University Police Department (UPD) - Payroll Coordinator

Cal Poly Pomona•Pomona, CA

7d•$5,274 - $5,709•Onsite

About The Position

The University Police Department (UPD) at Cal Poly Pomona is seeking a Payroll Coordinator. This role is crucial for managing the payroll process for sworn and civilian staff, as well as student assistants. The department is operational 24/7 and is responsible for law enforcement, physical security, and emergency response on campus. The Payroll Coordinator will work within the Administrative Affairs Division, ensuring accurate and timely payroll completion while adhering to CSU policies and collective bargaining agreements. This position also involves managing leave accounting, generating timesheets, and serving as a subject matter expert for the InService Workforce Management Software.

Requirements

Bachelor's Degree OR 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.
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 to establish and maintain 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.
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.
Ability 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).
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 using InService management software.
Prepare payroll documents for sworn and civilian staff who work alternate and complex work schedules.
Prepare attendance reports and timesheets on a monthly basis for Payroll Services.
Coordinate workflow with department leads and HEERA manager(s) to track overtime, reimbursements, and chargebacks.
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.
Respond to employee inquiries 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 collective bargaining unit agreements and federal/state laws.
Liaise 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.
Meet with the department budget analyst to process department payroll and financial transactions.
Enter 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, developing procedures, defining future workflows, managing UAT (User Acceptance Testing).
Oversee compliance with state and federal regulations.
Complete Student Assistant Job Offer Forms, ensure students complete the hire process, provide guidance, track work schedule and hours worked, and report hours worked to Payroll.
Ensure timely submission of hours worked for separating student workers.
Utilize department InService software for scheduling and timekeeping for all Police/Parking employees.
Maintain and troubleshoot InService software.
Provide training, support, and guidance to managerial-level employees on InService software.
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.
Attend meetings, webinars, conference calls, and trainings related to InService software.
Provide administrative support to the Patrol, Dispatch, Community Services, Transportation, Operations and Emergency Management divisions of the University Police Department, as needed.
Participate in on-campus events where Police/Parking employee participation is required to provide information.