Payroll Administrator

Job Description:

Payroll Administrator

Description

GENERAL DESCRIPTION

The District:
Irvine Ranch Water District (IRWD) is a progressive, values-driven agency, with an international reputation for its leading-edge financial management practices, water recycling program, water use efficiency practices, water banking, urban runoff treatment, and energy generation and storage. Established in 1961 as a California Water District under the provisions of the California Water Code, IRWD is an independent special district serving central Orange County. IRWD provides high-quality drinking water, reliable sewage collection and treatment, ground-breaking recycled water programs, and environmentally sound urban runoff treatment to its customers. As an independent, not-for-profit public agency, IRWD is governed by a publicly elected five-member Board of Directors. The Board is responsible for the District's policies and decision-making. Day-to-day operations are supervised by the General Manager. Additional information can be found at the District's website: www.IRWD.com.

IRWD Values

Irvine Ranch Water District believes that its values drive the character, culture, and capacity of our organization. IRWD was built on values, and we weave them into the fabric of everything we do. Values are the ingredients in our recipe for both institutional and individual success. They are a code of conduct to promote positive outcomes for others and ourselves. They are more than words on a wall or a website. We live by them every day. We pledge to keep them relevant in an ever-changing world.

IRWD's employees enjoy working in a safe, supportive, and nurturing environment where they form strong bonds with fellow employees. To ensure effective communication and promote a collaborative team environment, employees report to work each day in the office or in the field, depending on their positions.

The position
Under general direction, performs advanced, paraprofessional duties in the preparation, maintenance, reconciliation, and administration of the in-house payroll process using a Tier 1 Enterprise Resources Program (ERP) system.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned management personnel. Exercises no direct supervision over assigned staff.

DISTINGUISHING CHARACTERISTICS
Incumbents require journey-level knowledge, expertise, experience, and skills to perform a comprehensive range of complex analytical and technical tasks. The work demands a high degree of specialized knowledge in systems software and analysis of payroll process administration. Incumbents must exercise judgment in interpreting established policies, goals, and objectives and in applying concepts and strategies that may diverge from traditional methods and practices. Incumbents operate with significant independence and discretion.

This position is 100% in-office, meaning employees are expected to work from our Sand Canyon Headquarters Office full-time, without the option for remote work.

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received or until filled. The deadline for the first review of applications is 8:00 AM on Thursday, June 12, 2025. Qualified candidates are encouraged to submit applications early. Candidates who submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Responsible for the accurate and timely bi-weekly payroll process, and maintaining compliance with federal, state, and District policies, rules, and regulations.

Executes a variety of complex computations such as payroll taxes, retro payments, LOA payments, terminations, voluntary deductions, and adjustments.

Prepares and maintains accurate and up-to-date payroll reports and records. Analyze and reconcile a variety of payroll records for each pay period.

Keeps abreast of, researches and participates in the implementation of changes in reporting or processing required to maintain legal compliance with State and Federal Laws and accepted governmental accounting and payroll processing practices and procedures.

Identifies and assists with testing of payroll automation opportunities; participates in testing and validating for any Payroll System updates.

Responds to and researches questions received from employees, District Departments, and other agencies regarding payroll processing and compliance issues.

Prepares and presents payroll reports to internal and external customers.

Interprets and explains rules, regulations and policies regarding payroll processing to staff to ensure compliance with procedures.

Performs a variety of complex accounting duties involved in the processing of the District payroll.

Prepares and provides supporting documentation and information for payroll-related audit requests.

Reconciles CalPERS reports and payroll general ledger accounts.

Assigns coding for special forms of compensation and deductions.

Implements wage orders following proper processes and procedures and appropriately notify affected employees.

Ensures terms and conditions contained within Memoranda of Understanding (MOU), Personnel Policies and Procedures and Salary Resolutions as relates to payroll processing are implemented and make decisions regarding the same within established guidelines.

Prepares and submits payroll-related state and federal filings.

Provides training to payroll team members.

Complies with District safety work-related practices and attend relevant safety training.

