Cal Poly Pomona Job Opportunities

Type of Appointment: Full Time, Probationary

Job Classification: Payroll Professional

Anticipated Hiring Range: $5,178 - $5,495 per month

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


THE DEPARTMENT:

Payroll Services is responsible for updating and maintaining accurate personal and employment data; managing leave accounting and time, and attendance records; counseling employees; approving and administering medical and personal leaves of absence; and processing all types of pay for all categories of California State University employees. The department ensures compliance with applicable CSU policies, collective bargaining agreements, and state and federal regulations. All data related to these functions are maintained in the State Controller’s Office Personnel Information Management System (SCO PIMS) and the campus PeopleSoft HCM database.

DUTIES AND RESPONSIBILITIES:

• Participates in the ongoing support and processing of workforce administration operations for all CSU employment categories, both represented and non-represented (eleven bargaining units).
• Provides guidance and assistance to the campus community, Human Resources, Benefits, and Payroll teams regarding routine transactional inquiries involving the Workforce Administration module.
• Responds to routine questions related to the Workforce Administration module (PeopleSoft) and associated procedures.
• Performs accurate data entry of HR information, including new hire processing, job data changes, terminations, and mass changes. Reviews and verifies data changes submitted through the self-service portal.
• Processes employee data changes and corrections as requested or as identified through routine data reviews.
• Maintains and updates data entry procedures as needed.
• Processes and reviews a variety of payroll-related transactions in PeopleSoft and the State Controller’s Office (SCO) PIMS databases. These transactions include employment-related actions such as personal data updates; education and citizenship status changes; new hires; job updates; reclassifications; terminations; leaves of absence; workers’ compensation leaves; mass salary updates; retirement eligibility; and reporting changes.
• Works with Budget Services on position and job data changes to ensure updates are accurately reflected in employee records in both PeopleSoft and PIMS.
• Reviews documentation related to historical employment and pay data, including furloughs, salary programs, and other special programs.
• Reviews and processes payroll transactions for all pay plans to generate pay for staff, faculty, rehired annuitants, and student assistant employees, including final settlements, academic adjustments, overtime, shift differentials, stipends, excess hours, and other types of pay in accordance with FLSA and collective bargaining agreements.
• Reviews all regular pay for accuracy prior to releasing payments. Researches and processes documentation to correct any pay issued incorrectly, which may include establishing accounts receivable, transferring funds, and/or requesting supplemental pay.
• Applies working knowledge of payroll procedures to process non-industrial disability and workers’ compensation transactions, including the coordination and review of documentation with the campus Leave & Workers’ Compensation Coordinator, the Employment Development Department, and the State Controller’s Office, which may involve CSU leave programs.
• Provides information to employees on pay and benefit options related to non-industrial leaves.
• Processes other pay-related documentation, including address changes, direct deposit enrollments and changes, docks, garnishments, levies, tax-related fringe benefits, and tax withholding changes.
• Reviews salary advance and accounts receivable reports.
• Maintains working knowledge of how payroll data relates to Form W-2, labor cost distribution, and other management and budget reporting. Reviews detailed numerical records and transactions to identify deviations from applicable policies and procedures, and makes corrections in accordance with established guidelines.
• Reviews the accuracy of permanent file loads (mass updates) from the State Controller’s Office (SCO) system to HCM PeopleSoft.
• Researches and resolves discrepancies. Generates HCM PeopleSoft documentation for payroll staff for the purpose of updating personal and employment data in the SCO system. In performing these functions, this position applies established rules and regulations as outlined in California State University policies and procedures, collective bargaining unit agreements, and applicable federal and state laws, education codes, and government codes.
• Serves as a functional resource for Workforce Administration (WFA) and CSU Temporary Faculty.
• Assists with testing system upgrades and fixes related to Workforce Administration and participates in systemwide WFA and Temporary Faculty user group meetings.
• Provides input on business process improvements and maintains working knowledge of CSU systemwide HR database procedures.
• Participates in CHRS system activities and processes transactions in accordance with established procedures.
• Supports ongoing data review and standardization efforts to maintain accurate employee records.
• In compliance with CSU policies and procedures and applicable collective bargaining agreements regarding alternative work schedules, compressed schedules, leave benefits, and time and attendance, the incumbent calculates, processes, and reviews leave benefits, including vacation, sick leave, holidays, overtime, CTO, FML, military leave, bereavement, and jury duty, as well as state service dates.
• Processes adjustments as necessary, including catastrophic leave donations; enters absences and time on behalf of employees on an exception basis; and provides guidance to department managers and timekeepers.
• Notifies departments when leave usage requires review and when corrections are needed.
• Calculates plus and minus pay periods for employees working irregular schedules and monitors hours worked by intermittent employees to determine CalPERS membership eligibility.
• Updates HR PeopleSoft records with temporary faculty hires and employment changes, including uploading, reviewing, and correcting discrepancies related to effective dates of appointments, salary, FTE, and rank in coordination with academic department coordinators and Faculty Affairs.
• Provides backup support to Payroll Technicians during staff shortages and/or periods of increased workload, which may require a temporary shift in job duties resulting in a higher percentage of payroll technician responsibilities on a short-term basis.
• Provides customer service by responding to inquiries from employees, departments, and other organizations related to the department’s functions.
• Provides general explanations regarding various employee benefits, including CalPERS eligibility, vacation and sick leave accruals, Social Security and Medicare taxes, pay periods, and holidays.
• Assists with unemployment benefit audits and data requests, employment verification, and other inquiries related to pay and employment. Maintains I-9 forms, designee forms, Data Access and Confidentiality forms, non-resident alien documentation, emergency contact information, retirement forms, employment surveys, personal data forms, and Oath of Allegiance forms.
• Processes clearance forms for separating employees.
• Conducts routine reviews of HR data and records for accuracy and completeness.
• Monitors record-keeping and data entry procedures for accuracy and updates procedures as needed to support operational efficiency.
• Maintains official employee records and other mandated documents in compliance with federal and state legislation.
• Maintains HR data record standards, including job status, job codes, time entry codes, job titles, and pay grades.
• Provides data and documentation in response to subpoenas, audits, and requests from local, state, and federal agencies.
• Performs weekly and monthly data reviews of personal and job data to ensure synchronization between the State Controller’s Office Personnel Information Management System (SCO PIMS) and the PeopleSoft HCM system and to ensure compliance with CHRS data requirements. This includes reviewing data in both PeopleSoft and PIMS, updating systems as appropriate, and comparing data to the State Controller’s Office employment database.
• Works with the reporting team to assist in preparing employee data reports as mandated by county, state, and federal regulations to support the campus community, payroll, absence management, time and labor, and human resources functions.
• Performs other duties as assigned in support of Payroll Services operations.
• All functions of this position must be performed at the Cal Poly Pomona worksite

