Career Center

Payroll Technician II

Job No: 513697
Work Type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Type of Appointment: Full-Time, Temporary

Collective Bargaining Unit: California State University Employees Union - Unit 7

Job Classification: Payroll Technician II

Classification Salary Range: $3,276 - $5,612 per month

Anticipated Hiring Range: $3,276 - $4,200 per month

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

Recruitment Closing Date: May 24, 2022



DUTIES AND RESPONSIBILITIES

• Serves as the functional and technical expert for payroll and personnel related transactions supporting all CSU employee categories: staff, faculty, lectures, and student assistants.
• Uses advanced knowledge and analytical skills to apply CSU payroll and personnel regulations and precedent decisions to individual situations that are not clearly covered by policies, procedures, programs, guidelines, and applicable state and federal laws, educational codes, and collective bargaining agreements. Incumbents independently performs all tasks involving a complete review of all facts for moderate to complex transactions involving for the full range of payroll and personnel transactions such as appointments, changes in status, leaves of absences, and separations.
• Initiates, analyzes, processes and audits a diverse range of moderate to complex transactions in the HCM PeopleSoft application and State Controller's Office (SCO) database including: personal information updates and changes
• Hires-intermittent, full-time, part-time, special consultants, summer session, student assistants; job changes-appointments, end of probationary periods, promotions, reassignments, reclassifications, leaves with and without pay; terminations - end of temporary appointment, retirement, resignation, dismissal, mass hires, mass terminations, pay changes - in-range progression, general salary increases, service salary increases; retirement membership changes - Public Employees' Retirement System (CalPERS) membership eligibility or other retirement eligibility for all categories or combinations of categories of CSU employees including MPP, faculty, staff, special consultants and student assistants.
• In the process, this position selects, interprets and applies rules and regulations as outlined in the policies and procedures of the California State University system, various collective bargaining unit agreements, federal and state laws, and education and government codes.
• Research documentation on historical employment and pay data such as furloughs, salary programs and other special programs.
• This position has a comprehensive understanding of how employee data impacts upstream and downstream processes for all employee related systems and campus services.
• Management reporting and other uses of the data for other purposes such as the campus Identity Management system for access to campus services.
• Analyzes and provides technical expertise for all pay plans and processes transactions to generate pay for staff, faculty, rehired annuitants, and student assistant employees: final settlements, academic adjustments, overtime, shift differential, stipends, excess hours and other types of pay due to FLSA, and collective bargaining agreements Reconciles all regular pay for accuracy prior to releasing payments.
• Research and processes documentation to correct any pay issued incorrectly which may consist of establishing accounts receivable, transferring funds and/or requesting supplemental pay.
• Uses advanced knowledge and expertise to process non-industrial disability and workers' compensation transactions to include the coordination and review of documentation with the campus Leave & W/C Coordinator, Employment Development Department and SCO that may involve all CSU leave programs.
• Counsel's employees on pay and benefit options regarding non-industrial related leaves.
• Process other pay related documentation to include address changes, direct deposit enrollments/changes, docks, garnishments, levies, tax related fringe benefits and tax withholding changes.
• Reconciles salary advance and accounts receivable reports.
• Understands how pay data impacts Form W-2, the labor cost distribution process and other management and budget reporting.
• Reviews detailed numerical records and transactions and identify deviations from applicable policies and procedure; traces and corrects any errors.
• In compliance with CSU policies and procedures and collective bargaining agreements regarding alternative work schedules, compressed schedules, leave benefits, time and attendance, incumbents independently calculate, processes, reconciles, and audits leave benefit (vacation, sick leave, holidays, overtime, CTO, FML, military leave, bereavement, jury duty) and state service dates.
• Processes adjustments as necessary to include catastrophic leave donations, approve and enter absences and time on behalf of employees on an exception basis, and is a resource for department managers and timekeepers.
• Notifies departments when usage is inappropriate, and corrections are necessary.
• Calculates plus and minus pay periods for employees who work irregular work schedules.
• Monitors hours worked by intermittent employees to determine membership into CalPERS.
• Provide customer service by responding to inquiries from employees, departments and other organizations that relate to the department's functions.
• Provide general explanations regarding various employee benefits which include CalPERS eligibility, vacation and sick leave accrual, social security and medicare taxes, pay periods and holidays.
• Assist with unemployment benefit audits and data requests, employment verification and other inquiries related to pay and employment.
• Maintain I-9 forms, designee forms, Data Access and Confidentiality Forms, non-resident alien documentation, emergency contacts, retirement forms, employment surveys, personal data forms and Oath of Allegiance forms.
• Processes clearance forms for separating employees.
• Refines and documents data entry procedures. Conducts regular audits running queries and reports using the State Controller's Office reporting database and/or campus HCM PeopleSoft system to review employee records for accuracy and completeness.
• Conducts regular audits to review benefits and payroll transactions processed to ensure records are maintained accurately.
• Monitors record keeping and data entry procedures for accuracy; updates procedures as necessary to achieve optimal operational efficiency.
• Provides data for subpoena, auditors, and local, state, or federal agencies.
• May be assigned other duties relevant to the support of the Payroll department.

QUALIFICATIONS

• Equivalent to two years of payroll and personnel experience which has provided the above knowledge and abilities.
• Any equivalent combination of education and experience which provides the required knowledge and abilities.

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 agreements.

In 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.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

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 CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.

I-9: Employment Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In 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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a 'mandated reporter