Performs other related duties as assigned.

Disaster Service Worker: In accordance with Government Code Section 3100, Irvine Ranch Water District employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly

MINIMUM QUALIFICATIONS

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education
Equivalent to a high school diploma plus some college-level coursework in bookkeeping or accounting. An associate’s degree with major coursework in accounting is desirable.

Experience
Three years of increasingly responsible in-house payroll processing experience is required. Experience in a municipal government setting is preferred. Experience with Enterprise Resource Planning (ERP) systems is highly desirable.

Knowledge of:

• Advanced level knowledge of the principles and practices of administering a complex payroll software system.
• Current federal, State and local policies and regulations, and of retirement plan administration.
• Audits, tax regulations, and corporate compliance ensures adherence to financial laws.
• Principles of mathematics.
• Principles and procedures of record keeping.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and District staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Interpret payroll register and generating reports.
• Identify issues and implement solutions.
• Maintain a variety of filing, record keeping, and tracking systems of work performed.
• Perform mathematical computations with accuracy.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Use tact, initiative, prudence, and judgment within general policy and procedural guidelines.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems and software applications to perform work tasks.
• Ability to resolve conflicts and address issues effectively.
• Exercise sound judgment, decisiveness and creativity required in situations involving the direction, control and planning of an entire program.

LICENSES AND CERTIFICATIONS
A valid Class ‘C’ California Driver’s License is required.

Certified Payroll Professional (CPP) through the American Payroll Association (APA) is desirable.

ADDITIONAL INFORMATION

PHYSICAL DEMANDS
Regularly required to sit, walk, bend, stoop, and stand. Must be able to sit for extended periods of time while performing tasks at a desk or workstation. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. This may involve repetitive hand movements for extended periods. Ability to reach for documents, supplies, or equipment at varying heights (within a standard office environment) and grasp them, including the use of filing cabinets or shelves. This is primarily a sedentary office classification, although standing and walking between work areas may be required. Occasional standing is required, such as when presenting. Some bending or stooping may be necessary to retrieve files or materials from lower shelves or desks. Good vision is necessary for reading documents, working with computer screens, and performing tasks that require fine detail. Ability to hear in a standard office environment for communication, phone calls, and meetings. Frequent verbal communication with team members, clients, and other stakeholders, including both in-person and virtual meetings, requiring clear speech and hearing. Occasional travel may be required to other worksites or conferences for meetings, training, or other work-related activities. The job may require sustained concentration, problem-solving, and decision-making skills. Ability to walk long distances over uneven terrain. The employee should be able to manage work-related stress in a fast-paced environment.

These physical demands may vary depending on the specific duties and expectations of the position.

ENVIRONMENTAL CONDITIONS
Noise level is generally equivalent to a typical office environment. The office is maintained at a comfortable room temperature. The office is equipped with air conditioning and ventilation systems designed to maintain comfortable indoor air quality. The work area is equipped with adequate artificial lighting, supplemented by natural daylight from windows where available. The employee will work primarily at a desk, using a computer and other office equipment. The office complies with standard safety regulations, including the use of fire exits, first aid kits, and emergency procedures. Employees are expected to adhere to safety guidelines. The office environment is free from significant environmental hazards such as chemicals, heavy machinery, or extreme weather conditions.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
All applicants are required to complete and submit a District application form online and answer the supplemental questionnaire. Stating "See Resume" is not an acceptable substitute for a completed application. Resumes or faxed copies will not be accepted in lieu of the District online application. To apply, click on the "Apply" link located at the top of this page.

New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide

Applications will be reviewed by the Human Resources Department and the subject matter expert. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Performance Skills Assessment : will assess candidates’ proficiency in using Excel f or data analysis, calculations, and reporting related to payroll tasks.

Oral Interview Examination : will assess candidates’ experiences, qualifications, and abilities that are crucial for success in this role. During this examination, candidates will have the opportunity to discuss their background, including education, training, and relevant professional experiences. This in-person interview will allow evaluators to assess the candidate’s interpersonal communication skills and evaluate their overall qualification for the position.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
Equal Opportunity Employer
Irvine Ranch Water District is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. If you consider yourself a person with a disability, you may contact the Human Resources Department for a reasonable accommodation.

