Santa Clara University
Position Title:
Payroll Associate Position Type:
Regular Hiring Range:
$33.94 to $35.98/hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity. Pay Frequency:
Hourly A. POSITION PURPOSE
The payroll associate position supports the payroll functions in ensuring the timely and accurate processing of the University's payroll processes. The position serves as the primary point of contact for all payroll related inquiries, and it is responsible for all payroll related data entry and accuracy of that data. The position also provides fiscal operations performing duties that include accounting, budgeting, bill paying, and data analysis. B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Payroll Data and Processing: Serves as primary point of contact for all payroll related questions and inquiries Payroll Data and Processing: Responsible for the timely and accurate communication of payroll schedules and reminders Payroll Data and Processing: Process and data enter all payroll related changes, i.e. W-4, direct deposit, deductions, etc. for all employees Payroll Data and Processing: Responsible for the timely and accurate processing and delivery of manual checks including termination checks and reissuing lost paychecks by following pre-stablished protocols Payroll Data and Processing: In coordination with the finance office representative, process all reissue checks for old and staled checks Payroll Data and Processing: Assist Payroll Manager with the development and maintenance of business process documentation including employee self-service user guides Payroll Data and Processing: Assist Payroll Manager in gathering data for reports as necessary Payroll Data and Processing: Maintain and ensure the integrity of the payroll data by performing accurate data entry and running periodic audit reports and or queries Payroll Data and Processing: Keep abreast of current federal and state regulations pertaining to payroll, employment taxes, tax treaties, and related items Payroll Data and Processing: Provide back up support in processing semi-monthly payroll processes, including time administration, pay calculation, retro calculation as scheduled or needed Payroll Data and Processing: Conduct new employee on-boarding orientation and participate and assist with new faculty orientation Payroll Data and Processing: Responsible for the development and delivery of payroll related end-user training sessions Payroll Data and Processing: Process in a timely manner all wage withholding orders, including communication pieces to employees while ensuring employees' confidentiality Payroll Data and Processing: Responsible for the timely processing of deposits of payroll related checks payable to the University Payroll Data and Processing: Responsible for processing and distributing all payroll register to internal and external constituents Payroll Data and Processing: Responsible for the timely and accurate processing of payroll related third-party payments, including deductions and garnishments. Payroll Data and Processing: Responsible for creating and updating ACH prenotes on a weekly schedule Payroll Data and Processing: Review and resolve in a timely manner any direct deposit exceptions and errors Payroll Data and Processing: Lead, participate and assist with testing of payroll related processes and new functionality Payroll Data and Processing: Serve as main point of contact for the review and completion of unemployment claim verifications Payroll Data and Processing: Monitor and review the SCU Payroll inbox and provide timely responses Payroll Data and Processing: Provide assistance to the Benefits team on leave integration Audits and Tax Reporting Support: Assist on an as needed basis with payroll related audits, i.e. annual external fiscal, NCAA, Worker's Compensation, etc. Audits and Tax Reporting Support: Serve as a backup for the processing of unemployment quarterly payments Audits and Tax Reporting Support: Provide back up support for the timely and accurate processing and payment of all employment tax deposit payments Audits and Tax Reporting Support: Provide back up support for the completion and delivery of all quarterly and annual tax reporting, including W-2 and 1042 forms Fiscal Operations Support: Provide backup support for the monthly review and reconciliation of all payroll and benefits related liability accounts Fiscal Operations Support: In absence of HR Budget Specialist, ensure timely and accurate payment of all benefit related bills and invoices Fiscal Operations Support: In absence of HR Budget Specialist, prepare and track semi-monthly benefits wire fund transfers Fiscal Operations Support: Provide back up support for the preparation and submission of all departmental operational related bills and payments Fiscal Operations Support: Assist on an as needed basis with the preparation and monitoring of departmental functional area operating budgets Other duties as assigned: Perform other job related duties as assigned by supervisor and department management. C. PROVIDES WORK DIRECTION
