HR & Payroll Analyst

University of California - Santa Barbara
United States, California, Santa Barbara
1021 Anacapa Street (Show on map)
Nov 04, 2024
Apply for Job Job ID 73415 Location UCSB Campus Full/Part Time Full Time Add to Favorite Jobs Email this Job Job Posting Details Payroll Title: ADMIN OFCR 2 CX Job Code: 4263 Job Open Date: 10/3/24 Application Review Begins: 10/18/24 Department Code (Name): ASTD (ASSOCIATED STUDENTS) Percentage of Time: 100 Union Code (Name): CX - Clerical/Admin Employee Class (Appointment Type): Staff: Career FLSA Status: Non-Exempt Classified Indicator Description (Personnel Program): PSS Salary Grade: STEPS Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.04 - $34.84/hr. The full salary range for this position is $30.04 - $49.21/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. Work Location: A.S. Administration Office, UCEN-2537 B Working Days and Hours: M-F, 8 am - 5 pm Benefits Eligibility: Full Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations). Hybrid work schedule will be considered after the probationary period has been completed and as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office as requested or full time should operational needs require it. Special Instructions: For full consideration, please include a resume and a cover letter as part of your application. Department Marketing Statement: The Associated Students (AS) of the University of California, Santa Barbara is a non-profit organization and a department of the UCSB campus, funded by undergraduate student fees. Through elected student positions and appointments we voice student concerns and express student opinion to the UCSB administration, UC system, our community, and state and local governments. We have dozens of boards, committees, and commissions that are organized and funded through AS to enrich student life and give students services and opportunities not offered by the administration. Our mission is to help students uphold the high academic standards and give them leadership, employment, cultural and growth opportunities to serve the campus community. Benefits of Belonging Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC. Brief Summary of Job Duties: Under the general supervision of the Assistant Director for HR, the HR and Payroll Analyst serves as primary departmental UCPath initiator for all student staff new hires, concurrent, and rehires. Responsible for onboarding all student staff hires and assisting with onboarding new career staff. Prepares and processes all employment forms for approximately 300 student non-academic employees. Assists ADHR in preparing employment requisitions, assembling search committees, training committee on University employment guidelines, interview procedures, and applicant evaluation. Reviews interview questions; leads search committee through the process to ensure adherence with campus employment policies. Designs and monitors orientation process for career and student staff. As department Timekeeper, responsible for ensuring Kronos configuration for Associated Students student staff is accurate and timely. Responsible for ensuring approval by employees and supervisors by established deadlines for bi-weekly and monthly pay cycles. Monitors, audits, and compares timecards to Leave accrual system; initiates corrections and adjustments. Advises approximately 300 students on University policies and procedures on payroll, benefits, and employment. Ensures internal, campus, state and federal regulations are followed. Provides resources for department supervisors in key areas of Human Resources including A.S. employee orientation, benefits and workers compensation. Calculates and prepares salary estimates for each unit to assist Associated Students departments annual budget projections. Calculates and provides supervisors with overall payroll reports and projections as needed in tracking budgets. Provides payroll financial documentation for the annual payroll audit that details each budgeted area within Associated Students. Oversees the department key and security system. Required Qualifications: Bachelor's Degree in Human Resources/Business Administration or equivalent combination of education and experience. Preferred Qualifications: 1-3 years experience in payroll administration 1-3 years experience working in Higher Education 1-3 years experience in employment guidelines, interview procedures and applicant evaluation Special Conditions of Employment: Satisfactory criminal history background check Campus Security Authority UCSB is a Tobacco-Free environment Job Functions and Percentages of Time: 60% Payroll and HR Analyst Analyzes the design and implementation of the recruitment and hiring process for all student staff. Supports in the preparation of employment requisitions, assembles search committees, trains committee on University employment guidelines, interview procedures and applicant evaluation. Reviews interview questions; leads search committee through the process to ensure adherence with campus employment policies. Designs and monitors orientation process for career and student staff. Works with the student supervisor group and student employees to review training and at least annual evaluations regarding the recruitment, orientation, training and payroll processes for students. Provides consultation and advice for supervisors in writing job descriptions for