Cal Poly Pomona

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at Cal Poly Pomona

Posted: 1/9/2020
Job Status: Full Time

Job Description


Payroll and Benefit Services updates and maintains personal data, benefit enrollment, employment date, updates and maintains leave accounting and time and attendance records; counsels, approves and maintains medical and personal leaves of absences; and processes all types of pay for all categories of CSU employees.  All data related to these functions is maintained in the State Controller's Office Personnel Information Management Systems (SCO PIMS) and in the campus HCM PeopleSoft database.


The Payroll Manager provides management support to the Director and Assistant Director; plans, organizes and manages the day-to-day operations of the department, coordinating assignments that are more complex and sensitive in nature; and is knowledgeable of the State Payroll System, CSU policies, Collective Bargaining Agreements, PeopleSoft modules and processes.  The incumbent knows the functions of various University departments and how they relate to payroll functions; supports and is a strategic partner in achieving the long term operational goals of the department; identifies continuous improvement opportunities to streamline processes; implements new programs by developing and coordinating policies and procedures including evaluating and revising existing procedures; and prepares written communication and training guides for upcoming projects and deadlines. The responsibilities in this multi-faceted department require that the incumbent be a skilled person capable of quickly assimilating and staying abreast of all the rules and regulations of complex personnel/payroll systems and maintaining currency with automated innovations.  The incumbent possesses excellent skills for developing training guides, trains, leads and directs payroll staff as well as various campus end-users; assists in the assignment and reassignment of work areas as appropriate for the payroll staff and ensures that the staff receives adequate training and exposure to all facets of the work handled by the department.  This includes reviewing and processing faculty contract/approval reports and the various faculty pay processes for sabbaticals, promotions, SSIs, etc., processing separating employees and providing them information regarding the University clearance process, vacation and settlement pay calculations and procedures for requesting their retirement contributions. The Payroll Manager provides direction to the payroll staff engaged in the process of paying approximately 2600 faculty and staff, and 1200 student workers each month, auditing and posting attendance reports. In conjunction with the University's Workers' Compensation Coordinator, Payroll Services staff provides thorough benefit selection information to employees who have suffered a non-industrial or industrial illness or injury.  This position ensures that staff are adequately trained to prepare benefit worksheets for the injured employee and explains the various benefit options which includes providing the employee with information on how each benefit will affect his/her salary, leaves balances, deductions, and CalPERS Service credit.  The incumbent communicates frequently and provides payroll process training to Payroll and staff of the HRO/Payroll Customer Service Center.  This includes the new employee and returning employee sign-up, I-9 documentation, clearance process, and various payroll changes (name, tax withholding, direct deposit, etc.).  In addition, the incumbent communicates and trains the Student Cashier's staff for check handling to provide quality customer service and support; provides direction regarding student payroll (e.g. student hire process in both PeopleSoft and the State Controller's Office system, student classification determination, preparation of the annual student assistant payroll schedule, computation of the maximum hours for each pay period, interpretation of the 20 hour work week limitation and student assistant eligibility guidelines, research payroll errors, and direction for communicating changes to the student payroll process and other internal personnel and procedural matters. The incumbent works closely with the University Tax Specialist in University Financial Services in monitoring and maintaining work authorization and documentation for all foreign national employees, ensuring that the University is in compliance with CSU, Homeland Security and IRS rules regarding required visa/work authorization and tax withholding; provides assistance to the Benefit's management and staff in regards to employment documentation; and assists Benefits with implementations and PeopleSoft upgrades.  The incumbent is responsible for audits; GAAP, KPMG, and various audits from the Chancellor's Office; gathers required documentation and submits based on requirements; responds to subpoenas requesting pay and attendance documentation; participates in the hiring decisions for the department; prepares and delivers staff performance reviews; approves staff time off requests based on operational needs, and on occasion with management consultation, and approves time/entries in Absence Management.  The incumbent trains payroll staff on payroll procedures and processes; provides guidance in using the various payroll resources; PIMS, Payroll Procedures Manual, Salary Schedule, State Administrative Manual (SAM), Education Code, etc.;  creates guides used for training; works with new payroll techs on a one-to-one basis for the first year; reviews work completed to ensure it meets department standards and complies with campus, federal and state regulations and requirements; promotes an excellent customer service culture and maintains a strong functional team through effective training, coaching, team building, and succession planning.  The Payroll Manager holds regular staff meetings and biweekly meetings with teams or more frequently as required e.g. new staff members; prepares and conducts staff performance evaluations; identifies learning opportunities and assigns stretch assignments to support the continuous growth of the payroll staff.  This position is responsible for planning and assisting with PeopleSoft upgrades and new application implementations and assists with project mapping, plans role out, ensures timelines for upgrade/implementation are met, and prepares necessary training guides and provides training.  The Payroll Manager updates the University Faculty and Staff Attendance Manual and the Student Employment and Payroll Manual; attendance/payroll and Absence Management Training; planning and conducting regularly scheduled workshops for department Timekeepers and Manager Approvers; provides communication as process changes occur or as needed for new staff; and prepares monthly Payroll Pointers communication for Timekeepers and Manager Approvers. The incumbent is responsible for maintaining Time and Labor security for Timekeeper and Manager Approvers for access to Absence Management, Time and Labor, Queries and Reports. The incumbent performs attendance audits with the university departments to ensure that proper documentation and procedures are being followed.  The audit consists of comparing department source documents against entries in Absence Management, for advance requests/approvals, appropriate leave usage, accurate reporting (dates, hours, leave credits) in Absence Management; and report outcome and make recommendations to the HEERA Manager.  The incumbent oversees the coordination of the student employment workshops and workshop communication. Coordination is with campus partners; Budget Services, Career Center, Office of Financial Aid and Scholarships and the Worker's Compensation Coordinator.  The Payroll Manager assists employers with employment and payroll related inquiries; and provides communication as processes change or as needed for new staff;  reviews and updates department forms for revisions; develops and maintains monthly and annual payroll processing calendars; ensures the Payroll Services website is current; oversees payroll related accounting functions such as A/R reconciliation for benefits, salary advances, and SCO charges; serves as back-up to the Payroll & Benefits leadership team; and performs other duties as assigned.   


Bachelor's degree in a related field or equivalent experience AND a minimum of three to five years of professional experience to include payroll experience., training and supervising/managing the work of others.  The candidate must have demonstrated ability to manage priorities and meet deadlines under pressure; ability to research and analyze data; have knowledge or ability to quickly learn complex rules and regulations as outlined in the policies and guidelines of the CSU system, state and federal laws, payroll practices and procedures; and must have ability to develop and implement efficient and effective processes, procedures and solutions. Must have the ability to explain highly complex matters and communicate with employees, outside agencies and campus community; and the ability to work collaboratively and effectively in a diverse environment.


Experience with CSU Collective Bargaining agreements and CMS PeopleSoft applications preferred.  Hands-on experience with PeopleSoft Workforce Administration, Time and Labor, or Absence Management processes, creating training guides/presentations and conducting training to large audiences is also preferred.