Payroll Technician (MB2020-CB2620)

  • Monterey Bay
  • Seaside, California
  • Jun 01, 2020
Full Time Human Resources and Personnel

Job Description

Payroll Technician
(Payroll Technician III)
Apply Today! Open until filled. Application Screening Begins: Monday, March 23, 2020

Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.


Under the broad supervision of the Payroll Services Manager, the Payroll Technician III serves as a technical expert for the more difficult payroll and personnel areas involving the complete review of facts , for such areas as leaves of absence, final settlement payments, dockings, workers compensation and leave accrual rates; a wide variety of record-keeping duties requiring considerable judgment, initiative, and independence, and assists with special projects in support of the Payroll Services Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following :

  1. Independently initiates, processes, and completes a diverse range of complex payroll/personnel transactions for all categories of CSU employees including staff, faculty, graduate assistants, student assistants, special consultants, individual lesson and summer session instructors in accordance with established policies and procedures and/or pursuant to mandated State, Federal, CSU, and campus regulations, policies, and guidelines and provisions of the collective bargaining agreements.
  2. Independently initiates, processes, and completes a diverse range of complex payroll/personnel transactions for all categories of CSU employees including staff, faculty, graduate assistants, student assistants, special consultants, individual lesson and summer session instructors in accordance with established policies and procedures and/or pursuant to mandated State, Federal, CSU, and campus regulations, policies, and guidelines and provisions of the collective bargaining agreements.
  3. Performing a variety of administrative and technical duties requiring knowledge of methods and procedures in support of an organizational unit. Administrative and analytical work relates primarily to operations and procedures. FTP: electronic transmittal of student and intermittent employee's hours, overtime, shift, stipends, uniform allowance (R08) from Time and Labor to the SCO to generate pay warrants. Running Pay Warrant Reports: using CIRS to generate the Daily Payroll Report of payments that have been issued by the State Controller's Office. Performs CMS Labor Cost Distribution (LCD) payroll tasks. L15 File: downloads employment history changes from the State Controller (PIMS) to CMS Student/HR. Changes include probationary to perm status and salary changes.
  4. Program support for all academic credit programs administered by Extended Educations; including Summer, Winter, and Open University. Audit pay schedule based on rank and course enrollment. Work closely with Extended Education Program Coordinators to ensure accuracy. Determine payment schedules for all Extended Education faculty and plan processing timelines to ensure faculty receive payments at specified intervals throughout the courses. Communicate payment schedules to faculty and Extended Education.
  5. Process monthly Absence Management including sending mass emails, auditing, and processing calendar in CMS. Absence Queries: run and verify that employee time has been entered, approved and processed; employees entitled to accrue CTO have not exceeded contract limits; exempt employees with CTO excess/deficit hours; absences that cross pay periods; exempt employee's using partial hours.
  6. Provides assistance to the manager in reviewing/documenting payroll policies and providing training, guidance and assistance to payroll technicians. Recommends changes to improve the quality and services for payroll. Works with manager, University Personnel, and other campus departments to coordinate workflow and activities to ensure seamless operations.
  7. Reviews and audits monthly department and individual employee attendance reports for compliance with established CSU and campus rules and regulations. Maintains employee leave status and accruals utilizing Absence Management. Reconciles employee leave usage and accrual discrepancies with department attendance coordinators on a monthly basis. Maintains records and provides information on donated and used catastrophic leave hours, jury duty, military leave, plus and minus pay periods and lump sum vacation, CTO, personal holiday and excess hours payments.
  8. Provides relevant payroll information on such matters as leaves, entitlements, insurance, retirement or disability; assists staff on the appropriate payroll rules and regulations for attendance reporting, separation of duties in dispersal of warrants, completion of forms and revisions to policies and guidelines. Interacts with campus management and employees on a regular basis to resolve a variety of payroll related issues in a timely manner.

Other Functions :

  • Keys updates in the employee database, filing, provides subpoenaed payroll records, processes updates to the Student Database (SDB), researches pay and employment history problems, responds to inquiries and answers questions related to payroll procedural policies and regulations.
  • Prepares notices for employees to explain attendance errors and discrepancies, salary overpayments and the employee's repayment options. Letters are also prepared for faculty going on leaves informing them how the leave will impact their pay and benefits.
  • Performs other job-related duties and special projects as assigned.


Comprehensive knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices; and basic knowledge of Generally Accepted Accounting Principles.

Ability to: read and write English at a level appropriate to the position; post numbers rapidly and accurately; maintain accounting records for funds, programs, or activities involving multiple transactions; analyze and interpret accounting/financial data; compile, verify and reconcile, or read and interpret computer-generated reports; follow directions; interpret and apply applicable rules, regulations, and policies; identify, trace, investigate and resolve errors and discrepancies; apply accounting procedures and practices to the analysis of basic accounting problems; apply problem solving techniques in finding solutions to basic accounting problems; work independently; make sound decisions and recommendations regarding accounting activities; use current computer word processing and spreadsheet software programs, web browser, query tools, integrated financial systems and/or other types of records management systems. Establish and maintain effective working relationships with others; exercise tact, courtesy, alertness and good judgement in responding to others.


Experience: Equivalent to three years of payroll and personnel experience which has provided the above knowledge and abilities.

Education: Any equivalent combination of education and experience which provides the required knowledge and abilities.


Thorough knowledge of Business English and arithmetic; general office methods, procedures and practices. Familiarity and/or knowledge of the Uniform State Payroll Procedures Manual, Personnel Information Management System Manual and other information found in state and university administrative manuals and guidelines. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.


Ability to: select and apply a wide variety of moderately complex policies, procedures, programs, and applicable state and federal laws, educational codes, and collective bargaining agreements that are not clearly described in available guidelines; perform mathematical calculations; communicate effectively with others; organize work, set priorities, and meet critical deadlines.

Knowledge of California State University policies and procedures is preferred. Experience with program support with the California State University Extended Education program where payments are based on rank and enrollment and payment intervals vary greatly.

Technical fluency with Microsoft Office Professional Suite, Personnel/Payroll Information Management System (PIMS), Oracle-PeopleSoft/CMS baseline system; and Google mail and calendaring programs.


  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • 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.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with:

    • access to, or control over, cash, checks, credit cards, and/or credit card account information; and
    • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.

  • This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.
  • This position is designated as a Campus Security Authority, will be required to participate in annual training, and to immediately forward to the Clery Compliance Officer all reports of Clery Act crimes brought to their attention.
  • Requires occasional evenings and/or weekend work.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.


  • Type of Appointment: Full-Time, Probationary
  • Collective Bargaining Unit: Clerical & Administrative Support Services (CSUEU)
  • Anticipated Campus Hiring Salary: Low $4,000's/month
  • CSU Salary Range
  • FLSA Status: Non-Exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R07. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at:

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Closing Date/Time: Open until filled

Job Address

Seaside, California United States View Map