Assistant Payroll Manager/Staff Development Coordinator

Irvine, Orange County
May 14, 2014
Jobs Outside Higher Education
Businesses & Consultants
Department: Housing
Req No.: 2014-0428
Location: UCI Campus - Irvine

Job Summary

Under the supervision of the Director of Finance & Business Operations in Housing Administrative Services, provide payroll administration, time-reporting, personnel record management, and staff training & development program analysis and support for a comprehensive department that employs approximately 600 professional and student staff positions. Serve as back-up and primary support to the Payroll & Human Resources Manager, assisting with comprehensive Bi-weekly (BW) and Monthly (MO) payroll, on-boarding and time-reporting. Assist with the facilitation of large group new hire processes. Independently analyze and troubleshoot payroll issues and effectively respond to employee payroll inquiries in a timely and professional manner. Responsible for accurate personnel record management utilizing campus payroll-personnel software systems and applicable personnel policies and procedures. Coordinate and provide analysis of department-wide staff training and development programs. Independently serve in all capacities of payroll administration, hiring, on-boarding and time-reporting for the department in the absence of the Payroll & Human Resources Manager.


Salary: Hourly Range $20.31 -$26.50

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.


Click here to see the Housing website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 60%
Payroll Personnel & Time Reporting System Administration
Provide comprehensive payroll administration and time reporting support as the primary back-up to the Payroll & Human Resources Manager.  Independently serve in all capacities of payroll administration, processing and time reporting for the department in the absence of the Payroll & Human Resources Manager.  
Provide analytical support and administrative coordination in the processing of wide-ranging payroll and personnel actions using appropriate University computerized payroll systems such as the Web Employee Database System (EDB) and the Payroll/Personnel System (PPS) for over 200 career, limited term, By Agreement (BYA), international, and contract positions as well as approximately 400 career-restricted student staff positions.  
Serve as mandatory PAN reviewer for departmental payroll transactions.
In consultation with the Payroll & Human Resources Manager, prepare official employment documents and execute online personnel processes related to new hires, rehires, leave of absences, separations, salary adjustments, and terminations; including the prearrangement of final separation paychecks consistent with required university policies and procedures.
Update the PPS/EDB system with changes in leave accrual codes, reclassifications, equity increases and merit adjustments, as directed.
Assist with new employee hiring and onboarding processes. Ensure all new employees are provided with applicable employment resources and personnel policies and procedures at the time of their initial employment sign-up.  Distribute new career employee orientation checklists informing employee of staff responsibilities and processes; including new staff orientation, UCINetID sign-up, background check procedures and Access Financial Systems.
Assist hiring managers with recruitment processes and the initiation of required background checks.  Follow-up with central Human Resources (HR) and UCI Police Department officials in a timely manner concerning receipt of final background check reports to affirm employment.  Distribute documents to employee personnel file.
Assist in the coordination of large group employment sign-ups, including the mass student hiring sessions occurring in March, May and Sept.  Collect new hire employment materials and evaluate employment documents for validity and accuracy.
Determine appropriate action for entering accurate appointment information into PPS/EDB such as title code, % of time, begin and end dates, funding changes and account information.  Calculate and verify proposed pay rates. Obtain advance approval for all payroll-personnel actions entered into PPS/EDB. Maintain proper personnel documentation in personnel files.
Assist in processing payroll transactions for monthly and bi-weekly payroll, late-time reporting, additional pay, time reduction, intercampus and one-time payments, salary adjustments for retro-active payments, and other personnel actions, as needed.
Create and modify TRS profiles, updating assignment of supervisor designations for all new hires and subsequent changes in roles, as needed.  Update information such as assigned staff schedules and work hours.
Independently analyze and process biweekly student timesheets in the Time Reporting system (TRS).  
In consultation with the Payroll & HR Manager, assist with processing career and professional staff timesheets in TRS. Use timesheet report tracking logs and other appropriate resources to verify submission/collection of timesheets.  Analyze accuracy of leave usage and accruals as permitted by applicable payroll policies and procedures.
Analyze payroll issues, research possible solutions and in consultation with the Payroll & Human Resources Manager, provide payroll policy and procedure advice to Housing staff and supervisors.  
