Payroll Technician II

Type of Appointment: Full-Time Long Term Temporary Appointment (6 month appointment)

Job Classification: Payroll Technician II

Anticipated Hiring Range:$4037 - $4457 per month

Work Schedule: Monday- Friday 8:00am-5:00pm

THE DEPARTMENT:

Payroll and Benefits Services is responsible for the administration of employment payroll benefits and leave programs for all California State Polytechnic University Pomona employees including management faculty staff lecturers student employees and auxiliary employee groups as applicable. The department maintains employment and payroll records within the Common Human Resources System (CHRS) and the State Controllers Office (SCO) Personnel Information Management System (PIMS) ensuring the integrity accuracy security and compliance of employee data. Payroll Services administers the Universitys payroll operations including payroll processing time and labor absence management payroll accounting employment transactions tax reporting retirement reporting and compliance with applicable federal and state laws CSU policies State Controllers Office regulations and collective bargaining agreements. Benefits Services administers a comprehensive employee benefits program including medical dental vision retirement voluntary savings flexible spending accounts life insurance disability programs COBRA administration and other employee benefit programs. The department also administers leave of absence programs retirement processing and employee wellness-related benefits while providing guidance to employees regarding benefit eligibility enrollment and regulatory compliance. Payroll and Benefits Services collaborates with Human Resources Finance and Administrative Services Academic Affairs Information Technology the State Controllers Office (SCO) the California Public Employees Retirement System (CalPERS) and campus departments to ensure timely accurate and compliant payroll benefits and employment services. The department is committed to delivering exceptional customer service safeguarding confidential employee information supporting continuous process improvement and maintaining the integrity of the Universitys employment and payroll systems.

DUTIES AND RESPONSIBILITIES:

• Serves as the primary payroll resource for assigned employee groups including management staff faculty lecturers graduate assistants student assistants special consultants and rehired annuitants with primary responsibility for administering Student Payroll and related employment transactions.
• Independently performs the full range of moderately complex payroll and personnel transactions requiring the interpretation and application of California State University (CSU) policies collective bargaining agreements applicable federal and state laws education codes and established campus procedures.
• Initiates analyzes processes audits and reconciles payroll and personnel transactions utilizing the Common Human Resources System (CHRS) and the State Controllers Office (SCO) Personnel Information Management System (PIMS).
• Transactions include personal and employment data updates; appointments and reappointments; intermittent full-time part-time temporary special consultant summer session and student employee appointments; promotions reassignments reclassifications probationary status changes salary actions leaves with and without pay retirements resignations dismissals end of temporary appointments mass employment actions and retirement membership transactions including eligibility determinations for the California Public Employees Retirement System (CalPERS).
• Researches interprets and applies CSU policies collective bargaining agreements payroll regulations education codes and applicable federal and state laws to accurately process payroll and personnel transactions. Reviews supporting documentation for completeness and accuracy researches historical employment and payroll records and resolves discrepancies to ensure compliance with University CSU and State requirements.
• Serves as the campus payroll resource for Student Employment by coordinating student appointments mass hires and separations Federal Work-Study appointments employment eligibility academic term processing and payroll compliance.
• Maintains the integrity of employee and payroll data while understanding the impact employment information has on downstream business processes including payroll benefits administration retirement reporting labor cost distribution financial reporting identity management and other integrated campus administrative systems.
• Independently analyzes calculates processes and reconciles payroll transactions for all employee groups including staff faculty lecturers management personnel rehired annuitants graduate assistants and student employees.
• Processes a wide variety of compensation transactions including regular pay overtime shift differential stipends excess hours callback pay retroactive salary adjustments academic pay final settlements supplemental payments and other compensation in accordance with the Fair Labor Standards Act (FLSA) CSU policies and collective bargaining agreements.
• Reviews and reconciles payroll transactions to ensure the accuracy and completeness of payroll prior to payroll confirmation and release.
• Researches payroll discrepancies and initiates corrective actions including supplemental payments salary adjustments payroll reversals fund transfers and accounts receivable to ensure employees are paid accurately and timely.
• Processes payroll transactions related to disability leave workers compensation and other leave programs in collaboration with Human Resources Benefits Leave Administration and the State Controllers Office (SCO).
• Provides payroll guidance to employees and departments regarding payroll impacts associated with leave programs retirement deductions tax withholding and payroll adjustments.
• Processes payroll-related transactions including direct deposit enrollments and changes tax withholding elections garnishments tax levies dock adjustments salary advances taxable fringe benefits and voluntary payroll deductions.
• Reconciles salary advances accounts receivable payroll deductions and other payroll reports to ensure compliance with University CSU and State requirements. Maintains an understanding of the impact payroll data has on Form W-2 reporting labor cost distribution retirement reporting financial reporting leave accounting and other integrated campus systems.
• Reviews payroll records and financial transactions to identify discrepancies researches root causes and processes corrective actions to maintain payroll accuracy and data integrity.
• Independently administers time reporting and leave accounting in accordance with CSU policies collective bargaining agreements Fair Labor Standards Act (FLSA) requirements and applicable federal and state regulations.
• Reviews calculates audits reconciles and processes leave accruals overtime compensatory time state service dates and employee work schedules.
• Processes leave transactions including vacation sick leave holidays bereavement leave jury duty military leave Family and Medical Leave Act (FMLA) California Family Rights Act (CFRA) Industrial Disability Leave (IDL) Non-Industrial Disability Leave (NDIL) catastrophic leave donations leave without pay (LWOP) and other leave programs. Provides guidance to departmental timekeepers and managers regarding time reporting leave eligibility work schedules and payroll deadlines. Reviews time reporting for accuracy identifies discrepancies notifies departments of required corrections and processes exception time reporting on behalf of departments when appropriate.
• Calculates plus and minus pay periods for employees working irregular schedules.
• Monitors intermittent employee work hours to determine retirement eligibility under CalPERS and ensures compliance with employment limitations payroll regulations and CSU policies.
• Provides exceptional customer service by responding to payroll and personnel inquiries from employees managers departments Human Resources Benefits Budget Accounting and external agencies.
• Interprets and explains payroll policies procedures collective bargaining agreements and applicable regulations related to payroll processing leave accruals retirement eligibility tax withholding Social Security and Medicare pay schedules holidays and employment status.
• Serves as a payroll resource for Student Employment by assisting departments with student hiring processes employment eligibility payroll deadlines and compliance requirements.
• Coordinates employment verifications unemployment insurance audits payroll data requests and other employment-related inquiries.
• Maintains employment documentation in accordance with CSU record retention requirements including I-9 documentation confidentiality agreements data access forms retirement forms emergency contact information employment surveys and employee separation clearances.
• Develops updates and maintains payroll procedures desk guides and operational documentation to promote consistency compliance and continuous process improvement.
• Performs regular payroll audits utilizing the Common Human Resources System (CHRS) State Controllers Office (SCO) reporting tools and other campus reporting systems to ensure payroll accuracy data integrity and compliance with University CSU and State requirements.
• Runs queries analyzes reports identifies trends and recommends improvements to payroll processes and procedures.
• Participates in payroll system testing upgrades implementations and operational projects.
• Provides payroll information and supporting documentation for audits and requests from campus departments and local state and federal agencies.
• Performs other duties as assigned in support of Payroll Services and departmental operations.

