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Payroll Job Description

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 REQUIRED
  • Yes
  • IS C.O.I. DISCLOSURE REQUIRED
  • No
  • IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
  • (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
    1. Payroll Coordinator
    2. Payroll Director

    Next: Payroll Assistant II


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