Provides work direction to student assistants as needed. D. QUALIFICATIONS
Knowledge, Skills and Abilities: Evidence of strong analytical and problem resolution skills with attention to detail Knowledge, Skills and Abilities: Math proficiency Knowledge, Skills and Abilities: Knowledge of Workday and payroll processing highly desirable. Knowledge, Skills and Abilities: PC proficiency required. MS Office highly desirable Knowledge, Skills and Abilities: Ability to maintain a high level of data input accuracy in an extremely busy and often interrupted environment Knowledge, Skills and Abilities: Strong organizational and communication skills, both verbal and written skills. Knowledge, Skills and Abilities: Knowledge of payroll practices and resources for research Knowledge, Skills and Abilities: Commitment to customer service both internal and external to the department Knowledge, Skills and Abilities: Ability to handle confidential information with discretion, and to exercise sound judgment in responding to the public Knowledge, Skills and Abilities: Ability to multi-task, prioritize effectively, meet deadlines, work collaboratively with others and follow through to execute all job related tasks Knowledge, Skills and Abilities: General accounting proficiency preferred Education and/or Experience: Bachelor's degree in Business, Human Resources, or related field preferred Education and/or Experience: 0- 3 years professional work experience in HR, or other related administrative area required. Direct payroll experience preferred. Education and/or Experience: Experience working with automated payroll system and in house payroll processing preferred Education and/or Experience: Higher education experience preferred Education and/or Experience: Experience with Workday highly preferred E. PHYSICAL DEMANDS
Considerable time is spent at a desk using a computer terminal May be required to travel to other buildings on the campus May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations May be required to occasionally travel to outside customers, venders or job fairs F. WORK ENVIRONMENT
Typical office and computer lab environment Mostly indoor office environment with windows Offices with equipment noise Offices with frequent interruptions Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/ Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences. Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu. Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
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Payroll Associate Position Type:
Regular Hiring Range:
$33.94 to $35.98/hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity. Pay Frequency:
Hourly A. POSITION PURPOSE
The payroll associate position supports the payroll functions in ensuring the timely and accurate processing of the University's payroll processes. The position serves as the primary point of contact for all payroll related inquiries, and it is responsible for all payroll related data entry and accuracy of that data. The position also provides fiscal operations performing duties that include accounting, budgeting, bill paying, and data analysis. B. ESSENTIAL DUTIES AND RESPONSIBILITIES
Payroll Data and Processing: Serves as primary point of contact for all payroll related questions and inquiries Payroll Data and Processing: Responsible for the timely and accurate communication of payroll schedules and reminders Payroll Data and Processing: Process and data enter all payroll related changes, i.e. W-4, direct deposit, deductions, etc. for all employees Payroll Data and Processing: Responsible for the timely and accurate processing and delivery of manual checks including termination checks and reissuing lost paychecks by following pre-stablished protocols Payroll Data and Processing: In coordination with the finance office representative, process all reissue checks for old and staled checks Payroll Data and Processing: Assist Payroll Manager with the development and maintenance of business process documentation including employee self-service user guides Payroll Data and Processing: Assist Payroll Manager in gathering data for reports as necessary Payroll Data and Processing: Maintain and ensure the integrity of the payroll data by performing accurate data entry and running periodic audit reports and or queries Payroll Data and Processing: Keep abreast of current federal and state regulations pertaining to payroll, employment taxes, tax treaties, and related items Payroll Data and Processing: Provide back up support in processing semi-monthly payroll processes, including time administration, pay calculation, retro calculation as scheduled or needed Payroll Data and Processing: Conduct new employee on-boarding orientation and participate and assist with new faculty orientation Payroll Data and Processing: Responsible for the development and delivery of payroll related end-user training sessions Payroll Data and Processing: Process in a timely manner all wage withholding orders, including communication