Payroll Coordinator

Job Description

Job Description

Work Schedule:

Monday through Friday, occasional weekends and evenings may be required. Must be available for emergency situations as determined by ASI and the University. Hybrid eligible based on operational needs

Overview

Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff.  ASI is considered a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 27,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing.  ASI is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team re-imagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our students. 

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices.

POSITION DEFINITION

Under the supervision of the Human Resources Systems & Compensation Manager, the Payroll Coordinator provides oversight of the payroll team ensuring efficient and accurate payroll processing in alignment with organizational policies and human resources (HR) standards. The position oversees and develops the payroll team, maintain accurate records in the HR system, and ensure compliance with payroll procedures and legal requirements. This role includes coordinating audits, managing payroll-related transactions, and collaborating with stakeholders to ensure timely and accurate payroll reconciliations. Additionally, the Payroll Coordinator assists with general HR inquiries, budget preparations, and maintains an inclusive environment while staying updated on regulatory change. In alignment with ASI’s guiding ideas, the Payroll Coordinator contributes to a student learning-centered HR Department by working collaboratively with area, department, and organizational stakeholders.

ESSENTIAL DUTIES

Supervisory Responsibilities

Responsible for the recruitment, supervision, training, development, performance management, and guidance to area personnel, setting goals, and preparing evaluations of their performance, and cross-training to effectively work towards a cohesive, collaborative, and synergistic team within the unit and department; (2) Payroll Assistants.

Ensure assigned operations in the area are carried out in accordance with established policies and procedures based on organizational and department goals and progressive human-centered HR standards Provide oversight of the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide overall priorities for the department area.

Payroll

• Responsible for the full scope of timely, beginning to end, semi-monthly payroll processing for the company, including any off cycle or manual check requests with high degree of accuracy
• Develops and provides oversight of the payroll team to maintain timely, updated records in the HR information system ensuring accurate time reporting, approvals, and payroll processing
• Oversees the development, documentation, and implementation of standard operating procedures and best practices for timekeeping, approvals, and payroll verifications
• Calculates, and reconciles a diverse range of payroll and personnel transactions for all categories of ASI employees internally and to outside agencies to maintain data integrity in ASI’s HRIS
• Coordinates, prepares, collects, and organizes data for auditors and upon request from administration (i.e. EDD benefits)
• Monitors all payroll earnings and deductions including, but not limited to, wage garnishments, tax levies, fringe benefits, and impute income and leave of absence changes.
• Ensure payroll back-up and assistant team is properly trained and current in all payroll matters and processes
• Works collaboratively with the HRIS service team and any payroll related vendor
• Coordinates the filing of quarterly, year end and W-2 reconciliations with review by the unit manager and other key personnel
• Gathers, analyzes, and prepares data for a wide variety of reporting including federal and state reporting requirements; maintains and ensures the integrity of the hard and electronic copies of payroll tax returns and conformation of forms W2, W3, Earned Income Notification and 941 processed and filed by HRIS team
• Conduct annual review of Standard Operating Procedures (SOP’s) to ensure all are current and compliant with payroll policies and laws.
• Oversee the review and resolution of employee time tracking and time off information, as needed
• Provides oversight of training and troubleshooting with employees on proper procedures for recording time and attendance
• Oversees the communication with ASI employees on all changes to processes and procedures related to payroll
• Oversees the creation of Disbursement Requests (DR)/ Electronic Fund Transfers (EFTs)for payroll related invoices and purposes
• Assists in identifying payroll and payrate themes through data and presents findings and recommendations for implementation
• Assist with general HR inquiries, issues and discrepancies from employees, managers, and administrators, as needed

General

• Assist with preparing cost estimates for budget recommendations, budget reconciliations, and processing orders, as requested
• Collaborates with organizational and department/unit stakeholders with updates, process changes and cross-area/unit initiatives
• Maintains an inclusive environment by providing exceptional customer service for ASI staff, management, and candidates
• Actively stays updated on current and future payroll changes related to state and federal regulations and make recommendations for action to remain in compliance
• Actively engage as an organizational leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committees 
• Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner 
• Performs other related duties, as assigned

MINIMUM QUALIFICATIONS

• Bachelor’s degree in human resources, accounting, finance or related field
• 1-2 years of hands-on experience processing payroll Hands-on experience processing payroll in an HRIS environment
• 2-4 years of facilitating payroll and personnel transactions
• 1-2 years of leadership experience
• Comprehensive knowledge working with MS Excel and payroll reporting creation
• Working knowledge of human resources functions, procedures, and systems
• Experience within a university or nonprofit environment, preferred
• Strong background in public sector payroll management, including legal compliance and critical knowledge of CalPERS, preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Apply a wide variety of policies, procedures and applicable state and federal regulations
• Accurately navigate multiple payroll software solutions & HRIS platforms
• Investigate and resolve errors and discrepancies
• Be self-motivated, self-responsible and self-accountable
• Patiently and calmly handle all activities and highly confidential information with discretion, excellent professional judgement, courtesy and tact.
• Knowledge and ability to develop and implement effective and efficient processes, procedures, and solutions
• Ability to plan and review a variety of activities and meet important deadlines.
• Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures.
• General knowledge of the principles of personnel management and supervision and ability to effectively utilize management skills.
• Ability to change priorities when needed to meet changing and overlapping deadlines.
• Confidently share and discuss ideas, solutions and suggestions with the common objective of selecting the best course of action
• Demonstrated ability to communicate effectively, both orally and in writing, with diverse student, staff, faculty, and community members in a courteous manner with emphasis on customer service.
• Knowledge of customer service standards and ability to create policies and procedures as well as motivate, train, and ensure staff pr ovide quality service to all stakeholders.
• Effective interpersonal skills with ability to guide others in a collaborative manner.
• Must be able to establish and maintain effective working relationships within a diverse multicultural environment.
• Technical fluency with computer skills using standard office software (e.g. Microsoft Office Suite) and HR related databases.
• Ability to work with limited supervision and take initiative and make sound decisions withing established guidelines.
• Demonstrated ability to maintain confidentiality and a diplomatic, professional demeanor
• Ability to prioritize tasks, display initiative and remain flexible in a changing environment
• Ability to satisfactorily complete a background check (including a criminal records check)

POSITION SENSITIVITY 

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

BACKGROUND CHECK 

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds.  

MANDATED REPORTING REQUIREMENT 

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.  

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:  

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.   -1108.html 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at