective bargaining agreements and resolving complex payroll issues involving contract provisions.

12

Which best describes your experience using payroll, HRIS, or financial systems?

• A. I have limited experience using payroll or HRIS systems.
• B. I regularly enter and retrieve employee and payroll information using a payroll or HRIS system.
• C. I independently use payroll/HRIS systems to process, verify, audit, and report payroll information.
• D. I have extensive experience using payroll/HRIS systems, including data validation, reporting, troubleshooting, system testing, or process improvements.

13

Describe how you have demonstrated sensitivity and understanding in delivery of services and support to a diverse workforce and student population (diverse in terms of socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background). This section is required.

Required Question

Employer Pasadena Area Community College District

Address 1570 E. Colorado Blvd.

Pasadena, California, 91106-2003

Phone (626) 585-7388

Website https://pasadena.edu/hr