General Information
| Job Description | BLANK AST 3 | Working Title | Payroll Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CNAS Personnel Service Center - D01339 | Department Head | Jennifer Farias |
| Supervisor | Rose Silvas | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the direction of the Payroll Manager in the Harvest Shared Services Center in the College of Natural and Agricultural Sciences (CNAS), the incumbent will execute transactions for multiple departments for academic and staff personnel. Key responsibilities include payroll processing, maintenance, and changes to ensure timely adherence to monthly and bi-weekly payroll calendars. The incumbent will also assist with staff personnel functions related to on-boarding, separations, and records maintenance, and help triage requests to UCPath. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Earned Bachelor's degree in human resources, business, finance, or related discipline. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Five (5) years demonstrated related experience in payroll or an equivalent combination of education and experience. Experience should demonstrate high-volume payroll processing, such as full ownership of timekeeping and payroll responsibilities, using online payroll or personnel systems or databases such as PeopleSoft. Must have current working knowledge of payroll federal, and state regulations. | Required |
| Demonstrated experience working independently with minimal direction, as well as cooperatively in a team situation. | Required |
| Demonstrated ability and experience in providing quality customer service. | Required |
| Two or more years demonstrated work experience in Higher Education. | Preferred |
| Two or more years experience applying UC Systemwide and/or UCR Campus policies, procedures, or systems for personnel/payroll actions such as time and Attendance Reporting System (TARS), Human Resource Data Warehouse (HRDW), or Full Accounting Units (FAU). | Preferred |
| People Soft Experience | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Payroll/Personnel Processing Independently responsible to enter transactions timely to ensure bi-weekly and monthly paychecks are delivered on time and error free. Enters transactions online through the UCPath Payroll System (Path/PeopleSoft) and the Time and Attendance Reporting System (TARS) for academic personnel, graduate and undergraduate students, limited and career staff, or other employee groups as determined. Advises faculty and /or department administrators on which codes to use for ensuring compliance with University of California (UC), federal, state, or granting institution's personnel/payroll policies and rules. Administers payroll components of key personnel actions such as new hires, rehires, merits and promotions, stipends, data changes, appointment extensions, separations, etc. Verifies appropriate fund sources and leave accruals. Conducts independent research on employees' payroll history data and corrects any payroll discrepancies. Utilizes multiple online systems such as Path, TARS, Cognos Reports, Human Resource Data Warehouse (HRDW), or SuperDOPE to administer and research accounts while maintaining confidentiality and discretion when handling sensitive data. Remains current on policies and procedures affecting use of appropriate title codes, account codes, and other transaction codes as relevant. Attend Shared Services User Group meetings. Adhere to Academic Personnel Manual (APM), UCPath procedures, Personnel Policies for Staff Members (PPSM), collective bargaining contracts, and organizational procedures in transacting personnel data changes. | 65 |
| Personnel Workforce Administration Manage positions in Path to ensure new positions are created or existing positions are updated to accommodate new hires. Schedule onboarding sessions to ensure timely onboarding of new staff, faculty, students, and volunteers are conducted. Verify eligibility of work documents and submit background checks. Update Tracker (online I-9 system) accordingly and provide consultative advice to new hires on all campus programs and mandated trainings. | 20 |
| General Administrative Support Provide high quality and professional administrative support services to our clients and UCPath. Provides transactional assistance with miscellaneous time reporting and adhoc projects as needed. Utilize MS Word and Excel to prepare reports or present query data for supervisor review. Conduct payroll audits regularly to ensure our clients are paid accurately and on time. Other duties as assigned to support daily operations of the Personnel Service Center and delivery of PSC services. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated expert level oral and written communication skills, with the ability to interact effectively with a diverse clientele internally and externally. | Required |
| Skill in adding, subtracting, multiplying, and dividing whole numbers, fractions and decimals. Skill in making comparisons and computations quickly and accurately. Skill in computing ratios, rates, and percentages. | Required |
| Demonstrated time management and organizational skills with the ability to work quickly, accurately, and maintain records with strict attention to detail. Ability to set priorities and use initiative organizing and handling heavy workload. | Required |
| Demonstrated understanding and application of general personnel, labor relations, HR, collective bargaining agreements, and payroll policies and procedures. | Required |
| Skill in making appropriate job decisions following established policies and procedures. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |