|
| Overview |
| WORKING TITLE
Payroll/Timekeeper
|
PERCENT OF FULL
100
|
DEPARTMENT/PROJECT OVERVIEW
|
POSITION
OVERVIEW
Under general supervision, responsible for the analysis and
coordination of monthly and biweekly payroll and timkeeping
activities totaling over $29M for Auxiliary and Plant Services,
comprised of: Facilities Management; Fleet Services;
Transportation & ParkingServices; Imprints; and the Early
Childhood Education Center. Handle various payroll and
timekeeping functions including: monthly payroll submital for
approximately 600 career employees and biweekly payroll
submittal for approximately 200 student/casual employees;
maintenance and reporting from departmental time collection
system; monitoring and correction of employee leave accrual
reports; manual time adjustments and calculation of final wages,
including earned vacation as required by Federal Wage Law.
Review Payroll file from HBS automated timekeeping system
(reviewing and processing overtime calculations) and send file
to Payroll through ACT connection. Liaison for IT and HBS
timekeeping system, working with IT to make corrections and
prepare/administer audit plan for employee time reporting
related to job costing in excess of $15M. Work closely with
department HR coordinators, workers compensation, benefits and
payroll in the proper accounting and reporting of timekeeping
issues related to employee workers comp and disability income
claims. Reconcile and balance funding for permanent staffing
budget. Review, interpret, explain and advise on
payroll/timekeeping policy and procedures and multiple union
contracts and personnel programs. Recommend training guidelines
and desk procedures. Review ECEC billing information totaling
over $130K monthly and submit files to ISIS and submit bills to
parents of ECEC children. Prepare A/R aging report totaling on
average $50K each month for ECEC business manager. Prepares
Imprint library deposits on a daily basis and also assist with
Transportation and Parking deposits at the parking office.
Prepare A/R billings for Facilities Management and reconciles
A/R operating ledger. Prepares deposits of all checks for
Auxiliary and Plant Services.
|
SPECIAL
CONDITIONS OF EMPLOYMENT
DMV and Background Check Clearance required prior to employment offer.
May be assigned overtime as operationally necessary.
|
EMPLOYEES
DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #,
Status (career, casual, student), %Time
None
|
EMPLOYEES
SUPERVISED THROUGH OTHERS: Name, Payroll Title
None
|
| For use only by
Department HR Contact |
| IS BACKGROUND
CHECK REQUIREDYes
|
IS C.O.I.
DISCLOSURE REQUIRED
No
|
| IS PRE-PLACEMENT
PHYSICAL REQUIREDNo
|
(Dept only)
REQUESTED HEERA
All Others, not Confidential
|
(Central HR
only) APPROVED HEERA
All Others, not Confidential
|
|
|
FUNCTIONS WITH CORRESPONDING TASKS |
|
FUNCTION
NAME
(1.) PAYROLL/TIMEKEEPING OPERATIONS |
%TIME
30% |
ESSENTIAL
True |
TASKS
Responsible for payroll and timekeeping
functions for approximately 800 employees
(includes career, casual, students) totaling
over $29M annually for Auxiliary and Plant
Services (A&PS) including:
· Facilities Management-
- Operations and Maintenance of Plant (O&MP)
- Facilities Management Self-Supporting
Operations
- Facilities Management Warehouse
· Transportation and Parking Services
· Imprints
· Fleet Services
· Early Childhood Development Center
To comply with wage Federal/State Wage &
Hour Laws, calculate final wage payments,
including vacation earning payoff to ensure
that terminated employees are paid properly
for all hours worked and leave time within
legal timelines.
Act as primary liaison with Campus Payroll
Department, A&PS Human Resource Contacts,
Workers Compensation, A&PS Data Entry,
department managers and supervisors,
employees and campus departments to resolve
payroll/timekeeping issues and concerns.
Communicate payroll/timekeeping procedures,
issues and deadlines to all A&PS units.