pieces to employees while ensuring employees' confidentiality Payroll Data and Processing: Responsible for the timely processing of deposits of payroll related checks payable to the University Payroll Data and Processing: Responsible for processing and distributing all payroll register to internal and external constituents Payroll Data and Processing: Responsible for the timely and accurate processing of payroll related third-party payments, including deductions and garnishments. Payroll Data and Processing: Responsible for creating and updating ACH prenotes on a weekly schedule Payroll Data and Processing: Review and resolve in a timely manner any direct deposit exceptions and errors Payroll Data and Processing: Lead, participate and assist with testing of payroll related processes and new functionality Payroll Data and Processing: Serve as main point of contact for the review and completion of unemployment claim verifications Payroll Data and Processing: Monitor and review the SCU Payroll inbox and provide timely responses Payroll Data and Processing: Provide assistance to the Benefits team on leave integration Audits and Tax Reporting Support: Assist on an as needed basis with payroll related audits, i.e. annual external fiscal, NCAA, Worker's Compensation, etc. Audits and Tax Reporting Support: Serve as a backup for the processing of unemployment quarterly payments Audits and Tax Reporting Support: Provide back up support for the timely and accurate processing and payment of all employment tax deposit payments Audits and Tax Reporting Support: Provide back up support for the completion and delivery of all quarterly and annual tax reporting, including W-2 and 1042 forms Fiscal Operations Support: Provide backup support for the monthly review and reconciliation of all payroll and benefits related liability accounts Fiscal Operations Support: In absence of HR Budget Specialist, ensure timely and accurate payment of all benefit related bills and invoices Fiscal Operations Support: In absence of HR Budget Specialist, prepare and track semi-monthly benefits wire fund transfers Fiscal Operations Support: Provide back up support for the preparation and submission of all departmental operational related bills and payments Fiscal Operations Support: Assist on an as needed basis with the preparation and monitoring of departmental functional area operating budgets Other duties as assigned: Perform other job related duties as assigned by supervisor and department management. C. PROVIDES WORK DIRECTION
Provides work direction to student assistants as needed. D. QUALIFICATIONS
Knowledge, Skills and Abilities: Evidence of strong analytical and problem resolution skills with attention to detail Knowledge, Skills and Abilities: Math proficiency Knowledge, Skills and Abilities: Knowledge of Workday and payroll processing highly desirable. Knowledge, Skills and Abilities: PC proficiency required. MS Office highly desirable Knowledge, Skills and Abilities: Ability to maintain a high level of data input accuracy in an extremely busy and often interrupted environment Knowledge, Skills and Abilities: Strong organizational and communication skills, both verbal and written skills. Knowledge, Skills and Abilities: Knowledge of payroll practices and resources for research Knowledge, Skills and Abilities: Commitment to customer service both internal and external to the department Knowledge, Skills and Abilities: Ability to handle confidential information with discretion, and to exercise sound judgment in responding to the public Knowledge, Skills and Abilities: Ability to multi-task, prioritize effectively, meet deadlines, work collaboratively with others and follow through to execute all job related tasks Knowledge, Skills and Abilities: General accounting proficiency preferred Education and/or Experience: Bachelor's degree in Business, Human Resources, or related field preferred Education and/or Experience: 0- 3 years professional work experience in HR, or other related administrative area required. Direct payroll experience preferred. Education and/or Experience: Experience working with automated payroll system and in house payroll processing preferred Education and/or Experience: Higher education experience preferred Education and/or Experience: Experience with Workday highly preferred E. PHYSICAL DEMANDS
Considerable time is spent at a desk using a computer terminal May be required to travel to other buildings on the campus May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations May be required to occasionally travel to outside customers, venders or job fairs F. WORK ENVIRONMENT
Typical office and computer lab environment Mostly indoor office environment with windows Offices with equipment noise Offices with frequent interruptions Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/ Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences. Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu. Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
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