Portland Community College | Portland, Oregon

TITLE: Lead Payroll Specialist

CLASS: Classified

FLSA: Non-Exempt

GRADE: 21

Job Summary

Under the general direction of the Payroll Manager, coordinates and performs a variety of duties necessary to process payroll checks for employees throughout the college. Coordinates department workload and maintains the monthly work calendar which includes ensuring timely payment and reporting of payroll withholdings. Responsible for completing quarterly and yearly multi-state tax reports. As part of work assignment, incumbent specializes in and is accountable for one or more payroll related expense and liability accounts and oversees all payroll reconciliations. Well developed verbal and writing skills are required to consult with management, staff, students, regulatory and outside agencies. Must comprehend and exchange information which may be technical, complex, or sensitive in nature. The Lead Payroll Specialist is a key contributor with coordination efforts and actual work results impacting the accuracy, reliability, and acceptability of further results beyond the immediate department. Incumbent is expected to function with minimum guidance or direction in accordance with college, union, federal and state statutory requirements.

Typical Duties and Responsibilities

  1. Provides direction and assistance to department staff regarding payroll processes. Coordinates the workload of the Payroll department. Monitors staff workload based on input from individual specialists and gives recommendations to manager for final decisions on actual adjustments to workload. These tasks include the responsibility of processing a share of payroll related activities.
  2. Performs all the duties of a Payroll Specialist, which includes not only processing pay, withholdings, and leave balances for various employee groups, but completing tasks associated with one or more payroll related expense and liability accounts. Ensures accurate accounting and reporting on all payroll related expense and liability accounts.
  3. Monitors and updates payroll department/process procedures and contributes to development of college-wide payroll related policies and procedures.
  4. Uses computer and various software programs to input, maintain, research, and retrieve information. Participates in changes to the HR/Payroll computer system by assisting the Payroll Manager with testing and rule/validation table changes.
  5. Completes quarterly and yearly tax reports and W2s. Stays current, complies with and provides interpretations on various rules, regulations, laws, contracts and policies. May work with government agencies, benefit providers, auditors and/or other college staff to resolve problems and provide requested information.
  6. Process the payroll for retired employees. Assist and back-up the Payroll Manager with other payrolls. Coordinates processing time and the actual printing of unscheduled manually issued payroll checks.
  7. Coordinates, develops and maintains written documentation regarding payroll procedures and processes necessary for reference and training materials.
  8. In the absence of the Payroll Manager, coordinates the daily payroll activities and functions to ensure smooth operations.
  9. Trains Payroll Specialists and participates in and coordinates Payroll department sponsored college staff training sessions.
  10. Communicates technical and confidential information to college staff/student employees and outside agencies upon request. Provides immediate response to requests for clarification and interpretation of data.
  11. Performs other related duties or projects as assigned.

Work Environment and Physical Requirements

Work is performed in a standard office environment where work pressure, disturbances of workflow and/or irregularities in the work schedule are expected and occur on an intermittent basis. Subject to severe penalties regarding non-compliance with strict timelines imposed by external agencies and union contracts. Changes in the performance environment require occasional upgrading of skills. Exposure to video display terminals occurs on a regular basis. Minimal physical exertion is generally required. Learned physical skill is required to perform keyboarding and 10-key functions.

Minimum Qualifications

High school diploma or equivalent. Associate degree or two years of college-level coursework in accounting, business or related area is required. Relevant experience may substitute for the degree requirement on a year-for-year basis. Three years of progressive work experience in complex payroll processing with quarterly and/or annual payroll tax reporting responsibilities. Requires the knowledge of basic accounting principles with an understanding of payroll processing, tax withholding, mathematical calculations and fund accounting. Working knowledge of PCC’s information system (Banner) is preferred.

Strong verbal and written communication skills; detail oriented; and able to apply complex salary and compensation calculations in processing payroll. Ability to analyze and interpret data for accuracy. Must have substantial recordkeeping experience. Good interpersonal skills and demonstrated ability to lead, train, and coordinate the work of others.

Must be proficient in use of computers, including familiarity with spreadsheet and word processing software. Proficient in use of 10-key calculator is required.

REVISED: 01/11

REPLACES: 04/09