Work with data entry operators to ensure
that deadlines are met and accurate reports
are generated.
Research, interpret, explain and advise on
payroll/timekeeping policies and procedures;
multiple bargaining unit contracts and
personnel programs. Resolve issues and
questions as necessary.
Work closely with A&PS Human Resource
Contacts, Department Managers, Supervisors,
Workers Compensation, Benefits and Campus
Payroll Office to process worker’s
compensation and disability leave
information including discrepancies in time
worked, leave balances and credits; and time
off work as well as other
payroll/timekeeping matters.
Prepare and administer audit plan to ensure
proper recording of time to internal and
external customers. Prepares audit reports
and recommend improvements to department
supervisors and managers.
Maintain confidentiality of payroll and
personnel information contained in employee
records.
Maintain and audit monthly and year-to-date
total hours worked; determine eligibility
for sick and vacation leave and holiday pay
of union and non-union personnel. |
|
|
FUNCTION
NAME
(2.) REPORTING, ANALYSIS AND PROCEDURES |
%TIME
25% |
ESSENTIAL
True |
TASKS
Reconcile permanent staffing for Facilities
Management, FM Self-Supporting units, FM
Warehouse, Fleet Services, Imprints, CRMS,
TPS and ECEC. Analyze, identify and make
recommendations to correct out-of-balance
items. Work with A&PS HR and Vice
Chancellor's Office for resolution.
Review and report employee daily attendance
records, calculate total exception hours
(overtime, no pay, shift differential, etc.)
and process online payroll for exception
time reporting (career) employees. Report
total hours worked and processes online
payroll for positive time (bi-weekly -
casual and student) employees.
Reconcile sick and vacation leave reports
from computer system against LASRS and
initiate adjustments as necessary.
Reconcile monthly and biweekly Distribution
of Payroll Expense Reports for accurate
accounting information.
Establish timekeeping/payroll training
guidelines and create plans for
implementation.
Maintain various databases; design reports
for payroll and time-reporting purposes
utilizing various computer software
programs, including Microsoft Word, Access,
Excel, HBS and Oracle.
Develop and maintain desk procedures and
other documents necessary for daily
operations of the position. |
|
|
FUNCTION
NAME
(3.) PREPARATON AND RECONCILIATION
PROCEDURES |
%TIME
25% |
ESSENTIAL
True |
TASKS
Prepare and analyze Imprints deposits on
daily basis with cash collected from various
collection areas within Imprints and prepare
deposit slip (approx $500/day) ensuring cash
controls using laptop data collection
software and report from Imprints cash
office in Library.
Prepare and analyze Transportation and
Parking Services cash deposits (averaging
$20K-$40K) from point of sale reports and
cash reported by TPS Cashiers.
Prepare deposits for A&PS departments to
include: key deposits, telephone usage, and
other miscellaneous refunds, etc.
Prepare A/R billings for Facilities
Management, utility and external customers
on a monthly basis in the amount of $3K per
month obtaining data through FM's job
costing system. Reconcile accounts to
operating ledger on a monthly basis using
the ISIS system.
Lead and process ECEC parent billings
totaling aproximately $130K per month
through specialized access application.
Updating monthly fees and after hour costs
to parents.
Review A/R aging report for ECEC totaling on
average of $50K per month and recommend
letters for parents of delinquent accounts
to ECEC Business Manager.
Review Payroll file, (600 records for
monthly and 300 records for each biweekly
file) revise as necessary and submit to ACT
for importing into the Payroll Office
records for wage distributions.
Perform various special accounting and
financial assignments as requested. Example
FTE counts, Reporting of Fire Hours
separately from main system, Year End
reconciliations and many more as needed or
prompted from other Business Offices on
Campus. |
|
|
FUNCTION
NAME
(4.) LEADERSHIP & COMMUNICATION |
%TIME
10% |
ESSENTIAL
True |
TASKS
Provide training and daily direction to
other payroll/timekeeping staff. May assign
and review work of administrative assistants
as needed in order to maintain smooth
operation of Division. Act as lead person in
the absence of Supervisor and delegate
resolution of issues as appropriate.