QUALIFICATIONS:

• Any equivalent combination of education and experience which provides the required knowledge and abilities.
• Equivalent to two years of payroll and personnel experience which has provided the above knowledge and abilities.
• Ability to acquire working knowledge of and independently select and apply CSU policies procedures programs guidelines applicable state and federal laws educational codes and collective bargaining agreements. Ability to or acquire the skill to use web browsers electronic calendaring programs ERP/HRIS and data management systems. Ability to audit and reconcile data; interpret and apply written rules and regulations; establish and maintain effective working relationships with others; exercise tact courtesy and good judgment in responding to others; use current computer word processing and spreadsheet software programs; perform mathematical calculations; accurately enter data; follow oral and written instructions; communicate effectively with others; and read and write at a level appropriate to the position.
• Thorough knowledge of general office methods practices and procedures. Thorough knowledge of or the ability to acquire quickly policies procedures programs guidelines applicable state and federal laws educational codes and collective bargaining addition to the Payroll Technician I abilities must be able to: select and apply a wide variety of moderately complex policies procedures programs and applicable state and federal laws educational codes and collective bargaining agreements that are not clearly described in available guidelines; organize work set priorities and meet critical deadlines; establish and maintain effective working relationships with others; perform mathematical calculations; work independently; make sound decisions and recommendations regarding payroll activities; use current computer word processing and spreadsheet software programs web browsers electronic calendaring programs ERP/HRIS and data management systems; and read and write at a level appropriate to the position.

PREFERRED QUALIFICATIONS:

• Equivalent of three to five years experience in preparing and processing personnel/payroll documentation preferably with California State University payroll.
• Demonstrated skills in an institutional/educational environment utilizing a customer oriented and service centered attitude.
• PeopleSoft Workforce Administration Time and Labor or Absence Management experience is also preferred.
• CPP certification

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSUs mission is to prepare educated responsible individuals to contribute to Californias schools economy culture and future. As an agency of the State of California the CSUs business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information go to the CSU Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified determining the suitability of the candidate for the position Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature gravity and recency of the conviction the candidates conduct performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information go to the CSU Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicants current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

This position is part of the California State University Employees Union bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards CSU Salary Schedule is located on the CSU Salary Schedule classification salary range for this position according to the respective skill level is: minimum$4037 and maximum$5881 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information go to the Acceptable I-9 website.

University Driving Requirements

Positions that require driving for university business by using apersonal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Drivers license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points if their license is Class C or 4. Not have more than 5 DMV Points if their license is Class A B or C with endorsements. For more information go to the Authorized University Driver Policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at the Child Abuse/Neglect Reporting policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act California Education Code section 67380 and the Higher Education Opportunity Act (HEOA) Cal Poly Pomonas Annual Security Report and Annual Fire Safety Report are available for viewing at: and Pay Transparency Nondiscrimination

As a federal contractor Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. For more information see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at . For more information go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race sex color ethnicity or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964 Title IX of the Education Amendments of 1972 the Americans with Disabilities Act (ADA) Section 504 of the Rehabilitation Act the California Equity in Higher Education Act Californias Proposition 209 (Art. I Section 31 of the California Constitution) other applicable state and federal anti-discrimination laws and CSUs Nondiscrimination Policy. We prohibit discriminatory preferential treatment segregation based on race or any other protected status and all forms of discrimination harassment and retaliation in all university programs policies and practices.

As a federal contractor Cal Poly Pomona complies with the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices we invite you to visit Cal Poly Pomonas Employment Notices web page.

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