About the Position

Under close supervision, the Payroll Technician performs the typical activities related to the processing of the full range of payroll and personnel transactions such as appointments, changes in status, leaves and separations for all California State University employees.

Assistance and guidelines are readily available and the methods of performing transactions are well established and outlined, or explained in general terms.

The Payroll Technician provides information on payroll and personnel, and provides guidance and assistance on processing fairly routine matters, such as answering questions on the basis of clearly applicable rules and regulations.

• This position also communicates established policies and procedures to faculty, staff and the general public, deferring to appropriate staff member when more extensive interpretation is required;
• maintain and monitor employee leave records; run queries; review, audit, reconcile and correct data; compute net pay; process time reporting records, leave accruals, entitlements, judgments, levies, garnishments, and wage withholding orders;
• enter payroll and personnel transactions; prepare documents; verify and audit information in preparation for release of payment;

respond to payroll requests; and may prepare basic reports and worksheets.

Responsibilities

Process daily payroll documents including SAF’s, FAF’s, Absence Reports, Time Sheets, PPTs to reflect Payroll actions including reclassifications, promotions, salary plan changes, reassignments, demotions, separations, retirements, and pay docks in both PIMS and PeopleSoft HR by prioritizing in accordance to Payroll Calendar deadlines :

• Audit approved SAF, FAF, and temporary faculty contracts for completeness, accuracy, and proper approval.
• If a relevant item / value on a SAF, FAF, or contract is incomplete in any way, return to the designated office to provide the appropriate information.
• Advise appropriate administrative offices on any changes that have been made so that their records may be corrected.
• Determine the appropriate PIMS transaction code and PeopleSoft action / reason in order to update the PIMS Employment History Database and PS Job Data record for the full range of payroll transactions including, but not limited to appointments, change of status, leaves of absence, and separations.
• Generate Payroll Personnel Transaction (PPT) forms for all actions that require a PPT. Ensure all values on the PPT are coded accurately in accordance to the action being processed.
• Input signed and approved PPT into the PIMS database.
• Troubleshoot error messages.
• Communicate with assigned departments and coordinators to collect pay docks in a timely manner.
• Enter pay docks into PIMS dock database to reduce employee(s) monthly salary.
• Verify all transactions entered to PIMS and PS Job Data to ensure accuracy.

Time and Labor Processing :

• Enter student and hourly staff employee work hours when appropriate.
• Validate work hours for compliance with CSU, state, and federal law compliance and regulations applicable to hourly employees.
• Coordinate with timekeepers to ensure all work hours are entered and approved by established deadlines.
• Assist with corrections and retro-active processing of work hours.
• Verify the issuance of payroll checks for all reported and approved work hours.
• Enter all types of miscellaneous payments such as bonuses, collective bargaining agreement stipends, overtime, shift differentials, uniform allowances and excess / deficit hours by established deadlines to ensure timely payments.

Absence Management Processing :

• Enter absence takes for all employee categories that are not reportable through self service functionality in a timely manner.
• Enter earned absence types such as CTO, HC, ADO.
• Validate employee accruals and absence takes during absence calendar processing periods
• Review Absence Management reports; Excess / Deficit Hours, Negative Balance, Processed Not Approved, Unapproved Absences prior to finalizing the current period absence calendar.
• Process retroactive absence takes and earns as adjustments.
• Coordinate with timekeepers to ensure all absences for respective departments are entered and approved by established deadlines.
• Ensure absence accruals and leave balances are accurate for all employees.
• Troubleshoot errors.

Train and Support Department Coordinators and Employees :

• Instruct and guide assigned departments of rules and regulations pertaining to the State Payroll System, including attendance data, payroll warrant authorizations, signature authorizations, completion of payroll forms, employee sign in process, and timely submission of payroll documents.
• Provide guidance and documentation for Payroll self service components, absence reporting, reporting hourly work hours, and executing reports.

Other Duties As Assigned :

• Miscellaneous projects.
• Coverage during vacation periods or absences.

Minimum Qualifications

Experience :

Equivalent to one year of general administrative experience in payroll and human resources record-keeping and data entry which has provided the above knowledge and abilities.

Education :

Any equivalent combination and experience which provides the required knowledge and abilities.

Knowledge and Abilities :

• Working knowledge of general office methods, practices and procedures.
• Ability to acquire working knowledge of, and independently select and apply, CSU policies, procedures, programs, guidelines, applicable state and federal laws, educational codes, and collective bargaining agreements.
• Ability to, or acquire the skill to, use web browsers, electronic calendaring programs, ERP / HRIS, and data management systems.
• Ability to audit and reconcile data.
• Interpret and apply written rules and regulations.
• Establish and maintain effective working relationships with others.
• Exercise tact, courtesy and good judgment in responding to others.
• Use current computer word processing and spreadsheet software programs.
• Perform mathematical calculations; accurately enter data.
• Follow oral and written instructions; communicate effectively with others.
• Read and write at a level appropriate to the position.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to : criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and / or verification of work history is required for employment.

Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and / or it is discovered that the candidate knowingly withheld or falsified information.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories : age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status.

The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Last updated : 2024-05-22