BLANK AST 4 (Payroll Assistant)

DEPARTMENT DESCRIPTION

This is one of 8 payroll processors each responsible for all aspects of approximately 5,000 employees payroll records. This includes but is not limited to assuring employees payroll records are accurate, employees are paid correctly, redirecting garnishments questions from employees, reviewing payroll reports and taking corrective action if necessary, issuing rush and advance checks, determining overpayments, approving final pay transactions and providing excellent customer service to departments.

JOB SUMMARY

Independently review all campus UCPath payroll related transactions for new hires, separations, payroll adjustments and other payroll activities. Audit employee payroll records and consult with campus departments on corrections and adjustments to ensure compliance. Independently review documentation provided by all campus departments for hire, retirement, and change of status activities, consulting with campus departments on required corrections and adjustments. Review, validate and verify direct deposit and prenote status. Work directly with departments and employees to coordinate the collection of departmental overpayments. Validate and approve all final pay transactions. Advise departmental personnel on the process and amounts of emergency and advance checks. Research and interpret policy to advise and guide campus departments in the resolutions of procedural and/or regulatory issues. Assist in the provision of formal campus wide UCPath Payroll and time and attendance system training. Assist in the training of new and current division staff on existing and new processes, tools and regulations. Assist in the interview and selection process for new hire candidates. Assist in the auditing and reconciling Payroll clearing accounts. Assist management on special assignments or daily work as operational needs dictate. Provide backup support and assist supervisors in quality control to minimize errors. Provide backup support to colleagues in the division.

POSITION INFORMATION

PHYSICAL DEMANDS

• N/A

WORK ENVIRONMENT

• Maintain a safe work environment. Work with frequent interruptions, constant traffic and noise from telephone and in-person conversations. Professional business attire is required.
• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles. https://ucdavispolicy.ellucid.com/documents/view/271

QUALIFICATIONS

Required:

Minimum Education/Experience

• Experience with automated and manual payroll/accounting systems as well as math skills to manually calculate percentages and net pay.
• Experience working with the policies and procedures related to payroll issues (e.g., emergency salary payments, pay advances, terminal vacation pay, multiple retirement plans and their membership qualifications and tax ramifications).
• Experience in the effective preparation and review of payroll transactions. Formal training and/or experience dealing with payroll processing.
• Skills to prepare and review payroll transactions and experience in the review and preparation of time reporting documents, journal vouchers, ledger reconciliation.

Minimum Knowledge, Skills, and Abilities (KSA)

• Working knowledge of governmental laws and regulations as they apply to payroll.
• Skills to analyze situations, define problems and/or objectives, identify relevant factors, formulate logical conclusions, and suggest alternative solutions.
• Oral and written communication skills to establish and maintain effective professional working relationships and good interdepartmental communications.

Preferred:

Preferred Education/Experience

• Experience to creating and maintain accurate spreadsheets as well ability to use technical (e.g., accounting) terminology properly.

• Knowledge of generally accepted accounting principles, theories and practices (GAAP-college and university preferred).
• Ability to work independently, as well as cooperatively and effectively within a team environment; working to meet deadlines with constant interruptions in a dynamic environment subject to changing priorities.
• Working knowledge of the interrelationship between various financial transactions, foreign, federal, state and county regulations, cash handling controls, accounting records, and general ledger. (Knowledge of UCOP, University and campus regulations preferred).

SPECIAL REQUIREMENTS

Background Check

This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.

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The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.