Job Details

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Gavilan College
  • Position Number: 3339129
  • Location: Gilroy , CA
  • Position Type: Human Resources
Payroll Officer
Posting Closing Date: Monday, September 5, 2022

Full-Time 12-month Position (1.0 FTE)

40 hours per week plus benefits

Classified Salary Schedule

(Currently: $34.11 - $41.46 per hour)

About Gavilan:

Located in the heart of California between San Jose and Monterey, Gavilan College's main campus in Gilroy serves a diverse student population in a beautiful, park-like setting. In addition, we have campus centers located in Hollister, San Martin, and South San Jose, which offer students a variety of courses and programs. Our community recently voted to pass Measure X, a bond to renovate the main campus and build a full-service campus in Hollister. Gavilan is proud to meet the needs of our growing community, offering high-quality education in more than 70 transfer-related fields and over 30 industry-relevant career pathways; in 2020-21, we awarded more than 600 Associate Degrees and 797 career education certificates.

Gavilan College, a Hispanic Serving Institution with a 58% Latinx student population, is committed to achieving educational equity for all students. We work to provide students with a rich and relevant learning experience that emphasizes student engagement in and out of the classroom, encouraging students of all ethnic and socioeconomic backgrounds to realize their goals and become socially responsible leaders. When you join our team at Gavilan College, you will become part of an innovative and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, administration, students, and community partners.

Gavilan College fosters justice, equity, diversity, and inclusion through its Principles of Community. As a member of the Gavilan College community, you will join us in valuing the worth and dignity of every person, the pursuit of truth, devotion to excellence, and the principles of democratic citizenship. All Gavilan employees strive to maintain these ideals in an environment of inclusiveness and mutual respect. We live these shared Principles of Community and work collaboratively to serve as a model of an exemplary, student-centered community-serving college.

Ideal Candidate:

Gavilan College is committed to recruiting individuals that embody our Principles of Community by:
  • actively demonstrating a commitment to embracing and celebrating diversity;
  • committing to collaboration, effective communication and the development of strong working relationships;
  • promoting purposeful inclusion of all groups and the free exchange of ideas in a respectful, trusting and considerate environment; and
  • demonstrating commitment to a college which prioritizes equity in resource allocation.

The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who are able to reframe inequities as a problem of practice. The ideal candidate understands the mission and purpose of the Add department name programs (services) and demonstrates a commitment to student-centered practices, effective cross campus collaboration, purposeful service to the community and culturally responsive practices.

The ideal candidate will be accurate, detail-oriented, and self-directed with strong organizational skills and an ability to evaluate situations while meeting payroll deadlines. Must analyze complex payroll transactions and prepare accurate, concise reports for management use. The individual will need strong communication skills and the ability to meet constantly changing priorities. Experience in California Public Employees Retirement System (CalPERS) and California State Teachers Retirement System (CalSTRS) regulations and procedures, preferably in an educational environment, is highly desirable. An intermediate ability to create spreadsheets, write formulas and analyze pivot tables is also preferred.

The Position:

Are you interested in creating an exceptional educational environment for students who are part of a dynamic, inclusive community? If you see yourself as a professional who empowers students of diverse backgrounds to reach their potential through innovative, structural change, we invite you to apply for the Payroll Officer position. At Gavilan College, we welcome your commitment to fostering a learning environment where resources are devoted to developing opportunities for students to break barriers and thrive as scholars and community members.

Distinguishing Characteristics:

This position independently performs the full range of payroll preparation and related accounting functions within established accounting guidelines, laws, and regulations.

