Personnel Payroll Assistant Jobs Vacancy in University California Santa Barbara Santa Barbara
University California Santa Barbara Santa Barbara urgently required following position for Personnel Payroll Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.
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Personnel Payroll Assistant Jobs Vacancy in University California Santa Barbara Santa Barbara Jobs Details:
Under the general supervision of the Director for Budget and Administration, Enrollment Services, supports the departments in the Enrollment Services Cluster (Office of Admissions, Office of the Registrar, Office of Financial Aid & Scholarships, and Early Academic Outreach) in the areas of administration, financial and travel processing, and personnel/payroll support. The Personnel/Payroll Assistant is primarily responsible for all personnel support and payroll processing, but is also cross-trained on all administrative and financial functions and duties in the Enrollment Services Administrative cluster in order to provide sufficient backup to each position as assignments and workloads may vary.
The functions of this position require a comprehensive knowledge of UC policies and procedures, strong organizational skills, excellent verbal and written communication skills, exceptional interpersonal skills working in team situations, ability to pay attention to detail and an ability to work within a multicultural environment. Must be able to work with a significant degree of independence and initiative while maintaining appropriate levels of consultation with Directors and Managers as well as with campus and systemwide personnel. The position requires a high degree of professionalism, ability to analyze situations and/or information quickly, exercise sound judgment, and to work under the pressure of deadlines and a fast-paced, high-pressure environment.
Must be proficient in personnel payroll systems and familiar with accounting and clerical/office procedures including financial principles. Working knowledge and experience in payroll, financial payment processing, and procurement.
Ability to handle time-sensitive and confidential materials. Strong communication, analytical, and computer skills. Good organizational skills and ability to prioritize work in order to meet continual deadlines while making allowances for interruptions. Must be detail oriented with a high degree of accuracy.
Familiarity with University policies, procedures.
Experience with UC/UCSB programs such as PPS, Kronos, Gateway, and Espresso.
Knowledge of FERPA Regulations.
AA degree or greater preferred.
Special Conditions of Employment
A little help? Go to Driver's License Requirements or Background Check Guidelines
Satisfactory completion of a fingerprint background check
Other Special Conditions of Employment
Other Recruitment Notes
Optional Applicant Documents
Other Document (1)
Other Document (2)
Other Document (3)
Required Applicant Documents
FLSA Exemption Status
A little help? Go to Exempt vs. Non-Exempt Employees
CBU (Collective Bargaining Unit)
CX - Clerical Unit (Teamsters)
ERC (Employee Relations Code)
End Date for Other Appointment Type (e.g., Contract or 18-month Career)
Type of Supervision Received
A little help? Go to Degree of Supervision
Knowledge, Skills and Abilities
Continuously=Activity occurs > 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs < 33%
Not Applicable=Activity does not exist
Reach above shoulder level
Hand Activities: Fine dexterity
Hand Activities: Hand twisting
Hand Activities: Simple grasping
Hand Activities: Power grasping
Other (please specify activity)
Frequency of Other Activity
Lifting Activities: Light lifting (< 20 lbs)
Lifting Activities: Moderate lifting (20-50 lbs)
Lifting Activities: Heavy lifting (>50 lbs)
Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)
Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)
Reason and Analyze
Other (please specify activity)
Frequency of Other Activity
Is exposed to excessive noise
Is around moving machinery
Is exposed to marked changes in temperature and/or humidity
Is exposed to dust
Is exposed to fumes
Is exposed to gases
Is exposed to radiation
Is exposed to microwave
Drives motorized equipment
Works in confined quarters
Other (please specify activity)
Frequency of Other Activity
Total Percentage of Duties: 100
Personnel Support and Payroll Processing
Serves as primary preparer for the payroll and online time reporting systems. Responsible for initial data entry and subsequent updates to both systems for approximately 80+ career and casual employee database records, and 80+ student employees in the Enrollment Services cluster. Requires a comprehensive understanding and application of UC and campus policies, as they relate to individual personnel situations, and establishing and maintaining employee records. Must maintain confidentiality and continually demonstrate ethical standards in the performance of his/her duties.
Provides administrative support to the unit supervisors for recruiting, hiring, and scheduling career, casual, and student employees. Serves as a resource on the current policies and practices of the Student Affairs Division and Human Resources Office related to these activities and prepares the appropriate paper and online forms.
Prepares and submits new hire paperwork such as Oath Patent, W-4, and BELI forms, payroll forms, and separation paperwork to the Accounting Office for all new employees.
Performs a monthly review of staff attendance records and reports compensatory time and vacation and sick leave usage online. Incumbent must interpret and apply appropriate University policies regarding use of compensatory, holiday, vacation, and sick leave, and complete payroll deduction/adjustments where appropriate.
Assists the Assistant Director for Budget and Administration as the departmental contact for questions from staff pertaining to personnel matters with regards to benefits and payroll check distribution.
