Payroll Accounting and Administrative Specialist (7376U) - 10120

Payroll Accounting and Administrative Specialist (7376U) - 10120 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Application Review Date

The First Review Date for this job is: September 4, 2020

Departmental Overview

The Department of Mathematics at Berkeley is generally recognized as one of the broadest, liveliest, and most distinguished departments of mathematics in the world. With approximately 55 regular faculty members representing most of the major fields of current research, along with 25 to 30 post-doctoral scholars, 180 graduate students, over 800 undergraduate majors, one of the finest mathematics libraries in the nation, and situated in a favorable climate in one of America's most exciting and cosmopolitan centers for mathematics research and teaching, Berkeley has become a favorite location for the study of mathematics by students and faculty from all over the world.

Since 1925, when the quality of its mathematics faculty was ranked eleventh in the nation by the American Council of Education, Berkeley improved dramatically, reaching fourth place in 1957, and second place in 1964. It achieved an unsurpassed ranking in 1970, which was reaffirmed in the most recent 1995 survey.

The Department of Mathematics is rated one of the top academic and research programs in the country. It is one of the largest teaching units in the College of Letters and Science. This is a collegial department that stresses a supportive working environment and prides itself in building community between faculty, staff, students and the general public. Reporting directly to the Department Manager, the Administrative Officer 2 is an intermediate professional that applies acquired job skills, policies and procedures to administer defined operational programs in payroll, reconciliation, HRIS Systems administration, and human resources for the Department. Completes substantive assignments of moderate scope and complexity. Analyzes and resolves problems, exercises judgment within defined guidelines to determine appropriate action, while providing excellent customer service.


Administers various financial, payroll, and HR functions including, but not limited to:
  • Initial personnel actions such as requesting the hiring of more than 150 GSIs, 30-40 GSRs, 40 readers and 2 -3 work-study assistants each academic semester.
  • Provides information to Region HR counterpart through the Smartsheet including: position number, ASE's title, step, effective date, and percentage.
  • Maintains and creates Department UC Path position numbers.
  • Enters funding for position numbers and completes direct retros for funding updates.
  • Coordinates with Department Student Services staff on the course assignments, GSI's, and Reader's s appointments with fee remissions.
  • Coordinates with assigned Research Administrators on GSR's appointment and fee remissions.
  • Coordinates with course scheduler/ student advisor 4 for summer session GSIs, Lecturers and Readers hiring, sends hiring request to E-Hire system.
  • Posts student assistant jobs into Work-Study website, processes referral and hiring of the work-study student assistants.
  • Creates tickets in ServiceNow for all staff, GSIs, GSRs, Readers record changes and UC Path entry/record corrections and adjustments that cannot be completed by incumbent.
  • Follows up on outstanding ServiceNow tickets as-needed.
  • Reviews employees appointments on a regular basis.
  • Initiates and completes terminating appointments, extensions, and title changes.
  • Submits overpayment recovery in UC Path. Requests replacement of lost paycheck for GSR/GSI, reader.
  • Processes damage payment report for GSR/GSI who start work before signing the hiring documents.

Gathers and analyzes financial and other resource data for the purpose of:
    Preparing reports for analysis of operational activities, evaluation of current and proposed services. Reviewing and reconciling department payroll expenses/benefits monthly to insure key financial controls are completed. Calculating late onboarding GSI/GSR ‘s percentages in keeping with Region/Campus late onboarding policy.
  • As the Department CalTime timekeeper the incumbent tracks staff attendance (sick, vacation, administrative leave and other leaves) and works with central HR/UC Path on any corrections needed.
  • Functions as a resource on issues such as researching complex financial discrepancies; over and under-payments, escalates Region customer service problems and concerns to Region partners and/or Region supervisors.
  • Processes awards payment through Student Information System including, but not limited to, stipends and fee/tuition payment for RTG Participant support stipend recipients.
  • Also processes UGSI's fee/tuition payment and other department awards.
  • Acts as the backup to the department facility coordinator and secures and closes 9th floor patio daily, and aids in opening and closing department classrooms and seminar rooms when needed.
  • Acts as backup to staff accountant and department manager to approve financial journals.
  • Serves on interview committees for staff hiring.
  • Participants annually in Department commencement execution.
  • Organizes and stores staff personnel records.
  • Completes training classes and career development classes to improve skills.

Required Qualifications
  • Working knowledge of or ability to quickly learn common Campus-specific and other computer application programs.
  • Familiarity with or ability to quickly learn the UCB report system including CalAnswer, Cognos Reports (UCPath), Caltime leave accrual report, is preferred.
  • Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
  • Solid organizational skills and ability to multi-task with demanding timeframes.
  • Ability to use discretion and maintain confidentiality.
  • Ability to use sound judgment and think critically in responding to issues and concerns.
  • Working knowledge of many payroll processes, policies, and procedures.
  • Knowledge of or ability to learn and understand Campus processes, procedures, rules and regulations.
  • Utilizes problem solving, problem identification, and reasoning skills.
  • Ability to learn new systems and processes.

  • Bachelors degree in related area and/or equivalent experience/training.

Salary & Benefits

This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $31.13 - $34.49.

For information on the comprehensive benefits package offered by the University visit:

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
For the complete University of California nondiscrimination and affirmative action policy see:

To apply, visit

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