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Service Operations Specialist - Payroll

University of California Santa Cruz

Details

Posted:

October 20, 2020

Location:

Santa Cruz, California

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Salary:

Open

Categories:

Financial, Staff/Administrative

Service Operations Specialist - Payroll

Location: Scotts Valley
Job ID: 11531

Initial Review Date (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

Initial Review Date (IRD): 11-05-2020

Dept Marketing Statement
The University of California, Santa Cruz (UCSC) values and supports every person in an atmosphere of civility, honesty, cooperation, professionalism and fairness. We embrace diversity in all its forms and strive for an inclusive community that fosters an open, enlightened and productive environment. Staff Human Resources (SHR) is a service organization and we represent the University of California to our customers and to the public. Our goal is to partner with our customers by promoting dialogue at every opportunity so that, together, we can achieve the most appropriate human resources solutions. We demonstrate professionalism in our words and actions in order to provide consistent, reliable, and compliant resolutions.

Under the direction of the SHR Operations Manager and Supervisor, the Operations Service Specialist serves the campus by performing a broad range of payroll and human resource activities related to staff and non-academic student employees.

This includes the preparation and maintenance of time and attendance reporting records and systems, online administration of personnel actions and pay adjustments, student employment, customer service, general human resource support and records management. Work is performed within a service delivery group and as part of the Staff Human Resources Operations organization.

Pay, Benefits, & Work Schedule
Salary: $23.92 - $25.03/hourly; salary upon hire is commensurate with skills, qualifications and experience
Benefits Level Eligibility: Full
Schedule Information:
Full-time, 40 hours weekly
Works Mon-Fri, Day Shift
Employee Classification: Career
Job End Date: None
Work Location: Scotts Valley; the selected candiate will work remotely from home until on-site work resumes
Union Representation: CX - Clerical Employees

Job Duties
40% Payroll Administration

Administer staff and student employee time and attendance reporting for the campus by using the web-based enterprise time and attendance system or other approved reporting systems to collect, audit and reconcile time and attendance records and follow operating procedures with attention to detail and adherence to deadlines.
Review, analyze, prepare, process and audit monthly and biweekly payrolls, salary adjustments, additional and one-time payments, late payments, final checks, and overpayments.
Maintain up-to-date tracking tools for vacation accrual maximums, calculation of vacation and sick accruals, compensatory time, etc. Calculate and track overtime, other supplemental pay, leave usage and accrual according to policies, procedures and collective bargaining agreements.
Review a variety of time and attendance actions and transactions performed by others to insure appropriate and accurate compensation and benefits of staff and student employees. System update review is performed with a broad knowledge of relevant policies, procedures and bargaining agreements, as well as knowledge of the functionality of the personnel/payroll and time and attendance systems.
Process retroactive salary actions and online entry updates as necessary due to wage implementations.
Ensure appropriate backup documentation is complete and received prior to processing any pay transactions and online entry updates.
Research and resolve problems and discrepancies. This includes, but is not limited to: time and attendance, salary adjustments, additional payments, and student employment.

25% Personnel Action Administration

Duties/Responsibilities: Perform accurate and informed online entry update and/or review of all delegated personnel actions (including new hires, rehires, change in funding, title, percentages of time or employment status, extensions, separations, limited to career actions, etc.) using the personnel/payroll system.
Review a variety of personnel transactions performed by others to insure appropriate and accurate compensation and benefits of staff and student employees. System update review is performed with a broad knowledge of relevant policies, procedures and bargaining agreements, as well as knowledge of the functionality of the personnel/payroll system.
Track compliance with policies and procedures such as extensions of employment for staff and student employees, ensuring proper leave codes, etc.
Manage the extension and separation process for student employees independently and in partnership with Employee and Labor Relations Analysts for staff employees.

20% HR Support and Policy Application

Advise and explain personnel and payroll transactions and respond to requests for information and assistance from campus constituents.
Interpret and accurately apply HR policies, procedures and collective bargaining agreements and communicate to supervisors and staff as needed to ensure compliance in accurately applying HR and time and attendance policies.
Support supervisors in the hiring of students and maintenance of student appointments. Maintain job requisitions in the student recruitment system and help to facilitate appropriate use by campus clients.
Refer staff and management to appropriate resources.
Serve as liaison with other campus offices: Career Center, Payroll, Financial Aid, etc.

10% Records Management

Maintain and utilize HR data in campus HR systems and databases.
Produce reports and reconcile data (e.g., Federal Insurance Contributions Act (FICA) listings, work-study, maximum vacation notices, etc.) as needed and coordinate information with others.
Manage the personnel records for designated populations and administer the HR office-of-record function for time and attendance records.

5% Other

Provide support in the processing of merit, wage implementations and award programs.
Participate on workgroups and projects in support of SHR, campus-wide and divisional initiatives.
Participate in special projects and represent SHR Operations on committees at the request of the Operations Manager or Supervisor.
Provide general administrative support to various Staff HR sub-units as needed, which may involve leading and directing student or temporary employees.
Attend and participate in unit, divisional and/or campus meetings and training.
Proactively promote safety at work, and promptly report actual and potential accidents and injuries.

Required Qualifications

Proficiency performing accounting, banking or payroll functions or related work experience.
Experience using standard computing tools i.e. Microsoft Word, Excel, email and the Internet.
Experience using spreadsheets, web-based systems and/or databases to track and audit information, and generate reports.
Good writing skills with the ability to produce correspondence and reports using accurate grammar, style and punctuation.
Strong verbal communication skills with an ability to comprehend, interpret and relate with clarity and accuracy technical or procedural information.
Ability to perform mathematical computations rapidly and accurately.
Ability to understand, interpret, consistently apply and effectively explain a wide variety of complex and detailed policies and procedures.
Ability to use decision-making skills to offer options and resolve problems in a variety of contexts.
Ability to follow through and complete assignments independently, and work cooperatively and productively within a team environment.
Ability to interact effectively with diverse populations at all levels of the organization.
Ability to work in a professional manner with access to confidential and other data types.
Customer-oriented: ability to listen and anticipate the needs of customers; responds quickly to customer problems.
Organized: ability to plan, organize and monitor tasks according to priorities and work schedules to meet critical deadlines.
Detail Oriented: ability to maintain strict attention to detail with a high degree of accuracy.
Adaptable: flexible with the ability to shift among competing tasks and maintain poise in a rapidly changing environment.
Active Listener: ability to process information without rushing to a conclusion; give feedback to confirm understanding.
Diplomatic: ability to handle sensitive information with discretion and tact.
Analytical: ability to analyze problems in a systematic way, identifying alternatives before taking action.
Continuous Learner: ability to learn new things, welcoming feedback in an effort to improve skills and knowledge.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=11531&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

Internal Number: 2028373

About University of California Santa Cruz

UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.

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