Position Title: Payroll Associate
Position Type: Regular
Salary Range:
$24.17 - $27.78/hour; commensurate with experience
Pay Frequency: Hourly
Priority review of applicants will begin on 9/6/2022.
A. POSITION PURPOSE
The payroll associate position supports the payroll functions in ensuring the timely and accurate processing of the University's payroll processes. The position serves as the primary point of contact for all payroll related inquiries, and it is responsible for all payroll related data entry and accuracy of that data. The position also provides fiscal operations performing duties that include accounting, budgeting, bill paying, and data analysis.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1.Payroll Data and Processing

• Serves as primary point of contact for all payroll related questions and inquiries

Responsible for the timely and accurate communication of payroll schedules and reminders
Process and data enter all payroll related changes, i.e. W-4, direct deposit, deductions, etc. for all employees
Responsible for the timely and accurate processing and delivery of manual checks including termination checks and reissuing lost paychecks by following pre-stablished protocols
In coordination with the finance office representative, process all reissue checks for old and staled checks
Assist Payroll Manager with the development and maintenance of business process documentation including employee self-service user guides
Assist Payroll Manager in gathering data for reports as necessary
Maintain and ensure the integrity of the payroll data by performing accurate data entry and running periodic audit reports and or queries
Keep abreast of current federal and state regulations pertaining to payroll, employment taxes, tax treaties, and related items
Provide back up support in processing semi-monthly payroll processes, including time administration, pay sheet set up, pay calculation, as scheduled or needed
Conduct new employee on-boarding orientation and participate and assist with new faculty orientation
Responsible for the development and delivery of payroll related end-user training sessions
Process in a timely manner all wage withholding orders, including communication pieces to employees while ensuring employees' confidentiality
Responsible for the timely processing of deposits of payroll related checks payable to the University
Responsible for processing and distributing all payroll register to internal and external constituents
Responsible for the timely and accurate processing of payroll related third-party payments, including deductions and garnishments.
Review and resolve in a timely manner any direct deposit exceptions and errors
Lead, participate and assist with testing of payroll related processes and new functionality
Serve as main point of contact for the review and completion of unemployment claim verifications
2.Audits and Tax Reporting Support
Assist on an as needed basis with payroll related audits, i.e. annual external fiscal, NCAA, Worker's Compensation, etc.
Serve as a backup for the processing of unemployment quarterly payments

• Provide back up support for the timely and accurate processing and payment of all employment tax deposit payments

Provide back up support for the completion and delivery of all quarterly and annual tax reporting, including W-2 and 1042 forms
3.Fiscal Operations Support
Provide backup support for the monthly review and reconciliation of all payroll and benefits related liability accounts
In absence of HR Budget Specialist, ensure timely and accurate payment of all benefit related bills and invoices
In absence of HR Budget Specialist, prepare and track semi-monthly benefits wire fund transfers
Provide back up support for the preparation and submission of all departmental operational related bills and payments
Assist on an as needed basis with the preparation and monitoring of departmental functional area operating budgets
4. Other duties as assigned.
Perform other job related duties as assigned by supervisor and department management.
C. PROVIDES WORK DIRECTION
Provides work direction to student assistants as needed.
D. QUALIFICATIONS
1. Knowledge, Skills and Abilities
Evidence of strong analytical and problem resolution skills with attention to detail
Math proficiency
Knowledge of Workday and payroll processing highly desirable.
PC proficiency required. MS Office highly desirable
Ability to maintain a high level of data input accuracy in an extremely busy and often interrupted environment
Strong organizational and communication skills, both verbal and written skills.
Knowledge of payroll practices and resources for research
Commitment to customer service both internal and external to the department
Ability to handle confidential information with discretion, and to exercise sound judgment in responding to the public
Ability to multi-task, prioritize effectively, meet deadlines, work collaboratively with others and follow through to execute all job related tasks
General accounting proficiency preferred
2.Education and/or Experience
Bachelor's degree in Business, Human Resources, or related field preferred
0- 3 years professional work experience in HR, or other related administrative area required. Direct payroll experience preferred.
Experience working with automated payroll system and in house payroll processing preferred
Higher education experience preferred
Experience with Workday highly preferred E. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal
May be required to travel to other buildings on the campus
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations
May be required to occasionally travel to outside customers, venders or job fairs
F. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office and computer lab environment
Mostly indoor office environment with windows
Offices with equipment noise
Offices with frequent interruptions EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
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