student staff. Works with AS student supervisor group to maintain standardized processes across the department for the hiring, training and supervision of students. This group will review student payroll levels, hiring process, evaluation process, exit interviews, provide guidance on student manuals and other subjects as needed. Provides analysis of payroll systems for Associated Students; analyzes student pay rates and recommends appropriate salary levels. Leads the staff professional development committee charged with researching professional development opportunities, disseminating information to staff and recommends approval of funds. Provides resources for department supervisors in key areas of Human Resources including A.S. employee orientation, benefits and workers compensation. Ensures internal, campus, state and federal regulations are followed. Directs supervisors to appropriate University officials as needed. Works closely with the Assistant Director for Human Resources and External Communication in maintaining accurate and updated personnel files. Advises career staff and approximately 300 students on University policies and procedures on payroll, benefits, vacation, sick and compensatory time, travel, and employment. Serves as primary departmental UCPath initiator for all student staff new hires, concurrent, and rehires. Will be responsible for onboarding all student staff hires and assist the Assistant Director for Human Resources when onboarding new career staff. Processes the preparation and data-entry of all employment forms for approximately 300 student non-academic employees. Oversees the accuracy of all staff and/or student work. As needed, advises and provides resources to career and student staff in matters involving their paychecks, Kronos and assist staff with submitting UCPath inquiries on their behalf, if necessary. Part of the A.S. Technical & Operations Unit, required and expected to attend all meetings. Will be supporting and collaborating with the HR and Payroll Team; direct supervisor, Assistant Director for Human Resources. Regular process improvement of payroll and corollary updates to the student staff employee manual. 20% Timekeeper Serves as Kronos timekeeper. As department Timekeeper, will be responsible for ensuring Kronos configuration for Associated Students student staff is accurate and timely. Responsible for ensuring approval by employees and supervisors by established deadlines for bi-weekly and monthly pay cycles. Trains student staff on the Kronos system and UCPath navigation. Coordinates with other departments to accurately track and report time of shared employees. Submits UC ServiceNow ticket requests for Kronos timecard corrections. Tracks progress and implements suggested corrective action. Monitors, audits, and compares timecards to Leave accrual system; initiates corrections and adjustments. Researches and resolves coding and accrual that differs from department records. Compiles General Assistant and Work Study payrolls, calculates and posts by Associated Students unit amounts earned by work study and general assistance employees. Provides supervisors with monthly reports on each student regarding balance remaining in work study allocation. Calculates and provides supervisors with overall payroll reports and projections as needed in tracking budgets. Processes journal entries for staff and student salaries for each Associated Students unit. Calculates anticipated salary expenses and informs supervisors when balances remaining in their budget are inadequate. Calculates and prepares salary estimates for each unit to assist Associated Students departments annual budget projections. Prepares budget requests for salary funding. Tracks staff salary accounts by calculating monthly salary and benefits, vacation, sick and compensatory time for each staff member. 15% Audit & Analysis Prepares and provides all payroll financial information and verifies calculations for annual external audit. Analyses data from a variety of sources including the University general ledgers and the AS payroll to create spreadsheets and calculate the annual payroll for career staff, students and work study students. Provides documentation for the audit that details each budgeted area within Associated Students that staff worked including over 250+ students and 30+ career staff. 5% Keys & Security Oversees the authorization of the Associated Students security system. Develops procedures for authorization. Inputs users into the database. Performs regular audits (at least monthly) of all doors. Analyses and reports any issues that may arise and recommends remedies. Ensures confidentiality and privacy standards ethically in compliance with university standards. UC Vaccination Programs Policy As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements. For more information: UC Santa Barbara COVID-19 Information University of California Policy on Vaccinations * Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual. Equal Opportunity/Affirmative Action Statement UC Santa Barbara 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. For more information: University of California's Affirmative Action Policy University of California's Anti-Discrimination Policy Reasonable Accommodations The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures Application Status If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.