Payroll & HRIS Systems Analyst (Administrative Analyst/Specialist-Exempt II)/Human Resources (2019-00594)

  • San Bernardino
  • San Bernardino, California
  • Nov 28, 2019
Full Time

Job Description

Employment Status: Full-Time, "Exempt", Probationary position with the possibility of converting to permanent.

Work Schedule: Regular hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Summer hours are Monday through Thursday, 7:00 a.m. to 5:30 p.m.

Deadline: This position will remain open until filled. Applications will be reviewed beginning August 29, 2019.

General Purpose:
Under general supervision, the Payroll Services Manager, the Payroll and HRIS Systems Analyst, independently performs the typical activities related to the processing of payroll and personnel transactions such as appointments, changes in status, leaves and separations for all categories of California State University (CSU) employees. Assignments require the incumbent to address individual situations by applying payroll/personnel regulations, CSU policies and administrative guidelines, state and federal laws, educational codes and collective bargaining agreements. The incumbent will act with diligence so that all information contained in personnel/payroll transaction forms is accurate and conforms to all relevant regulations; conduct the independent tracing, research and reconciliation of errors, and provide information and assistance on payroll processing matters to faculty and staff members. The incumbent will also act as a Lead to the Payroll Technicians.

Under the direction of the Payroll Services Manager, the Payroll and HRIS Systems Analyst plays a key role in initiating, analyzing, processing, and auditing a diverse range of moderate to complex transactions in the HCM PeopleSoft application and State Controller's Office (SCO) database including: name, address, education and citizen status changes; hiring of intermittent, full-time, part-time, special consultants, summer session, student assistants; job changes - appointments, end of probationary periods, promotions, reassignments, reclassifications, leaves with and without pay; terminations - end of temporary appointment, retirement, resignation, dismissal; pay changes - in range progression, general salary increases, services salary increase; retirement membership - Public Employees' Retirement System (CalPERS) membership eligibility or other retirement eligibility for all categories or combinations of categories of CSU employees including MPP, faculty, staff, special consultants and student assistants. Work with the academic department coordinators and Faculty Affairs to ensure proper processing of temporary faculty contracts. The Payroll Services Manager, the Payroll and HRIS Systems Analyst works directly with the Collective Bargaining Unit(s) and the campus community with the conversion from quarter to semester - to include creating calendars and scheduling/leading informational sessions.

Essential Functions/Typical Activities:

Duties may include, but are not limited to, the following:

Payroll Lead
The ideal candidate will have a demonstrated ability to successfully serve as lead over Payroll Technicians and PeopleSoft processors with the processing of personal and employment data in HCM PeopleSoft and PIMS. Documents and analyzes all pay and processes transactions to generate pay for hourly employees, final settlements, academic adjustments, overtime, shift differential, stipends, excess hours and other types of pay due to FLSA, and collective bargaining agreements. Reconciles all regular pay generated for salaried employees for accuracy prior to releasing payments. Researches and processes documentation to correct any pay issued incorrectly which may consist of establishing accounts payable, transferring funds and/or requesting supplemental pay. Process non-industrial disability and worker's compensation transactions to include coordination and review of documentation with the Leaves Coordinator, Employment Development Department and SCO that may involve family medical leave, maternity/paternity/adoption leave, and catastrophic leave. Other pay related processing include direct deposit enrollments/changes, docks, garnishments, levies, tax-related fringe benefits, and tax withholding changes. Understands how to pay data affects Form W-2, the labor cost distribution process and other management and budget reporting. Provides daily training and/or assistance with all of the above-noted processes and procedures to ensure data integrity. Provides direction to the Payroll Technicians for student payroll, including student hire process in both PeopleSoft and PIMS, student classification, and student assistant eligibility guidelines. Provides input to the Payroll Services Manager for staff member's performance evaluation.