Attend regular trainings, seminars and workshops conducted by central Human Resources and UC Learning Center in order to keep abreast of pertinent payroll-personnel policies and procedures.  
Stay current on payroll policy issues and impending policy decisions that may impact salary pay scales.  Advise Director of Finance & Business Operations of pertinent issues.
Job Essential Function 2
Percent of Time: 15%
Personnel Record Management
Assemble new hire personnel files consisting of labeling and photocopying documents for required, multi-level personnel files.  Using the EROS system, create appropriate cover sheets and forward appropriate documentation to the central Payroll Office in a timely manner for scanning into employee's online personnel file.  
Audit personnel files to ensure proper migration to EROS system. This includes, but is not limited to, purging files of materials that are past retention dates and reviewing files to ensure required materials are correctly in place.
Independently utilize the University website and other resources as applicable to determine personnel contact information in other campus departments to manage confidential inter-campus personnel file transfers for new and ending appointments.
Job Essential Function 3
Percent of Time: 25%
Training & Development Program Analysis and Special Projects
In consultation with the Director of Finance & Business Operations, perform a variety of special projects involving research, data gathering, analysis of information and recommendation of strategies related to departmental staff training programs.
Independently prepare comprehensive staffing & payroll reports, including salary & classification analysis reports used for decision-making in salary equity reviews. Make salary recommendations based on findings.  
Assist Director of Finance & Business Operations in the tracking and updating all staff provisions for vacant positions.
Analyze current pay-rates by conducting surveys of various classifications, including student staff titles, to ensure logic, consistency and compliance with payroll policies and procedures.
Facilitate regular website updates on Housing s HR Staff Resources page related to payroll policies, procedures and protocols, including monthly updates of the departmental organization charts.  
Assist in the coordination of campus partners and external constituents to conduct departmental training in various subject areas.  Facilitate training sessions for various classifications throughout the department.  
Track professional development data, including participant information, classification, unit and categories of requested training.  Conduct analysis and, based on findings, make recommendations on departmental training needs in specific subject areas or for specific classifications.
Retrieve data related to Human Resources and EH&S notifications to the department regarding status of completion of required staff training such as Code of Ethics, Sexual Harassment Prevention and Effective Supervision.  Prepare reports outlining staff members  progress toward satisfying training requirements.
Calculate service credits and update employee leave accruals as needed in PPS/EDB.    
Assist with the annual performance evaluation process: notifying staff of deadlines, facilitating the collection of completed documents, and obtaining departmental signatures.   Create and maintain personnel reports to track annual performance evaluation rating data for coding into PPS/EDB.  
Prepare ongoing recruitment & hiring reports for analysis and assessment of staffing needs.
Assist with the annual review and collection of data related to staff titles to ensure proper designation of supervisory classification/title codes.
Facilitate the annual collection of Comp Time selection information on behalf of non-exempt employees for reporting and updates to PPS/EDB.
Other duties as assigned.
3-5 years of relevant job experience managing comprehensive payroll and time reporting    for a staff of comparable size and complexity.                  
Proven ability to successfully work independently utilizing applicable technology and resources.    
Demonstrated experience working effectively in a fast-paced, high-work volume work setting.    
Ability to maintain confidential records while ensuring confidentiality of information.      
Operative use of computer software and systems such as UCI s Payroll Personnel System, Word,
Excel, and Data Warehouse, or comparable.                     
Excellent organizational and time management skills to prioritize assignments when faced
with heavy workloads, competing deadlines and contending requests for service.      
Excellent customer service and verbal communication skills.               
Excellent interpersonal skills to interact effectively & cooperatively with a wide variety of staff.   
Demonstrated ability to write professional correspondence, procedural and analytical reports.   
Ability to analyze situations, define problems, and formulate recommendations for action.
Familiar with University Payroll and Time Reporting Systems               
Knowledge of UCI payroll personnel policies and procedure               
Bi-lingual in Spanish
Will Train:
Student Housing Hiring Process
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Occasionally
Handle Objects: Occasionally
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Occasionally
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Frequently
Perform Calculations: Constantly
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not ApplicablePI77411640