Participate in setting work standards for
payroll/timekeeping functions.
Point of contact for
Managers/Supervisors/Leads/employees for
payroll and timekeeping questions. Maintain
a professional attitude while answering
questions and maintaining confidentiality of
records.
Screen applicant, interview potential
candidates and recommend candidates for
hire.
Participate in Principles of Community and
Stephen Covey’s 7 Habits Principles. |
|
|
FUNCTION
NAME
(5.) SAFETY & WORK HABITS |
%TIME
10% |
ESSENTIAL
True |
TASKS
Participate in training sessions and
seminars on aspects of payroll and
accounting profession. Maintain proficiency
at current job classification level and
continually update knowledge through course
work, seminars, publications and contacts
with others in the trade.
Promptly reports accidents on the job to
supervisor. |
|
|
|
KNOWLEDGE, SKILLS, AND ABILITIES |
|
|
RELATED FUNCS: |
DESCRIBE KNOWLEDGE, SKILL, ABILITY: |
IMPORTANCE LVL: |
|
| 1 2 3 4 5 |
Demonstrated strong payroll
and accounting skills; knowledge of
accounting procedures; experience with
payroll/timekeeping systems administration;
budget/financial reports; reconcilation and
the accurate processing of large amounts of
data. |
Required |
|
| 1 2 3 4 5 |
Ability to fully analyze
assignments, research and gather data and
information and recommend effective course
of action.
|
Required |
|
| 1 2 3 4 5 |
Ability to efficiently
organize, prioritize and meet established
deadlines. |
Required |
|
| 1 2 3 4 5 |
Working knowledge of PC
based work processing; including
spreadsheets (Excel), word processing
(MS-Word), automated finanical/payroll
systems and database applications
(MS-Access, HBS, Maximo and Oracle). Ability
to understand and utilize strengths of
existing computer system.
|
Required |
|
| 1 2 3 4 5 |
Ability to understand and
assimilate specific material regarding
automated systems and complex software
applications.
|
Required |
|
| 1 2 3 4 5 |
Proven ability to analyze
complex pay records, personnel forms and
payroll time records to initiate payments or
correct errors. |
Required |
|
| 1 2 3 4 5 |
Skill in performing detailed
and complex tasks and procedures accurately.
|
Required |
|
| 1 2 3 4 |
Ability to understand
developments in staff policy and procedure
and understand their effects on departmental
procedures.
|
Required |
|
| 1 2 3 4 5 |
Skill in prioritizing a
variety of administrative transactions,
anticipate needs and provide solutions for
supervisors approval where precedent may not
exist. |
Required |
|
| 1 2 3 4 |
Working knowledge of staff
PPM’s including ability to understand,
interpret, explain and apply PPM’s, as well
as applicable union contracts.
|
Acquired |
|
| 1 2 3 4 5 |
Ability to interact with
diverse staff either on campus on within the
outside community
through effective oral and written
communication.
|
Required |
|
| 1 2 3 4 |
Knowledge of UCSD Payroll
and Personnel practices and forms
processing. |
Required |
|
| 1 2 3 4 5 |
Ability to lead other staff
in processing payroll and accounting of ECEC
billings. |
Required |
|
| 1 2 3 4 5 |
Ability to reconcile various
systems with data output. |
Required |
|
| 1 2 3 4 5 |
Comprehensive understanding
and ability to apply Departmental and
University policies
and procedures.
|
Acquired |
|
| 1 2 3 4 5 |
Ability to exercise sound,
independent judgment and respond quickly to
emergency
situations.
|
Required |
|
| 1 2 3 4 5 |
Strong written skills;
ability to compose documents, reports,
letters and office memoranda utilizing
appropriate formats and styles.
|
Required |
|
|
|
|
|
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