Audits work hours for casual employees to ensure that monthly maximums and student workstudy allocations are not exceeded.
Facilitates the workstudy program for students employed in the cluster: posts job descriptions, coordinates the applications process and interview schedules, maintains time records, and completes payroll transactions. Coordinates the continuous hire of workstudy students throughout the year for all units within the office.
Maintains personnel records for all employees within the cluster; complete confidentiality required, assures that probationary and merit evaluations and related reports are completed as required.
Processes Accounts Payable (A/P) transactions including travel, entertainment, memberships, vendor invoices, reimbursements, recharges, and other payments. Enters A/P transactions for managed accounts utilizing online campus databases and payment systems as appropriate. Monitors all fiscal activity to ensure appropriate expenditures and accurate reporting. Initiates purchase order requisitions and vendor blankets and monitors usage. Reconciles expenses and income to the general ledger on a monthly basis, researching and resolving problems. Reviews ledger data for problems and trends. Using online General Ledger and Transfer of Expense System, prepares necessary documentation to transfer expense to correct accounts and submits to the Financial Analyst for approval.
Compiles and analyzes expenditure data as needed.
Assists with budget preparation, financial reporting, and determining trends in Revenue and Expenses. Maintains databases, binders, and files to facilitate financial reporting and record-keeping.
Processes separate cash deposits as needed by insuring that cash and check deposits are made daily with the central cashier and verifies receipts as necessary. Insures that cash receipts and ledger entries follow approved audit guidelines.
Responsible for assisting with the inventory of office supplies. Conducts comparative pricing studies when making purchases, utilizing UC strategic sourcing initiatives.
Prepares, executes, and tracks departmental purchase orders and lien releases.
Performs annual inventory of departmental equipment and manages the maintenance schedule for office equipment such as printers, fax machines, and copiers. Monitors usage, provides technical assistance and training to staff on use and features, and reports any malfunctions/repairs required to vendor for repairs.
Receives stock, supplies, and equipment shipments and oversees delivery to appropriate units and several storage locations on campus.
Coordinates all business travel processing for the Enrollment Services cluster, from initial travel request through final payment, ensuring that required prior approvals are obtained and that all travel arrangements including transportation, lodging, registrations, meals, and other miscellaneous expenses are compliant with University travel policies. Advises staff of travel policies and makes appropriate arrangements for travel advances or payments to Corporate Card accounts. Ensures that travel expense vouchers are completed accurately and processed in a timely manner. Utilizes the internet to research rates, coordinate with agents, and ensure that the most cost effective modes of travel and accommodations are utilized. Works directly with the airlines, travel agents, hotels, and conference planners when necessary.
Provides executive assistance to department directors and managers within the Enrollment Services cluster as needed, including maintaining complex appointment calendars; scheduling appointments and arranging meetings or conference calls (both standing and singular) for departmental and campus wide committees, including scheduling meeting rooms and equipment as necessary. Calendar maintenance requires a knowledge of, and sensitivity to, the various levels of individuals involved in the meetings, as well as the priority of the subject matter, when assessing scheduling conflicts to enable the incumbent to make decisions with minimal consultation. The incumbent must also consider the academic calendar when establishing standing meetings.
Assists with meeting preparation by monitoring the calendar in advance of the meetings and preparing files, documents, and/or materials for the meeting.
Coordinates meetings/conferences involving visitors and/or administrators from other campuses including parking information and advance planning, caterings, facilities, etc.
Provides general information to faculty, students, and staff. This requires a high-level understanding of the policies and activities of the Enrollment Services cluster and other student-service related offices. May be required to research the resolution of sensitive situations involving independent decision making and referral to the appropriate problem resolution area.
Responsible for appropriate circulation of incoming mail and correspondence. Determines distribution of incoming reports, mail, and email to management, supervisors, and departmental staff, including any support documents that may be necessary. Assures that materials are received in a timely fashion and maintains accurate paper and/or electronic routing slips where appropriate.
Manages the administrative, personnel, and financial files for the Enrollment Services cluster. Assures that files are indexed, maintained, and purged in accordance with University and office practices.
Provides telephone and reception support and prepares draft correspondence in a professional and accurate manner.
Maintains familiarity with system wide and campus policy by reading materials appropriate to same.
Periodic Duties and Responsibilities
Serves as back-up to all administrative and financial duties and assignments in the absence of any of the Administrative and Financial Assistants in the Administrative Unit that supports departments in the Enrollment Services cluster.
Maintains an understanding of other departments and units within the Enrollment Services cluster and assists in those areas as needed.
Provides program support for major departmental events and other projects and duties as assigned. Special assignments require the ability to work independently on projects assigned by the Assistant Director for Budget and Administration, or any of the department directors or managers within the Enrollment Services cluster.