Job Details

Supervisor, Payroll

Position Number: 6650886
Location: Gilroy, CA
Position Type: Business - Accounting

Supervisor, Payroll

Gavilan College

Salary: $101,414.06 - $132,021.55 Annually

Location: Gilroy Campus

Job Type: Full-Time

Job Number: 202500093

Department: Business Services

Closing: 11/5/2025 11:59 PM Pacific

Bargaining Unit: N/A

Definition

Under general direction, plans, supervises, assesses, and evaluates activities that ensure the timely and accurate preparation of the District payroll. Coordinates the work of payroll staff and ensures compliance with federal, state, and local laws, collective bargaining agreements, and District policies. Supervises payroll records and prepares reports related to employee compensation, benefits, and retirement systems. Oversees and performs advanced technical payroll functions and record-keeping activities. Provides complex administrative support to the Director of Fiscal Services.

Distinguishing Characteristics

This position independently performs the full range of payroll supervision and related functions. It is responsible for leading and training payroll staff, managing payroll system functions, ensuring compliance with laws and labor agreements, auditing payroll records, reconciling payroll data, and recommending process improvements.

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 the position of Supervisor of Payroll at Gavilan Community College is a detail-oriented and highly organized payroll professional with a strong background in payroll processing, leadership, and compliance within a public education or government environment. They possess a deep understanding of federal and state payroll regulations, retirement systems (such as CalPERS and CalSTRS), and collective bargaining agreements.

This individual brings proven experience managing complex payroll systems with accuracy and efficiency, ensuring timely and compliant compensation for a diverse employee population. The ideal candidate demonstrates strong analytical and problem-solving skills, with the ability to interpret laws, policies, and procedures and apply them effectively in a fast-paced environment.

They are a collaborative and proactive leader who fosters a culture of integrity, accountability, and continuous improvement. With excellent communication skills, they are adept at working with internal departments, external agencies, auditors, and employees at all levels of the organization. A commitment to equity, diversity, and the mission of community colleges is essential.

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.

Assist Gavilan College in ensuring equity in compensation and payroll processes that contribute to institutional goals for student success and workforce equity.
Supervises and participates in the preparation, calculation, and distribution of regular, supplemental, and special payrolls.
Ensures compliance with applicable payroll laws and regulations, collective bargaining agreements, District policies, and reporting requirements (e.g., IRS, EDD, CalPERS, CalSTRS).
Maintains payroll timelines, deadlines, and ensures compliance with internal controls and accounting practices.
Provides leadership in the use of new and emerging payroll and ERP technologies.
Leads, supervises, trains, and evaluates assigned payroll personnel.
Apply the terms and provisions of applicable collective bargaining agreements; state and federal laws; and District Board Policies and Administrative Procedures.
Ensures the accurate preparation and distribution of W-2s, 1095s, retirement reports, tax filings, and other required documents.
Oversee the reconciliation of payroll-related deductions, tax withholdings, benefit contributions, and retirement systems.
Audits, analyzes, and verifies payroll records for accuracy; ensures corrections are made as needed.
Provides information and interpretation to employees and managers regarding payroll matters, labor contracts, and benefit deductions.
Leads and coordinates activities connected with the conversion, development, and maintenance of payroll systems and records.
Works collaboratively with Human Resources, Fiscal Services, and IT to ensure payroll data accuracy and integration.
Participates in the development and implementation of internal controls, policies, and procedures to ensure the integrity of payroll operations.
Develops payroll schedules, deadlines, calendars, and reporting tools.
Participates on and chairs committees, task forces, and special assignments.
Maintains currency of knowledge and skills related to the duties and responsibilities.
Prepares recommendations and/or contracts as appropriate and submits them to the administration and/or the Board of Trustees for consideration.
Performs other related duties as assigned.

Minimum Qualifications, Education, and Experience

Knowledge of:

Applicable college policies; federal, state and education codes, labor and tax laws, and retirement regulations related to payroll.
Payroll processing systems, general accounting and payroll record-keeping practices.
Standard office equipment including calculators, computers, and copiers.
ERP systems and software used in payroll and reporting processes.
Payroll audit and reconciliation practices.

Skills and Abilities:

Deep understanding of federal, state, and local payroll, tax, labor, and retirement laws (especially California).
Strong analytical, problem-solving, and organizational skills with keen attention to detail.
Excellent interpersonal, verbal, and written communication skills.
Leadership experience: ability to train, motivate, and develop staff.
Ability to work well across departments (HR, Benefits, Accounting, IT).
Capability to handle multiple priorities, meet deadlines, and manage complex tasks.
High degree of integrity, confidentiality, and professionalism.
Proficiency in Microsoft Office (especially Excel) and ability to design reports, queries, and data analysis.
Familiarity with data interfaces, payroll feeds, and system integration is a plus.

Desirable Qualifications:

Experience in a California Community College or other public educational institution.
Prior experience with Gavilan's ERP/payroll system (Banner).
Payroll certification (e.g. CPP, FPC) or relevant continuing education.

Other Requirements:
Must possess a valid California driver's license and have a satisfactory driving record.

ILLUSTRATIVE EDUCATION AND EXPERIENCE:
A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:
A Bachelor's degree or equivalent and completion of college-level coursework in accounting, business, or payroll-related fields, and five years' experience administering payroll functions in a complex organization. Experience in a California community college or public agency is desirable.

PHYSICAL CHARACTERISTICS:
The physical abilities involved in the performance of essential duties are the following:

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.

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.

NON-DISCRIMINATION: Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability and require accommodation to complete an application, please contact the Human Resources Office at (408) 852-2823

APPLICATION PROCESS:

You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.

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

All applicants for faculty and academic administrators must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency. (Download PDF reader)

FOREIGN DEGREE HOLDERS

For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.

For technical assistance, please contact NEOED's Applicant Support Line at 855-524-5627 or Email: support@governmentjobs.com if your needing help with your online applicant account. Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.

To apply, please visit https://www.schooljobs.com/careers/gavilan/jobs/5112538/supervisor-payroll

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