Payroll Administrative Coordinator (Administrative Support Coordinator I), Payroll Services (2021-1674)

  • Cal State University (CSU) San Marcos
  • San Marcos, California
  • Apr 17, 2021
Full Time Accounting and Finance Administration and Management Clerical and Administrative Support

Job Description

Under the general direction of the Director of HRIS/Payroll and lead direction from the Payroll Technician III, the Payroll Administrative Coordinator independently provides administrative support and operational assistance for Payroll Services. The position is responsible for a wide range of department operations, which includes front-line support by providing customer services (in person, by phone and email), working with outside state/federal agencies and private companies related to employee employment and pay data, and providing Payroll Technicians with administrative support as needed. The incumbent must be able to interact with staff, faculty, administrators, students and external constituents while remaining calm, flexible, proactive, resourceful and efficient. A high level of professionalism and confidentiality is crucial in this position.

1. Administrative Support for Payroll Services 50%
2. Instruction, Training and Support for Campus Employees 35%
3. Unit 11 Employment Eligibility Verification 10%
4. Respond to Union Grievances, Public Information Requests and Subpoenas 5%

1. Administrative Support for Payroll Services
a. Reception - phone, email, incoming and outgoing mail
o Answer and respond to incoming phone calls, route as appropriate
o Act as the main point of contact for the general payroll email, respond to inquiries in a timely manner
o Sort and distribute incoming mail
o Prep and deliver outgoing mail
b. Verify employment for current and prior employees
o Gather salary and employment information from multiple sources
o Respond to verification requests for current and prior employees from outside agencies, mortgage companies, etc.
o Complete written and verbal verifications utilizing PeopleSoft and PIMS data and submitting to inquirer in a timely manner
c. Unemployment Claims, Verifications and Audits
o Provide employee information for all unemployment claims to the University's third-party vendor
o Respond to Unemployment Claim Audits
o Notify and work with employees on potential unemployment fraud
d. Sort and file sensitive payroll documents and maintain document retention schedule
o Sort and file completed payroll source documents such as overtime forms, shift differential, stipends, bonuses, closed garnishment and disability cases, hourly employee timesheets, etc.
o Maintain filing system for ease of retrieval in the event of inquiry, audit or other need
o Follow systemwide document retention guideline and purge documents as appropriate
e. Verify, research and update employee address to synchronize databases
o Manage address queries and PeopleSoft/PIMS Compare reports
o Determine appropriate database for updates
f. Record and make check deposits to Student Financial Services for all incoming payments and encumbered warrants
g. Review daily pay file and send benefit Account receivables to HR/Benefits Team with support information
h. Prepare daily pay mailing labels for "live" employee checks
i. Provide daily pay instructions and mailing labels to Student Financial Services team
j. Website Maintenance
o Monitor and update Payroll website with deadlines, updated forms, news and information
2. Instruction, Training and Support for Campus Employees
a. Provide standard information to various new and existing employees and departments regarding the proper rules and regulations pertaining to the State Payroll system, including attendance reporting procedures, completion of all payroll forms, and deadlines
b. Send notifications to a variety of employee groups regarding deadlines, reminders and general payroll information
c. Absence Management and Time and Labor Notifications
o Run queries to identify missing events in PeopleSoft Absence Management system
o Send reminders to individual employees and managers with missing events
o Send reminders to managers for hourly time entry and absence approvals
o Follow-up on unapproved entries to obtain approvals quickly
d. Provide employee assistance with registration to California Employee Connect (CEC) Portal
o Share CEC navigational steps and provide employee specific elements to assist employee's with registration process
e. Share navigation and quick references with student, staff, faculty employees for PeopleSoft module navigation
f. Provide one-on-one support to employees with PeopleSoft navigational challenges
g. Develop payroll related training materials for end-users

3. Unit 11 Employment Eligibility Verification
a. Verify all Unit 11 (Teaching Associates, Graduate Assistant and Instructional Student Assistant) Academic
b. Transaction Forms for sufficient enrollment prior to distributing to techs for processing
o Notate enrollment on ATF forms and flag ineligible appointments
o Distribute approved employee hires meeting eligibility requirements to payroll technicians

4. Respond to Union Grievances, Public Information Requests and Subpoenas
a. Research, identify and provide appropriate documents requested to respond to Union Grievances, Public Information Requests and Subpoenas
o Determine appropriate documentation from hardcopy files and databases to include in response



1. List education and experience required
a. Four (4) years of responsible administrative support experience required or equivalent combination of education and experience

a. Experience and knowledge of PeopleSoft software
b. Experience in an educational setting preferably within the CSU
c. Experience in a collective bargaining environment

2. List knowledge, skills, and abilities required for this position
a. Working knowledge of applicable university infrastructure, policies, and procedures
b. Ability to demonstrate an awareness and appreciation of the cultural diversity of the University community and establish and maintain cooperative and effective relations with University employees, students and the public
c. Thorough knowledge of English usage, spelling, grammar, punctuation and document formatting in order to independently prepare correspondence and communications
d. Demonstrated experience in being detailed oriented and having strong organizational skills
e. Demonstrated ability to accurately maintain files and records
f. Knowledge of office methods, procedures and practices
g. Demonstrated ability to manage multiple phone lines and walk-in customers simultaneously
h. Demonstrated ability to quickly learn the State payroll terminology
i. Demonstrated ability to independently identify appropriate payroll applications of a wide variety of complex written policies and procedures; tactfully and clearly explain a wide variety of standard procedures and policies to individuals
j. Demonstrated ability to identify and trace errors
k. Demonstrated ability to operate a computer terminal accessing multiple databases and websites
l. Demonstrated ability to establish and maintain positive working relationships within and outside of the work group
m. Demonstrated ability to learn quickly and work under immediate supervision or independently
n. Demonstrated ability to understand and apply frequently changing payroll rules and regulations
o. Demonstrated ability to handle and maintain confidential documents with discretion
p. Strong computer skills and fluency in MS Office, including Word, Mail Merge, Excel, and Outlook
q. Must have excellent customer service orientation, interpersonal, written and oral communication skills
r. Demonstrated ability to communicate effectively to a wide variety of people in a positive, courteous and non-judgmental manner
s. Demonstrated ability to communicate tactfully with irate customers
t. Demonstrated ability to understand, review and compare tables, reports and data
u. Demonstrated ability to work effectively under pressure, cooperatively, effectively and productively in a fast-paced complex environment with numerous competing demands and frequent interruptions
v. Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data
w. Ability to update and maintain payroll website
x. Demonstrated ability to independently handle multiple work priorities and projects

3. List machines, tools, equipment, and motor vehicles used in the performance of the duties
a. Personal computer, telephone, photocopier, fax, printer, shredder

4. Unique working conditions
a. Onsite and remote work during COVID-19
a. Work affects a highly sensitive area
b. Must be able to sit for extended periods of time using a computer terminal.
c. Fast-paced working environment
d. Substantial work is performed in a secured work area

5. Other Employment Requirements
a. This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position
b. Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and CSU's Sexual Misconduct Prevention Program

Closing Date/Time: Open until filled

Job Address

San Marcos, California 92096 United States View Map