Job Requisition Number: 24249. Campus Shared Services (CSS) – a division of the UC Berkeley Office of the Vice Chancellor for Administration – provides reliable, high-quality administrative support to faculty, academics, staff, student employees, and retirees in support of the UC Berkeley mission of teaching, research, and public service.
CSS provides services in the areas of Business and Financial Services, Human Resources/ Academic Personnel Support, Information Technology, and Research Administration to nearly all campus units. This position is responsible for day-to-day payroll for assigned units with minimum supervision. Provide comprehensive overview of payroll functions to career, limited, academic and student employees. The incumbent must use various HR and payroll systems (e.g. Human Resource Management System (HRMS), Payroll Processing System (PPS) KRONOS Timekeeping systems, and a variety of other campus timekeeping systems. the position ensures: accurate data in all systems; coordinates payroll process for large groups of employees and timely submission of information for payroll and adjustments. Analyze, prepare, and distribute reports and statistics based on information compiled from various systems.
Pay Coordination Use various systems and reports to ensure timely, accurate payroll and personnel process for employees, including: time reporting input, adjustments, accruals, researching and resolving errors, interpreting policies and contracts, ensuring compliance with personnel and payroll policies and procedures. Transfer expenses (recharges) between various funding sources. Investigate and develop solutions to problems in various HR and payroll systems. Applies timekeeping and/ or payroll concepts to perform complex analysis regarding pay processing adjustment, including retroactive pay and overpayments for employees in multiple bargaining units and unrepresented.
Performs payroll and leave audits to ensure accurate pay, avoiding overpayment issues and adherence to University policies, Bargaining Unit Agreements and employment laws. Coordinate and ensure accurate timely processes for mass transactions (i.e. hires, separations, etc.): organize meetings and trainings, develop new documents and procedures as necessary. Maintain detailed knowledge of University infrastructure, policies and procedures, and collective bargaining agreements. Create, proofread, edit, update, and ensure timely distribution of: various documents, correspondence, operational calendar, manuals, etc. Ensure above materials are in proper business formats, accurate, grammatically correct, and handled confidentially, as required.
Reporting Prepare, format, and analyze reports and data compiled from various systems. Utilize information to monitor and identify trends for: employee pay actions, data and pay corrections, etc. Prepare, maintain, track, process, reconcile and correct errors in a timely manner for recharges to other campus entities, transaction documents, financial reports (as requested), spreadsheets, etc. following appropriate University/departmental guidelines. Follow up and resolve any problems related to the above.
Customer Relations and Communication Greet, direct, and provide information in a professional manner via phone, in person, and online in CSS ticketing system to employees, managers, campus units, and others regarding: general payroll information, specific payroll inquiries from employees, managers or other entities, etc. Respond to inquiries timely and maintains confidentially of information. Participate in staff meetings and represents unit in departmental planning committees and with campus entities. Communicate with supervisor or lead on workload, ability to meet deadlines, system functionality, etc. Recommend and implement procedural changes for internal payroll operations manual.
Administrative Support Provide assistance and back-up support to coordinate all pre-meeting and post meeting activities such as: agenda items, background materials, room locations, transportation, notifications, equipment set up/take down, conference calls, catering, notes, follow-up on action items, and minutes. Develop and implement a document (both electronic and hard copy) control system in an effort to keep sensitive business and payroll records and files “up-to-date” with the most relevant and current information (as required by policy or statute of limitations). Organize, label/code, update and maintain departmental filing by pulling out-of-date information and redundancies.
IIPP Statement Works in safe and responsible manner while not putting self or others at risk. This includes complying with applicable policies and regulations; using personal safety gear; observing warning signs; learning about potential hazards; and reporting unsafe conditions.•Demonstrated payroll experience in a fast-paced setting. •Excellent mathematical abilities. •Excellent interpersonal and customer service skills. •Knowledge and experience coordinating, troubleshooting and responding to customer service requests. •Skill to contribute as a team player in a respectful and professional environment. •Ability to communicate clearly, accurately, and effectively in English, both verbally and in writing, with a diverse group, including staff, co-workers, campus partners, etc. •Demonstrated writing skill, using correct grammar, spelling, and punctuation to compose and edit documents effectively. Demonstrated knowledge of proper business formats and ability to prepare professional documents. •Ability to research special projects as assigned and produces and organizes reports to summarize findings, communicating the information clearly and effectively. •Intermediate knowledge of PC based software (MS Office—Word, Excel, PowerPoint, Visio; email; etc.). Must demonstrate ability to learn University systems. Demonstrated skill to create presentations and appropriate business documents using said software. •Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment. •Detail oriented, accurate, and able to handle competing deadlines and multiple tasks with frequent interruptions. •Demonstrated initiative and ability to organize and maintain records. •Strong organizational skills, ability to establish priorities and work independently and as part of a team. •Demonstrated skill in scheduling meetings and coordinating multiple calendars with calendaring software. •Demonstrated record keeping and file management skills to organize, accurately document, and retrieve data in a variety of formats (Hard Copy, Electronic, etc.). •Demonstrated experience in establishing priorities, following plans and completing goals/objectives in a timely manner. •Ability to exercise integrity and discretion in all matters and to protect confidential information. •Ability to demonstrate and encourage the values of collegiality, and respect among supervisors and peers. •Ability to directly resolve problems through informal consultations and discussions at the lowest level possible. •Ability to understand, interpret, and apply University rules, regulations, and policies •Ability to make independent decisions in solving issues while adhering to the University of California and Berkeley campus policies. This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.