Essential Duties: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.
  • Prepares, organizes and processes payroll; reviews and verifies records, documentation, procedures and reports; updates and maintains the payroll master file;
  • Audits documents for completeness, accuracy, and conformance with policies and procedures;
  • Designs and maintains complex spreadsheets to use as tools in tracking and projecting accounts including; benefits budgets, deductions, leave balances, and Section 125

  • Produces unscheduled manual or supplementary pay warrants, following payroll system procedures and auditing documentation;
  • Implements campus-wide retroactive pay adjustments based on new contracts;
  • Maintains and reconciles employee leave records and balances;
  • Performs a variety of functions in the payroll system, including updates of the vendor file job code listing, account conversion table, and hourly and daily rate records of STRS;
  • Provides customer service as it relates to pay, benefits and leave balances; responds to inquiries from staff and management concerning payroll-related issues; applies policies,

rules and procedures appropriately; and explains payroll adjustments;
  • Compiles, researches and prepares a variety of periodic and special reports;
  • Serves as a liaison to external agencies as assigned.
  • Receives and processes reports to initiate procedure for replacement of lost or stolen payroll warrants;
  • Processes various periodic billings for services such as insurance and dues;
  • Releases payroll and employment information to legally authorized agencies;
  • Performs accounting-related duties on a back-up basis, such as reconciling bank statements, processing refunds to retirees, processing insurance payments, and journal entries.

Minimum Qualifications Education and Experience: Any combination of training and experience equivalent to:

  • Applicable college policies; federal, state and education codes, laws, and regulations; and requirements pertaining to payroll.
  • General accounting and bookkeeping practices and procedures including knowledge of district and county requirements;
  • Standard office equipment including calculators, computers, typewriters and copiers.
  • Payroll processing and reporting systems. STRS and PERS regulations and procedures as related to payroll and benefits processing

Skills and Abilities:
  • Interpreting and applying payroll regulations and policies including tax withholding, benefit and retirement deductions, wage attachments, and voluntary deductions.
  • Data base, reporting software, advanced spreadsheet design and word processing.
  • Fast and accurate alpha-numeric data entry.
  • Performing arithmetic calculations rapidly and accurately.
  • Exercising independent judgement in identifying and resolving payroll and accounting problems.
  • Organizing work to meet strict deadlines and perform unexpected tasks.
  • Establishing and maintaining effective working relations with those contacted in the course of the work.
  • Maintaining confidentiality of employee salary information.

Illustrative Education and Experience:

A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

Completion of college level coursework in accounting, and five years experience administering all phases of in-house payroll systems and applying California payroll regulations. Experience in an educational institution is desirable.

Physical Characteristics: The physical abilities involved in the performance of essential duties are:

Vision sufficient to read computer screens, and handwritten and printed documents, manual dexterity to operate keyboards and manipulate papers; speech and hearing to obtain and relay

information; bending and reaching to obtain or replace files and records. This work is performed indoors in a typical office environment.

The physical characteristics described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Process:

To be considered for this excellent opportunity the following items are required to be received by the CCC Registry no later than 5:00pm on Monday, September 5, 2022 through the following CCC Registry website:
  1. CCC Registry online application (all sections are required to be completed, Education, Employment History, Professional References, General Information). Apply at *
  2. Cover letter detailing qualifications and experience*
  3. Abbreviated Curriculum Vitae or Resume*

*Denotes application materials that are required for full consideration.

As an equal opportunity employer, we are required to compile summary data on applicants. We are requesting your assistance in providing the information on the personal and ethnicity section of your CCC Registry profile. The completion of the questionnaire is voluntary. The form will remain in the Human Resources department and will be kept confidential and separate from all hiring documents. It will not be forwarded to those making employment decisions.

If you have questions related to the CCC Registry or technical aspects regarding submitting application materials on the CCC Registry website, please contact the CCC Registry directly at or call (800)245-4157.

Please make sure to contact the CCC Registry at (800)245-4157 AFTER you have applied for this job to verbally confirm that your application materials were submitted correctly and that your application is included in this recruitment.

If you have a verifiable disability and require accommodation to complete the application process, please contact the Human Resources Office at (408) 852-2823.

Please be aware, the District does not reimburse for expenses related to the recruitment process.


Gavilan Joint Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, physical or mental disability and any other status protected by applicable federal and state laws. Applicants who require accommodations to complete the application or interview process, please contact the Human Resources Office at (408) 852-2823 for assistance.

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