QUALIFICATIONS:

• Bachelor's Degree - Equivalent to a bachelor’s degree in a related field
• Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
• Working skills and knowledge of accounting, finance, business administration, and/or related roles.
• Working knowledge and understanding in the appropriate use of payroll principles, practices, and regulations, including tax withholding, benefits and retirement administration, and payroll compliance.
• Strong analytical and problem-solving skills, with the ability to identify and resolve complex payroll discrepancies.
• Knowledge of relevant laws, regulations, and compliance requirements related to payroll, including in-depth knowledge of payroll laws and regulations in the higher education industry.
• High level of integrity and ethical conduct in handling financial transactions and sensitive information.
• Ability to train others on new skills and procedures and provide lead work direction.

PREFERRED QUALIFICATIONS:

• Equivalent to two to four years of experience preparing and processing personnel and payroll documentation, preferably within the California State University system.
• Demonstrated experience working in an institutional or educational environment with a strong customer-oriented approach.
• Experience with PeopleSoft Workforce Administration, Time and Labor, and/or Absence Management is preferred, as is CPP certification.
• Demonstrated ability to review payroll and employment data, identify discrepancies, and research issues in accordance with established CSU policies and collective bargaining agreements.
• The incumbent must be able to apply established policies, procedures, and guidelines related to payroll and employment transactions; organize work, set priorities, and meet deadlines; establish and maintain effective working relationships; perform mathematical calculations; work independently; make accurate and timely transactional decisions related to payroll activities; use current word processing and spreadsheet software, web browsers, electronic calendaring programs, HRIS, and data management systems; and read and write at a level appropriate to the position.
  
  

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. For more information, go to the California State University 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 information. In 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 candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,178 and maximum $7,543 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 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. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal 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 Driver’s 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.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest 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. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

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 ADACoordinator@cpp.edu. 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, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s 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 Pomona’s Employment Notices web page.