University Police Department (UPD) - Payroll Coordinator

UPD•Pomona, CA

4d•Onsite

About The Position

The University Police Department (UPD) is responsible for law enforcement, physical security, and emergency response at Cal Poly Pomona. The department is staffed by trained police officers, professional civilian staff, and auxiliary personnel and is operational 24 hours a day, year-round. The peace officers of this department have statewide police authority and are vested with the same law enforcement powers and responsibilities as the municipal police or sheriff's departments in any California community. The department serves as "first responder" for a broad range of crisis issues on the campus, including medical aid calls, injuries, and environmental emergencies. The department is responsible for responding to all emergencies, crime reports, and investigations on campus (except homicides and missing persons per the Kristin Smart Act). In addition, the department offers a wide range of programs and services designed to enhance community safety and security and support the university's mission. These responsibilities are carried out through a set of core values that reflect commitment to the highest standards of excellence and incorporate the community-oriented policing philosophy. The Parking & Transportation Services Division is dedicated to maintaining accessible and attractive parking facilities. Our objective is to manage parking resources efficiently so that students, faculty, staff, and visitors are able to park conveniently. We also maintain commuter programs, promote transportation alternatives, mitigate traffic congestion and reduce parking demand through a variety of ridesharing programs, services and incentives. The University Police Department and Parking & Transportation Services are part of the Administrative Affairs Division, whose mission is to provide quality fiscal, human, and facility services in support of the university community through partnerships and innovative solutions.

Requirements

Bachelor's Degree - AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Driver License, Valid and in State, Valid California Driver License, and acceptable driving record.
Two years of related experience
Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects, including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and cooperative working relationships.

Nice To Haves

A minimum of two (2) years of administrative responsibilities directly related to work experience that demonstrates recent and verifiable experience in a professional payroll position.
Experience with processing payroll for employees with alternate work schedules.
Two or more years of PeopleSoft Human Capital Management (HCM) experience.
Advanced knowledge of accounting and record-keeping practices, and payroll processing.
Must possess an understanding of Human Resources policies, practices, and procedures.
Ability to manage confidential documentation, personnel, and payroll items, and sensitive/confidential materials in a professional and discreet manner.
Ability to operate and maintain the integrity of data in the payroll and department software.
Strong time management skills with the ability to prioritize tasks and meet critical deadlines.
Strong interpersonal skills.
Flexibility.
Ability to multitask.
Must be able to read, understand, and apply a wide variety of moderately complex policies, procedures, programs, and applicable state and federal laws, and collective bargaining agreements.
Excellent written and verbal communication skills
Strong organizational and analytical skills

Responsibilities

Maintain and oversee organizational program leadership utilizing two payroll software systems (PeopleSoft and InService).
Adapt to changes in CSU policies and procedures, analyze impacts of collective bargaining agreements, and implement operational changes accordingly.
Manage the organizational end-to-end payroll process, ensuring accurate and timely payroll completion.
Maintain leave accounting (vacation, sick leave, holidays, CTO, FML, military leave, bereavement, jury duty) by entering time taken and time earned and auditing absence data monthly.
Reconcile any discrepancies with Payroll Services.
Coordinate, assemble, and analyze confidential documentation for Payroll Services, Human Resources, and Budget & Finance.
Generate timesheets for all Police/Parking employees (Police, Dispatch, Parking Officers, Public Safety Specialists, Student Assistants, and Administrative staff) using lnService management software.
Prepare payroll documents for sworn and civilian staff who work alternate and complex work schedules, using analytical skills to ensure the completeness and accuracy of the documentation for submission.
Prepare attendance reports and timesheets on a monthly basis for Payroll Services to ensure on-time payroll processing.
Develop workflow and coordinate with department leads and department HEERA manager(s) to track overtime, reimbursements, and chargebacks for all Police, Public Safety, and Parking employees.
Calculate and track excess and deficit pay periods for employees who work alternate work schedules.
Perform annual reconciliation of deficit hours with the employee and report leave credit usage to cover the deficit to Payroll by the designated deadline.
Respond to inquiries from employees regarding paycheck amounts, deductions, leave accruals, direct deposit, and other concerns.
Interpret and apply rules and regulations as outlined in the policies and procedures of the CSU system, select appropriate reporting codes, and analyze various collective bargaining unit agreements and federal/state laws to develop operational procedures.
Serve as liaison between Police and Parking Services leadership, employees, and Payroll Services.
Troubleshoot and resolve inquiries timely.
Develop department procedural processes to meet timelines and resolve inefficiencies.
Routinely meet with the department budget analyst to process department payroll and financial transactions relating to general salaries, off/on-campus overtime, events overtime, reimbursements, and chargebacks for all Police/Parking employees.
Enter the appropriate chart field string/account info from InService scheduling software into PeopleSoft for departments charged for event overtime.
Follow up with other CSU payroll coordinators/technicians to track off-campus overtime for police officers.
Serve as lead for payroll system upgrades or new module implementation by analyzing current payroll processes for data integrity, inefficiencies, and compliance risks.
Develop procedures; define future workflows; manage new system rollout while assessing impact and functional requirements; manage UAT (User Acceptance Testing).
Oversee compliance with state and federal regulations.
Complete Student Assistant Job Offer Forms, ensure students complete the hire process prior to working, provide guidance in work assignments, track work schedule and hours worked, and report hours worked to Payroll by the designated deadline.
Ensure timely submission of hours worked for separating student workers due to resignation or dismissal to ensure the student receives pay in compliance with Assembly Bill 2410.
Utilize department lnService software for scheduling and timekeeping for all Police/Parking employees.
Maintain and troubleshoot lnService software.
Provide training, support, and guidance to managerial-level employees.
Integrate payroll process with leave accounting systems and ensure compliance with collective bargaining agreement or internal leave policies.
Lead regular training meetings with new employees, MPPs, lead staff & supervisors to ensure proper time keeping management, evaluate data flow, and strengthen internal controls.
May be required to attend meetings, webinars, conference calls, and trainings related to lnService software.
Provide administrative support to the Patrol, Dispatch, Community Services, Transportation, Operations and Emergency Management divisions of the University Police Department, as needed.
Conduct independent preliminary research and documentation to align projects with UPD’s goals and objectives.
Participate in department meetings, trainings, seminars, conferences, etc., as directed by department HEERA Manager(s).
Participate in on-campus events where Police/Parking employee participation is required during normal working hours, after hours, or on weekends to provide information to visitors, campus stakeholders, campus community members, or community guests.

Benefits

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers.
Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future.
As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.
The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California.
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).
The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.
In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended.
Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
This position is part of the CSUEU bargaining unit 9.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy.
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.
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing.
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
We provide reasonable accommodations to applicants and employees with disabilities.
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin.
Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.