PURPOSE OF POSITION:
Under immediate supervision, the Payroll Technician applies a general knowledge of payroll and personnel methods, procedures, and practices to perform fairly standardized payroll and personnel transactions for specific actions, categories of employees or campus departments. Reviews and properly applies rules and regulations, existing California State University (CSU) policies and guidelines, state and federal laws, education codes and collective bargaining agreements. Prepares and processes a variety of standard, routine and fairly common payroll transactions including those for students, staff and faculty. Researches and reconciles transactions and errors, trace and correct discrepancies ensuring all information is accurate and correct. Provides immediate, accurate and detailed information on employee payroll records as requested.
% of Time
1. Employment History Database Maintenance (PeopleSoft HR and State Controller's Office-PIMS) 20%
and Document Processing
2. Hourly Pay Processing 25%
3. Time Reporting - PeopleSoft Time and Labor 20%
4. Additional Pay Processing - Utilizing Payroll Input Process (PIP), File Transfer Process (FTP) 20%
5. Information Sharing/Support 15%
LIST OF TASKS FOR EACH MAJOR RESPONSIBILITY:
1. Employment History Database Maintenance (PeopleSoft and State Controller's Office PIMS) and Document Processing
a. Review and maintain information in the State Controllers (PIMS) and Systemwide HR PeopleSoft databases, and audit for completeness, accuracy and proper approval. Reconcile databases for data consistency. Maintain a complete understanding of both databases operating abilities.
b. Perform heavy data entry to process daily payroll documents that reflect payroll actions such as appointments, promotions, and terminations.
c. Determine and apply appropriate retirement plan enrollment for all appointments and transactions.
d. Thoroughly review previous employment history to determine appropriate action to be processed in the correct sequence per Chancellor's Office and State Controller's Office (SCO) requirements.
e. Advise other administrative offices on document changes so that their records may be corrected and reflect the final updates.
f. Verify and reconcile all payments generated based upon employment history updates prior to releasing for distribution.
g. Accurately input signed and approved documents into the PeopleSoft and PIMS databases after secure login to the restricted systems.
h. Ensure all fields are appropriately populated and troubleshoot error messages.
2. Hourly Pay Processing
a. Process payments for all hourly employees including student assistants by verification and reconciliation of work time reported online and manual processing of hardcopy timesheets.
b. Verify and ensure all required documentation is accurate and on file in Payroll prior to establishing appointments or payment for employees in non-resident status. Determine appropriate classification for student employees taking into account the work eligibility status and individual visa status.
c. Applying all rules and regulations applicable to hourly paid employees, establish appointments in PeopleSoft and PIMS databases, analyze accuracy of payment requests to ensure compliance with Fair Labor Standards Act (FLSA) requirements.
d. Verify positive pay submissions utilizing Time Administration process in PeopleSoft, determine validity of hours entered, approved and requests prior to issuing payments.
e. Audit time applying holiday pay following CSU requirements when appropriate.
f. Review pay system error messages, determine and apply corrective action and verify documents for proper submission to the SCO.
g. Verify and reconcile all payments utilizing source documents prior to releasing payments for distribution.
3. Time Reporting - Attendance, PeopleSoft Time and Labor, Absence Management
a. Audit work schedules to ensure compliance with CSU and campus requirements.
b. Maintain alternate work schedule calendars; generate excess hour pay, plus/minus reconciliation.
c. Monitor and verify Time and Labor entries utilizing online inquiry and query reports.
d. Resolve inaccurate and erroneous hours reported in Time and Labor.
e. Ensure accuracy of online data so employees can access accurate information via PeopleSoft Self-Service; assist employees in the understanding and reconciliation process of their individual online timesheet.
f. Assist department timekeepers with respect to proper reporting requirements of hourly time.
4. Additional Pay Processing
a. Verify and ensure all required documentation is accurate and on file prior to proceeding with payment processing.
b. Ensure compliance with FLSA requirements.
c. Verify and apply appropriate retirement plan enrollment for each appointment and payment.
d. Process and generate payments for immediate pay employees. Manually calculate pay for additional hours to meet FLSA, MOU, and Chancellor's Office requirements.
e. With consultation of other Payroll staff as needed, review and apply Chancellor's Office technical letters and collective bargaining unit agreements prior to processing pay transactions.
f. Meet time sensitive deadlines for mandatory monthly reporting requirements set-forth by the State Controllers and Chancellor's Offices.
g. Verify and reconcile all payments utilizing source documents prior to releasing for distribution.
5. Information Sharing/Support
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. Provide information and support on payroll process to department coordinators.
c. Provide written instructions regarding CSU policies and procedures using all available reference material including websites, manuals, emails and technical letters.
d. Responds to verification of employment requests.
e. Acts as main reception for Payroll Office including answering and responding to all walk-up inquires and phone calls.
PROVIDES LEAD DIRECTION OF OTHERS
REQUIREMENTS OF POSITION:
1. List education and experience required
a. Equivalent to one (1) year of general administrative experience in payroll and human resources recordkeeping and data entry which has provided the below listed knowledge and abilities.
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. Thorough mastery of proper English usage, spelling, grammar, punctuation and document formatting in order to independently prepare correspondence and communications.
b. Demonstrated competence to perform arithmetic computations, such as converting percentages to fractions rapidly and accurately.
c. Must be detail oriented and have strong organizational skills.
d. Ability to accurately maintain files and records.
e. Knowledge of office methods, procedures and practices.
f. Ability to quickly learn the Uniform State Payroll Procedures Manual, Personnel Information Management System Manual, and other information found in state and university administrative manuals and guidelines
g. Ability to quickly learn the Executive Orders published by the Chancellor's Office, applicable state and federal laws, education codes and collective bargaining agreements
h. 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.
i. Demonstrated skill in the review of detailed numerical records or transactions to identify, trace and correct processing errors.
j. Ability to operate a computer terminal for heavy online entry into multiple databases.
k. Ability to demonstrated an awareness and appreciation of the cultural diversity of the University community, and establish and maintain positive working relationships within and outside of the work group.
l. Demonstrated ability to work effectively as a member of a work team
m. Ability to learn quickly and work under immediate supervision.
n. Demonstrated ability to understand and apply frequently changing payroll rules and regulations.
o. Ability to handle confidential documents and maintain confidentiality; handling confidential information with discretion.
p. Strong computer skills and proficiency in MS Office, including Word, 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. Ability to communicate tactfully with irate customers.
t. Ability to understand, review and compare tables, reports and data.
u. 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 quickly obtain and understand payroll/personnel regulations in order to process the diversity of variances in transactions.
w. Ability to review, understand, and explain employee personnel employment history, beginning with appointment and continuing to separations.
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. Work affects a highly sensitive area
b. Must be able to sit for extended periods of time using a computer terminal
5. Other Employment Requirements
a. Work schedule: Monday - Friday, 8:00am - 5pm
b. 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.
c. This position must participate in required campus trainings including, but not limited to, Sexual Harassment Prevention training; Information Security Awareness Training; Sexual Violence Prevention (Title IX) Training.
Closing Date/Time: Open until filled
San Marcos, California