Payroll Professional

Classification: Payroll Professional | Union Code: R09 | Full-time, 12-month, On-site

About the role

Within the division of People & Culture, Payroll Services is responsible for the accurate and timely processing of payroll and the reconciliation of time and attendance records for CSU Bakersfield employees and employees of campus-affiliated auxiliary organizations. Under general supervision of the HRIS & Payroll Manager, the Payroll Professional performs professional payroll activities of moderate technical scope and complexity. The position administers assigned functions in the PeopleSoft Absence Management and Time and Labor modules; processes semi-monthly payroll for the CSUB Auxiliary for Sponsored Programs Administration (SPA) and the CSUB Foundation; performs payroll and leave reconciliations; and provides backup payroll processing support. The position independently completes most day-to-day assignments using established university, CSU, state, and federal requirements; analyzes discrepancies; makes payroll corrections; recommends process improvements; and provides training and guidance to campus partners on established payroll procedures. New assignments, projects, and unusual or highly complex matters receive general supervision to ensure alignment with objectives.

Responsibilities

Absence Management and Time & Labor

• Run established queries and recurring processes that support monthly Absence Management and Time and Labor functions, including Absence Management reports and Time Administration.
• Notify campus users of reporting deadlines, follow up on missing approvals, and verify that processing is completed within applicable university, CSU, state, and federal requirements.
• Process adjustments to reported time and leave balances, including catastrophic leave donations, docks, and corrections.
• Coordinate the transfer of leave balances and state service for employees transferring to or from other qualified state agencies.
• Administer assigned day-to-day functions within the Absence Management and Time and Labor modules.
• Maintain established tables, workweek schedules, summer schedules, processing calendars, and year-end configuration data in accordance with approved procedures.
• Download and analyze PeopleSoft data to monitor processing results, identify discrepancies, research causes, and complete corrections within established guidelines. Refer unusual, unprecedented, or policy-sensitive issues to the appropriate administrator or technical resource.
• Participate in testing PeopleSoft releases, application patches, tools updates, and system enhancements affecting Absence Management and Time and Labor. Execute approved test scripts, document results, identify defects, and communicate findings to Payroll management and the IT PeopleSoft support team.
• Provide input and recommendations regarding updates to payroll procedures, user guides, system processes, and quality-improvement initiatives. Assist with implementing approved changes.
• Provide training and guidance to timekeepers, absence approvers, employees, managers, and other campus partners on established Absence Management and Time and Labor procedures and transaction requirements.
• Perform annual and periodic reconciliations of compensatory time off, holiday compensatory time, excess or deficit hours, and vacation maximums in accordance with CSU policies, state requirements, and collective bargaining agreements.
• Generate and analyze recurring reports to identify balances requiring action; process required pay or balance adjustments; and notify employees and department managers of established deadlines, required actions, and documented budget impacts.
• Review monthly excess or deficit reports for non-exempt employees on alternate or compressed work schedules. Provide guidance and training on established reporting procedures and refer questions involving schedule interpretation or exceptions to the appropriate administrator.
• Prepare the annual Table of Workdays report for submission to the Chancellor's Office and process approved compensatory time or vacation adjustments.

Auxiliary Organization Payroll Processing – SPA & Foundation

• Perform end-to-end semi-monthly payroll processing for the CSUB Auxiliary for Sponsored Programs Administration (SPA) and the CSUB Foundation using ADP, ensuring payroll transactions are timely, accurate, complete, and compliant with applicable requirements.
• Review, document, and process transactions for hourly and salaried employees and one-time payments. Validate payroll data, deductions, tax treatment, leave accruals, and supporting documentation before payroll is finalized.
• Research and correct payroll discrepancies and pay issues, including manual checks, account corrections, and transfers of funds. Escalate highly unusual or unresolved issues as appropriate.
• Process wage garnishments and year-end fringe-benefit tax reporting in accordance with established procedures and applicable requirements.
• Run queries and prepare recurring reports for SPA and Foundation accounting teams, including semi-monthly bank reconciliations, labor distribution reports, payroll registers, and statistical summaries.
• Reconcile leave accounting balances semi-monthly and reconcile quarterly Form 941 information to semi-monthly payroll records. Maintain leave accrual records and provide documentation for annual audits and year-end processing.
• Prepare and update annual auxiliary payroll calendars and coordinate with ADP to resolve routine system or processing matters.
• Respond to employee and campus-partner inquiries regarding pay, vacation and sick leave accruals, Social Security and Medicare taxes, pay periods, holidays, and other established payroll requirements.
• Support unemployment-benefit audits, employment verifications, data requests, and other inquiries related to pay and employment. Provide recurring payroll information and reports to campus grants analysts and other authorized stakeholders.

Backup Payroll Processing

• Provide backup payroll processing support as requested including but not limited to, during peak workload periods, staff absences, semester processing, and special pay projects by reviewing documentation and processing assigned pay actions in accordance with established procedures.
• Process assigned payroll transactions for hourly employees, student assistants, final settlements, academic adjustments, overtime, shift differential, stipends, excess hours, and other compensation required by the Fair Labor Standards Act and collective bargaining agreements.
• Review regular pay generated for salaried employees for accuracy and completeness before release and research discrepancies identified through payroll reports or transaction review.
• Correct assigned pay issues through established methods, including accounts receivable, transfers of funds, and supplemental pay requests.
• Review detailed payroll records and transactions, identify deviations from applicable requirements, trace errors, and complete or coordinate appropriate corrections.
• Provide customer service by responding to payroll inquiries and giving general explanations regarding CalPERS eligibility, leave accruals, Social Security and Medicare taxes, pay periods, holidays, and established payroll processes.

Requirements

Education & Experience

Equivalent to a bachelor's degree in a related field and two (2) years of relevant experience. Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown may be substituted for the required education on a year-for-year basis. An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.

Skills, Knowledge & Abilities

• Regular and reliable attendance is required.
• Working skills and knowledge of accounting, finance, business administration, and/or related roles.
• Working knowledge and understanding in the appropriate use of payroll principles,