Auditing, Analysis, and Compliance

The Payroll and HRIS Systems Analyst is detailed oriented and driven to contribute to the University's growth and success by serving as the Subject Matter Expert (SME) and functional lead in the administration of the Time and Labor and Absent Management modules in PeopleSoft, and the Common Human Resource System Project (CHRS). Assists with reviewing and testing HCM PeopleSoft releases and upgrades in relation to Time and Labor and Absence Management before changes are moved into production - perform as tester following application patches and tool updates as well as major system upgrades. Works with the IT PeopleSoft Support Team to ensure test scripts are comprehensive. Maintain business process guidelines for Absence Management and Time and Labor in order to provide the campus community with proper training documentation. Assist in the development and coordination of procedures, evaluating and revising existing procedures as necessary. Responsible for training new timekeepers and managers in the time validation process. Participates and provides feedback, solutions, and recommendations as a CMS HUG team member and member for the CHRS Project. Conduct regular audits to insure information in the PeopleSoft and PIMS systems are accurate and in compliance in preparation for the implementation of CHRS (education, gender, birthdate, etc.). Reports leave credit usage in PeopleSoft for Payroll staff and other campus stakeholders, as necessary, and monitor and approve PeopleSoft securities for Payroll staff. In compliance with CSU policies and procedures and collective bargaining agreements regarding leaves, this position maintains leave benefit and state services date by auditing absence data; process adjustments as necessary to include catastrophic leave donations, approve and enter absences and time on behalf of employees on an exception basis, and is a resource for department Timekeepers. Notifies departments when usage is inappropriate and corrections are necessary. Calculates excess and minus pay periods for employees who work irregular work schedules. Monitors hours worked by intermittent employees to determine membership into CalPERS.

Customer Service

The Payroll and HRIS Systems Analyst will have the opportunity to demonstrate the University's core values and its commitment to people-centered practices by providing excellent customer service practices when by responding to inquiries from employees, departments and other organizations that relate to the department's functions. Provide general explanations regarding various employee benefits including CalPERS eligibility, vacation, and sick leave accrual, social security and Medicare taxes, pay periods and holidays. Assist with unemployment benefit audits and data requests, employment verification and other inquiries related to pay and employment.

Assists with HR special projects, workshops, and events as needed.
Other duties as assigned.

Bachelor's degree in Accounting, Finance, Business Administration or a related field AND 3-5 years of increasingly responsible technical and/or professional experience performing lead payroll duties involving study, analysis, and/or evaluation leading to the development or improvement of administrative payroll policies, procedures, practices, or programs.
Relevant experience in a Payroll department (preferably CSU payroll);
Experience with SCO, PIMS PeopleSoft, and Query Report Writer/Manager, in addition to excellent skills in Excel, Access, Qualtrics, MS Word, and PowerPoint software programs.
Knowledge of CBA's, IRCA Laws and regulations, Employment Laws and practices, FLSA, CSU and/or campus policies and procedures, CIRS, PIMS, and People Soft.
Ability to understand problems from a broad, interactive perspective and be able to discern applicable underlying principles to conceive of and develop strategic solutions applicable to HR business processes within People Soft.
Ability to evaluate, research and approve personnel transactions/records, employment history, and other documents.
Ability to organize the faculty sign-in program and conduct orientations for part-time faculty each semester.
Ability to write programs in FOCUS (CIRS database) and People Soft.
Ability to work closely with Payroll to ensure consistency between PIMS and People Soft.
Ability to use judgment in dealing with sensitive situations.
Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
Ability to communicate clearly and effectively both orally and in writing; establish and maintain effective and cooperative working relationships with others; analyze problems accurately identify and develop appropriate recommendations leading to solutions.
Desirable Qualifications:
Masters Degree preferred. Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Experience in assessing, formulating, and evaluating the impact of recommended or implemented policies from a strategic and operational perspective.
Ability to use appreciable ingenuity and innovation to conceive of new approaches and solutions to address complex problems and issues.
Ability to use appreciable judgment in the development of policies and procedures related to issues frequently not covered by existing policies and procedures.
Ability to serve as the prime contact for the program.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information:

This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
Closing Date/Time: Open until filled