Workforce Administration Analyst

CSU Careers•Pomona, CA

5d•Onsite

About The Position

Payroll Services is responsible for updating and maintaining accurate personal and employment data; managing leave accounting and time, and attendance records; counseling employees; approving and administering medical and personal leaves of absence; and processing all types of pay for all categories of California State University employees. The department ensures compliance with applicable CSU policies, collective bargaining agreements, and state and federal regulations. All data related to these functions are maintained in the State Controller’s Office Personnel Information Management System (SCO PIMS) and the campus PeopleSoft HCM database.

Requirements

Bachelor's Degree - Equivalent to a bachelor’s degree in a related field
Two years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
Working skills and knowledge of accounting, finance, business administration, and/or related roles.
Working knowledge and understanding in the appropriate use of payroll principles, practices, and regulations, including tax withholding, benefits and retirement administration, and payroll compliance.
Strong analytical and problem-solving skills, with the ability to identify and resolve complex payroll discrepancies.
Knowledge of relevant laws, regulations, and compliance requirements related to payroll, including in-depth knowledge of payroll laws and regulations in the higher education industry.
High level of integrity and ethical conduct in handling financial transactions and sensitive information.
Ability to train others on new skills and procedures and provide lead work direction.

Nice To Haves

Equivalent to two to four years of experience preparing and processing personnel and payroll documentation, preferably within the California State University system.
Demonstrated experience working in an institutional or educational environment with a strong customer-oriented approach.
Experience with PeopleSoft Workforce Administration, Time and Labor, and/or Absence Management is preferred, as is CPP certification.
Demonstrated ability to review payroll and employment data, identify discrepancies, and research issues in accordance with established CSU policies and collective bargaining agreements.
The incumbent must be able to apply established policies, procedures, and guidelines related to payroll and employment transactions; organize work, set priorities, and meet deadlines; establish and maintain effective working relationships; perform mathematical calculations; work independently; make accurate and timely transactional decisions related to payroll activities; use current word processing and spreadsheet software, web browsers, electronic calendaring programs, HRIS, and data management systems; and read and write at a level appropriate to the position.

Responsibilities

Participates in the ongoing support and processing of workforce administration operations for all CSU employment categories, both represented and non-represented (eleven bargaining units).
Provides guidance and assistance to the campus community, Human Resources, Benefits, and Payroll teams regarding routine transactional inquiries involving the Workforce Administration module.
Responds to routine questions related to the Workforce Administration module (PeopleSoft) and associated procedures.
Performs accurate data entry of HR information, including new hire processing, job data changes, terminations, and mass changes.
Reviews and verifies data changes submitted through the self-service portal.
Processes employee data changes and corrections as requested or as identified through routine data reviews.
Maintains and updates data entry procedures as needed.
Processes and reviews a variety of payroll-related transactions in PeopleSoft and the State Controller’s Office (SCO) PIMS databases.
Works with Budget Services on position and job data changes to ensure updates are accurately reflected in employee records in both PeopleSoft and PIMS.
Reviews documentation related to historical employment and pay data, including furloughs, salary programs, and other special programs.
Reviews and processes payroll transactions for all pay plans to generate pay for staff, faculty, rehired annuitants, and student assistant employees, including final settlements, academic adjustments, overtime, shift differentials, stipends, excess hours, and other types of pay in accordance with FLSA and collective bargaining agreements.
Reviews all regular pay for accuracy prior to releasing payments.
Researches and processes documentation to correct any pay issued incorrectly, which may include establishing accounts receivable, transferring funds, and/or requesting supplemental pay.
Applies working knowledge of payroll procedures to process non-industrial disability and workers’ compensation transactions, including the coordination and review of documentation with the campus Leave & Workers’ Compensation Coordinator, the Employment Development Department, and the State Controller’s Office, which may involve CSU leave programs.
Provides information to employees on pay and benefit options related to non-industrial leaves.
Processes other pay-related documentation, including address changes, direct deposit enrollments and changes, docks, garnishments, levies, tax-related fringe benefits, and tax withholding changes.
Reviews salary advance and accounts receivable reports.
Maintains working knowledge of how payroll data relates to Form W-2, labor cost distribution, and other management and budget reporting.
Reviews detailed numerical records and transactions to identify deviations from applicable policies and procedures, and makes corrections in accordance with established guidelines.
Reviews the accuracy of permanent file loads (mass updates) from the State Controller’s Office (SCO) system to HCM PeopleSoft.
Researches and resolves discrepancies.
Generates HCM PeopleSoft documentation for payroll staff for the purpose of updating personal and employment data in the SCO system.
Serves as a functional resource for Workforce Administration (WFA) and CSU Temporary Faculty.
Assists with testing system upgrades and fixes related to Workforce Administration and participates in systemwide WFA and Temporary Faculty user group meetings.
Provides input on business process improvements and maintains working knowledge of CSU systemwide HR database procedures.
Participates in CHRS system activities and processes transactions in accordance with established procedures.
Supports ongoing data review and standardization efforts to maintain accurate employee records.
calculates, processes, and reviews leave benefits, including vacation, sick leave, holidays, overtime, CTO, FML, military leave, bereavement, and jury duty, as well as state service dates.
Processes adjustments as necessary, including catastrophic leave donations; enters absences and time on behalf of employees on an exception basis; and provides guidance to department managers and timekeepers.
Notifies departments when leave usage requires review and when corrections are needed.
Calculates plus and minus pay periods for employees working irregular schedules and monitors hours worked by intermittent employees to determine CalPERS membership eligibility.
Updates HR PeopleSoft records with temporary faculty hires and employment changes, including uploading, reviewing, and correcting discrepancies related to effective dates of appointments, salary, FTE, and rank in coordination with academic department coordinators and Faculty Affairs.
Provides backup support to Payroll Technicians during staff shortages and/or periods of increased workload, which may require a temporary shift in job duties resulting in a higher percentage of payroll technician responsibilities on a short-term basis.
Provides customer service by responding to inquiries from employees, departments, and other organizations related to the department’s functions.
Provides general explanations regarding various employee benefits, including CalPERS eligibility, vacation and sick leave accruals, Social Security and Medicare taxes, pay periods, and holidays.
Assists with unemployment benefit audits and data requests, employment verification, and other inquiries related to pay and employment.
Maintains I-9 forms, designee forms, Data Access and Confidentiality forms, non-resident alien documentation, emergency contact information, retirement forms, employment surveys, personal data forms, and Oath of Allegiance forms.
Processes clearance forms for separating employees.
Conducts routine reviews of HR data and records for accuracy and completeness.
Monitors record-keeping and data entry procedures for accuracy and updates procedures as needed to support operational efficiency.
Maintains official employee records and other mandated documents in compliance with federal and state legislation.
Maintains HR data record standards, including job status, job codes, time entry codes, job titles, and pay grades.
Provides data and documentation in response to subpoenas, audits, and requests from local, state, and federal agencies.
Performs weekly and monthly data reviews of personal and job data to ensure synchronization between the State Controller’s Office Personnel Information Management System (SCO PIMS) and the PeopleSoft HCM system and to ensure compliance with CHRS data requirements.
Works with the reporting team to assist in preparing employee data reports as mandated by county, state, and federal regulations to support the campus community, payroll, absence management, time and labor, and human resources functions.
Performs other duties as assigned in support of Payroll Services operations.
All functions of this position must be performed at the Cal Poly Pomona worksite