IRWD offers a comprehensive benefits package for eligible employees and their eligible dependents. These benefits include the following: retirement benefits; medical, dental, vision, and life insurance; anda variety of other benefits. Benefits may vary based on employment status. This benefits overview is intended to be a summary, is not intended to be all-inclusive,and may not be applicable to all employees.

Retirement
Employees hired on or after January 1, 2013:
The District, in compliance with the California Public Employees' Pension Reform Act of 2012 (PEPRA), implemented a third tier for new employees hired on or after January 1, 2013. New employees hired on or after January 1, 2013 who have not been in PERS membership or in membership with a reciprocal retirement system within 6 months of hire date will receive benefits under the California Public Employees Retirement System at a 2 percent at age 62 formula. This formula gradually increases to a maximum benefits of 2.5 percent at age 67. Final compensation calculations will be based on the highest three-year average of regular recurring pay. The District pays the employer's share of these costs. The employee share of the pension cost of 7.50% is paid in full by the employees hired under this formula.

Employees hired on or after September 29, 2012 or "Classic" PERS members hired on or after January 1, 2013:
On September 24, 2012, the IRWD Board of Directors approved the addition of a second tier to the CalPERS retirement benefits. New employees hired on or after September 29th through December 31, 2012, and employees hired on or after January 1, 2013 who have been in PERS membership or in membership with a reciprocal retirement system, will receive benefits under the California Public Employees Retirement System at 2 percent at age 60 formula. This formula gradually increases to a maximum benefit of 2.418% at age 63. The District pays the employer share of these costs and the employee share of the pension cost of 7% is paid in full by the employees hired under this formula. Final retirement compensation calculations are based on the highest three-year average of regular, recurring pay.

IRWDdoes not participate or pay into Social Security except for the Medicare portion.

Medical Insurance
IRWD contracts with CalPERS for medical insurance coverage. Employees may elect coverage from a variety of PPO and HMO plans. The employee and District contribution for health insurance varies by plan.Coverage is effective the first day of the month following the date of hire.

Dental Insurance
IRWD contracts with Delta Dental for dental coverage.IRWD pays 100% of the premium for dental coverage for eligible employees and their eligible dependents. Coverage is effective the first day of the month following the date of hire.

Vision Insurance
IRWD contracts with the EyeMed for vision coverage. IRWD pays 100% of the premium for vision coverage for eligible employees and their eligible dependents. Coverage is effective the first day of the month following the date of hire.

Life Insurance
Elgible employees are provided with life insurance coverage equal to three or four times their annual salary, depending on their level of compensation. Eligible dependents are also covered for a flat benefit amount. Coverage is effective the first day of the month following the date of hire.

Deferred Compensation
Participation in adeferred compensation plan is available through Empower Retirement. Enrollment is voluntary and contributions are employee-paid and subject to IRS limits. The District matches employee contributions up to 3% of base pay after 1 year of employment.

Paid Vacation
Eligible employees begin accruing vacation benefits at the rate of 80 hours per year for the first 5 years of employment. Employees accrue 120 hours per year after 5 years of employment and 160 hours per year after 10 years of employment.

Paid Holidays
The District offers 11 scheduled paid holidaysplus one personal holiday per year.

Sick Leave
Eligible employees accrue 96 hours of sick leave annually.

Flexible Spending Accounts
Eligible employees may elect to participate in the District's Flex Advantage program. This program allows employees to deposit pre-tax dollars into special accounts to be used for a variety of purposes, including paying for qualified miscellaneous health care expenses and dependent care expenses. IRWD contracts with a third party administer to process payments from employee accounts using claim forms or a Flex Spending debit card.

Educational Assistance
The District will share in the pre-approved educational costs of tuition and books for employees who wish to attend college or take certification classes.

Closing Date/Time: Continuous

Salary:

$43.22 - $61.48 Hourly