SUMMARY

Under general direction to perform full scope payroll preparation, payroll tax account reconciliation, benefit liability account reconciliations, benefit payments, preparation of payroll reports, and a variety of assignments for the Associated Students’ payrolls; and to do related work as required.

ESSENTIAL FUNCTIONS

• Reviews personnel action and benefit forms/workflows, updating changes in pay rates, deductions, benefits, and employee data in accordance with authorized documents.
• Reviews preliminary payroll reports and performs reconciliation to supporting time records.
• Verifies hour and wage totals on electronic and hand-written time cards.
• Prepares and processes the semi-monthly payrolls for the Associated Students for two pay cycles meeting established deadlines.
• Prepares and processes termination checks as needed.
• Prepares and processes off cycle checks as needed.
• Verifies unemployment claims.
• Reconciles payroll liability and workers’ compensation accounts.
• Organizes and files payroll reports and documentation.
• Maintains accrual records.
• Identifies potential problems and discusses them with the supervisor.
• Creates and maintains a variety of schedules and reports for employee benefits and prepares related payment requests including garnishment requests.
• Prepares payroll reports for review and submission to other agencies including retirement contributions.
• Processes direct deposit request paperwork, verifying for accuracy.
• Processes tax election paperwork, verifying for accuracy.
• Participates in audits as needed.
• Prepares journal entries for payroll data.
• Communicates clearly and promptly with all staff, vendors and any other necessary parties regarding all payroll related issues.  This includes contact with current or former employees in-person, by phone, or by email, as well as submitting service tickets and contacting customer service representatives at service providers (i.e. payroll software service provider, retirement agency, EDD, etc.).
• Maintains regular contacts with staff, the public, and the campus community.
• Other duties may be assigned.

POSITIONS DIRECTLY SUPERVISED

None

TYPICAL WORKING CONDITIONS

Work is performed in an office environment; continuous contact with staff, campus community, and public.

TYPICAL PHYSICAL REQUIREMENTS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sit for extended periods; maintain focused attention to detailed records; manual dexterity and eye-hand coordination; verbal and written communication; use of office equipment including computer terminals, telephones, calculators, copiers and FAX. Ability to move throughout and between different departments and facilities in the organization.

TRAVEL REQUIREMENTS

Very occasional travel to training, staff events or conferences.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

• Principles, methods, best practices and legal requirements of payroll preparation, benefit processing and financial record keeping.
• Computer systems and software applications related to payroll and spreadsheet programs.
• Laws, ordinances, and regulations affecting the maintenance of payroll and benefit records and determination of proper payments.
• Perform a variety of payroll preparation, benefit processing, record keeping, and reporting assignments, with detailed accuracy while maintaining full confidentiality of pay and personnel information.
• Perform research, analyze and evaluate information regarding payroll and benefit transactions and payments.
• Maintain proper records, controls and accounting for payroll transactions.
• Develop and maintain effective working relationships with the campus community, general public, co-workers, and those contacted during the course of work.
• Operate a 10-key numeric keyboard with speed and accuracy.
• Work well under pressure, meeting multiple and sometimes competing deadlines.
• Work independently with minimal supervision.
• Demonstrate cooperative behavior with colleagues and supervisors at all times.

MINIMUM EDUCATION and EXPERIENCE REQUIREMENTS

• Three (3) years of increasingly responsible experience in payroll, demonstrating a strong working knowledge of payroll concepts and payroll preparation, reporting and account reconciliation.
• One (1) year of experience with computerized payroll systems and MicroSoft Office Systems.
• Understanding of general labor laws and accounting/bookkeeping concepts.

PREFERRED REQUIREMENTS

• Bachelor’s Degree in Business Administration, Accounting, Finance or Human Relations (or related field) with emphasis in payroll.
• Experience with CalPERS reporting, UKG payroll system, and Net Suite accounting software.
• 10-key typing speed of 8,000 KPH with 98% accuracy.

SPECIAL REQUIREMENTS

• Satisfactory completion of a payroll test at time of interview, if selected.
• Satisfactory completion of a background check (including a criminal records check) is required for employment.  Associated Students will make a conditional offer of employment which may be rescinded if the background check reveals any disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.