What are the responsibilities and job description for the Payroll Specialist position at Cal Poly Corporation?
Position Information
Job Title
Payroll Specialist
Posting Number
201000755
Posting Type
Regular
Contract End Date
Salary Range
Hiring Range
$26 - $30 per hour
Full Time or Part Time
Full Time
If Part Time, List Work Hours
8am-5pm
Position Summary Information
Job Description Summary
Under minimal supervision the Payroll Specialist is responsible for performing a variety of highly technical payroll accounting duties to ensure employees are paid in an accurate and timely manner; including receiving, reviewing, entering, auditing, and processing payroll data; maintains payroll records; prepares various payroll-related reports in compliance with federal and state rules, ensures adherence to established payroll policies, procedures, rules, and regulations; prepares and processes post-payroll payments, including tax, retirement, and employee contribution plan payments; communicates with employees and managers regarding payroll inquiries; and performs related work as assigned.
Minimum Qualifications
- Any combination equivalent to an Associate degree in a related field or professional payroll certification
- Requires the equivalent to three years of experience in keeping or reviewing financial or statistical records including one year directly involved with the processing of payroll; Experience in a computerized environment is also required
- Academic education above the twelfth grade may be substituted for up to six months of the required experience on the basis of 12 semester units of business or commercial education being equivalent to six months of experience
- Ability to tactfully explain complex procedures and requirements to individuals who have minimal knowledge of the HRMS system.
- Modern office practices, procedures, and equipment
- Ability to perform financial or statistical work of fairly complex difficulty rapidly and accurately
- Knowledge of computerized payroll processing and electronic timekeeping systems desirable
- Ability to independently select and consistently apply policies and procedures according to available guidelines
- Must have the ability to review detailed records or transactions and identify errors
- Ability to perform complex, highly responsible and confidential duties
- Excellent computer skills including Microsoft Word and Excel
- Ability to prioritize, plan, organize, and meet timelines
- Ability to lead others in managing tasks; train and evaluate the performance of assigned personnel
- Ability to establish and maintain cooperative and effective working relationship with others
- Excellent verbal and written skills and the ability to interface with all levels of staff, Board of Directors, university community, including students, faculty and staff, and the public
- Interpersonal skills using tact, patience, and courtesy
- Ability to maintain regular and reliable attendance
- Possession of a valid California Driver’s License and satisfactory driving record
- A background check is required for all regular benefited positions
- 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
Preferred Qualifications
Physical Demands
- Hearing and speaking to exchange information in person or on the telephone
- Dexterity of hands, fingers, and wrist to operate a computer keyboard and 10 key calculator by touch
- Seeing to read a variety of materials
- Sitting or standing for extended period of time
- Physical agility to lift 20 pounds to shoulder height
- Physical agility to lift, carry, push, or pull objects
- Commuting on an as needed basis to outside meetings and training locations
Typical Essential Functions
- Responsible for preparing timecards/hours report for entry into computer system, ensuring hours calculations adhere to current labor laws, verifying appropriate use of leave time, signatures, coding and accuracy of hour totals and calculating integration of SDI and Workers Compensation
- Enter, evaluate and balance all payroll data to be processed per pay period including timecards/hours report, Kronos data, adjusting entries for hours, contributions, deductions, earnings, and miscellaneous information
- Assist Payroll Manager with Kronos database system maintenance
- Assist managers and employees with timecard procedure inquiries and training
- Prepare, compute, and evaluate adjustment information and retroactive payments including adjustments to earnings, deductions, contributions and miscellaneous information
- Process off-cycle payroll checks as needed for late timecards or termination checks
- Initiate and process the cancellation of lost, stolen, or forged warrants as directed
- Prepare and analyze all payroll related remittances and spreadsheets (such as payroll taxes, CalPERS Retirement and Medical, annuities, garnishments, life insurance, parking, housing, dental and vision insurance, Worker’s Compensation) and various payroll reports required by governmental agencies (such as quarterly reports of wages) and reconcile all related accounts
- Assist in assuring payroll information, transactions and activities comply with established payroll and retirement system standards, requirements, laws, codes, regulations, policies, and procedures
- Maintain CalPERS rules and regulations knowledge pertaining to payroll reporting
- Maintain statistical information in spreadsheet form for various self-funded insurance (i.e., COBRA)
- Maintain, audit, and prepare various payroll related journal entries, including but not limited to payroll corrections, payroll transfers, tax and other remittance payments, etc.
- Respond to inquiries from governmental agencies, (such as the IRS, CalPERS and EDD) departments, and employees regarding wage information
- Administers Payroll Email Inbox
- Responsible for preparing monthly General Ledger reconciliations
- Assist in the ongoing maintenance and/or implementation of financial systems and/or new applications
- Assist Payroll Manager in compiling financial information for auditors
- Perform other related duties as assigned
Special Instructions to Applicants
Cal Poly Partners provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.
Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. The CPC covers a large portion of the medical premium for the employee and eligible dependents.
All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.
EEO/Disability/Protected Veteran Employer
Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. The CPC covers a large portion of the medical premium for the employee and eligible dependents.
All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.
EEO/Disability/Protected Veteran Employer
Posting Detail Information
Open Date
03/12/2025
Close Date
Open Until Filled
Yes
Review of Applications Begin Date
03/12/2025
Salary : $26 - $30
