HRIS & Payroll Manager

Position Purpose

The HRIS & Payroll Manager under the administrative direction of the Director of Talent Acquisition, Classification and Compensation, is responsible for the day-to-day operations and coordination of payroll and HRIS functions for the university. This role ensures the timely and accurate processing of payroll for all employee groups, in compliance with federal and state laws, collective bargaining agreements, and CSU policies and procedures. The role serves as a key liaison with the State Controller’s Office (SCO), Chancellor’s Office, Human Resources, Faculty Affairs, and other internal and external stakeholders on all payroll-related matters.

Duties & Responsibilities

• Coordinate and oversee the end-to-end processing of payroll transactions for all employee groups, ensuring accuracy, timeliness, and compliance with applicable policies and regulations.
• Manage payroll actions including appointments, status changes, leaves, promotions, separations, retirements, settlements, and related transactions.
• Review and resolve complex payroll issues.
• Oversee and administer pay adjustments such as garnishments, docks, retroactive pay, and other compensation corrections.
• Maintain and audit attendance data using the Absence Management system.
• Provide guidance and serve as escalation point to staff processing employment verification requests to ensure accuracy, consistency, and compliance with applicable policies and procedures.
• Oversee and administer loan forgiveness program requests, including the review, processing, and certification of employment information to ensure accuracy, timeliness and compliance with program requirements.
• Reconcile payroll-related financial records, including revolving fund accounts, receivables, and retroactivity reports.
• Analyze and resolve accounts receivable issues, including causes of overpayment/errors and follow up with timely communication.
• Develop and maintain the annual payroll calendar.
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HRIS Systems & Data Management

• Support administration of CHRS and payroll systems to ensure data integrity, functionality, and system performance.
• Test and implement system updates, enhancements, and fixes; maintain table setups and configurations.
• Serve as system security administrator for payroll-related platforms and tools including managing authorization records for payroll certifications and check distribution.
• Establish and support functional requirements, testing protocols, and data validation standards for system updates, patches, and new functionality.
• Generate and analyze reports using campus and systemwide data tools to support operations and decision-making.
• Oversee the entry and maintenance of employee data in CHRS, ensuring compliance with applicable policies, procedures, and collective bargaining unit agreements, prior to PIMS entry.
• This includes but is not limited to new hires, data changes, mass updates, separations, and leave of absence determination.
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Compliance, Auditing, & Data Integrity

• Ensure payroll operations comply with federal and state wage and tax laws, CSU policies, and collective bargaining agreements.
• Oversee the accuracy and timely entry of personnel and payroll transactions into relevant databases.
• Interpret and apply policies, regulations, collective bargaining agreements, and technical directives governing payroll operations.
• Identify and resolve payroll discrepancies through research, analysis, and collaboration with Human Resources, Faculty Affairs, and external agencies.
• Oversee data clean up across HR systems to maintain data integrity (i.e. CHRS, PageUp, ADP, and PIMS).
• Anticipate payroll and system impacts resulting from changes in union contracts and regulatory requirements; recommend operational adjustments.
• Perform internal audits to identify and resolve discrepancies, strengthen controls, ensure compliance with policies and regulations, and improve overall accuracy and efficiency.
• Serve as the primary campus contact for CHRS and payroll-related inquiries, training, testing, and procedural updates from the State Controller’s Office and other regulatory bodies.
• Serve as the designated HR/payroll representative for internal and external audits involving payroll records and processes.
• Maintain payroll and HR records (i.e. OnBase) in compliance with retention and confidentiality standards.
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Staff Supervision & Leadership

• Lead and supervise assigned staff by providing direction, managing workloads, reviewing work, and assigning priorities.
• Participate in the recruitment, hiring, and onboarding of new staff.
• Provide ongoing training and professional development opportunities to enhance staff skills and knowledge.
• Conduct performance evaluations, provide feedback, and recognize contributions.
• Collaborate with team members to establish goals and objectives in alignment with departmental priorities.
• Address and resolve conflicts and mediate issues within the team and between stakeholders, in coordination with the Director as needed.
• Support the implementation of systemwide initiatives or regulatory changes impacting payroll and HR operations.
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Required Qualifications

• Educational Requirement: Equivalent to a Bachelor’s degree from an accredited college or university in human resources, public administration, business administration, accounting, finance, or a related field.
• Experience Requirement: Minimum of three (3) years of progressively responsible experience in payroll and personnel transaction processing, including one (1) year in a lead or supervisory role.
• Additional Qualifications: Comprehensive knowledge of CSU policies, procedures, programs, guidelines, applicable state and federal laws, educational codes, and collective bargaining agreements including but not limited to the Uniform State Payroll Procedures Manual, Personnel Information Management System, CalPERS Manual, Executive Orders, and Technical Letters published by the Chancellor’s Office.
• Skills: Ability to successfully lead others, train, and schedule workload and assignments; comprehensive knowledge of general office methods, practices, and procedures; ability to independently draft and satisfactorily prepare and reconcile pay and personnel transaction reports of staffing, classifications, and employee deductions and salary patterns; ability to independently organize work, set priorities, and meet critical deadlines; ability to maintain a high level of confidentiality with all data and sensitive materials; ability to research, analyze, explore solutions, and present complex concepts and analysis to make recommendations for changes to existing processes and procedures; ability to prepare and implement training programs for others on payroll/personnel/benefit transactions; ability to perform advanced arithmetical calculations, rapidly and accurately work with numbers, names, codes, and symbols; ability to audit and reconcile data; interpret and apply written rules and regulations; review detailed numerical records of transactions to identify, trace, and correct processing errors; demonstrated customer service experience requiring a very high level of diplomacy and professionalism; ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems; ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds; excellent communication skills; ability to effectively communicate information in a clear and understandable manner; thorough knowledge of English grammar, spelling, and punctuation; ability to interpret, communicate and apply policies and procedures; ability to maintain a high degree of confidentiality; excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines; excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email; working knowledge of or ability to quickly learn University infrastructure; willingness to travel and attend training programs off-site for occasional professional development; ability to work occasional holidays and adjust work schedules.
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