Workforce Administrative Analyst

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 9

Job Classification: Administrative Analyst/ Specialist

Anticipated Hiring Amount: $4,170 - $5,417 per month

Work Hours: Monday - Friday 8:00 am-5:00 pm

THE DEPARTMENT

Payroll Services updates and maintains personal and employment data; updates and maintains leave accounting, time, and attendance records; counsels, approves, and maintains medical and personal leaves of absence; and processes all types of pay and benefits administration for all categories of CSU employees. All data related to these functions is maintained in the State Controller's Office Personnel Information Management System (SCO PIMS}, ACES (CalPERS benefits system), and the campus HCM PeopleSoft database.

DUTIES AND RESPONSIBILITIES 

• Participation in ongoing development, implementation, and maintenance of workforce administration operations for all CSU employment categories, both represented and non-represented (ten bargaining units). Provides guidance and assistance to the campus community, human resources, benefits, and payroll teams to transactional inquiries and issues involving the workforce administration module. Responds to routine questions about the workforce administration module (PeopleSoft) and related procedures. Responsible for the accurate data entry of HR information, new hire processing, job data changes, terminations, mass changes, etc. Monitors and approves all data changes made through the self-service portal. Processes employee data changes and corrections as requested or as needed through data integrity audits. Refines and documents data entry procedures. 
• Initiates, analyzes, processes, and audits various moderate to complex transactions in PeopleSoft and the State Controller's Office (SCO) PIMS databases. Includes all employment-related transactions such as personal data, education and citizen status changes, new hires, job updates, reclassifications, terminations, leave of absence, workers' compensation leaves, mass salary updates, retirement eligibility, and reports to changes. Work closely with Budget Services on position/job data changes requiring analysis to determine the impact on the employee's job record in PeopleSoft and PIMS. Researches documentation on historical employment and pay data such as furloughs, salary programs, and other special programs.
• Analyzes and provides technical expertise for all pay plans and processes transactions to generate pay for staff, faculty, rehired annuitants, and student assistant 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 for accuracy before releasing payments. Research and process documentation to correct any incorrect pay, which may consist of establishing accounts receivable, transferring funds, and/or requesting supplemental pay. Uses advanced knowledge and expertise to process non-industrial disability and workers' compensation transactions, including coordinating and reviewing documentation with the campus Leave & W/C Coordinator, Employment Development Department, and SCO that may involve all CSU leave programs. Counsels employees on pay and benefit options regarding non-industrial related leaves. Process other pay-related documentation, including address changes, direct deposit enrollments/changes, docks, garnishments, levies, tax-related fringe benefits, and tax withholding changes. Reconciles salary advance and accounts receivable reports. Understands how pay data impacts Form W-2, the labor cost distribution process, and other management and budget reporting. Review detailed numerical records and transactions, identify deviations from applicable policies and procedures, and trace and correct errors.
• Ensures the accuracy of permanent file loads (mass updates) from the SCO system to HCM PeopleSoft. Researches and resolves any discrepancies. Generates HCM PeopleSoft documentation for payroll staff to update personal and employment data in the SCO system. In the process, this position selects, interprets, and applies rules and regulations as outlined in the policies and procedures of the California State University system, various collective bargaining unit agreements, federal and state laws, and education and government codes.
• Serves as the Subject Matter Expert (SME) for Workforce Administration (WFA) and CSU Temp Faculty. Assisted in testing upgrades and fixes from CMS regarding Workforce Administration and participated in systemwide WFA and Temp Faculty user group meetings. Recommends business process improvement. Maintains knowledge of CSU systemwide HR database standardization procedures.
• Serves as an active participant and resource for the Common Human Resource System (CHRS) and is responsible for the data standardization project in preparation for CHRS implementation.
• In compliance with CSU policies and procedures and collective bargaining agreements regarding alternative work schedules, compressed schedules, leave benefits, time, and attendance, incumbents independently calculate, process, reconcile, and audit leave benefits (vacation, sick leave, holidays, overtime, CTO, FML, military leave, bereavement, jury duty) and state service dates. Processes adjustments as necessary to include catastrophic leave donations approves and enters absences and time on behalf of employees on an exception basis, and is a resource for department managers and timekeepers. Notifies departments when usage is
• inappropriate and when corrections are necessary. Calculates plus and minus pay periods for employees who work irregular work schedules. Monitors hours worked by intermittent employees to determine membership into CalPERS. Responsible for updating HR PeopleSoft with temporary faculty hires and employment changes, including uploading, analyzing, and resolving discrepancies on effective dates of appointments, salary, FTE, and rank with academic department coordinators and Faculty Affairs.
• Serves as a backup to Payroll Technicians resulting from staff shortages and/or increased workloads. This may require a shift of job duties, resulting in higher percentages of payroll technician duties on a short-term basis.
• Provide customer service by responding to inquiries from employees, departments, and other organizations that relate to the department's functions. Provide general explanations regarding various employee benefits, which include CalPERS eligibility, vacation and sick leave accrual, social security and Medicare taxes, pay periods, and holidays. Assisted with unemployment benefit audits and data requests, employment verification, and other inquiries related to pay and employment. Maintain I-9 forms, designee forms, Data Access and Confidentiality Forms, non-resident alien documentation, emergency contacts, retirement forms, employment surveys, personal data forms, and Oath of Allegiance forms. Processes clearance forms for separating employees.
• Conducts regular audits to review HR data and records for accuracy and completeness. Monitors record keeping and data entry procedures for accuracy; updates procedures as necessary to achieve optimal operational efficiency.
• Responsible for centralizing and maintaining official employee records and mandated documents as required by federal and state legislation. Maintains HR data record standards such as job status, job codes, time entry codes, job titles, pay grades, etc. Provides data for subpoenas, auditors, and local, state, or federal agencies. This position performs weekly and monthly audits on personal and job data to ensure synchronization between SCO PIMS and HCM PeopleSoft system and to ensure compliance with the CHRS standardization. This requires data analysis in both PeopleSoft and PIMS and updating systems as appropriate. Compares data to the State Controller's Office employment database.
• Partners with the reporting team to create a variety of complex employee data-related reports as mandated by county office, state, and federal regulations to develop dashboards and metrics for the campus community, benefits, payroll, absence management, time and labor, and human resources.
• Other Duties as Assigned. May be assigned other duties relevant to the support of the Payroll department.
• All functions of this position must be performed at the Cal Poly Pomona worksite.

QUALIFICATIONS

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Working knowledge of general practices, programs, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects, including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.  

Preferred Qualifications

• The equivalent of three to five years of experience in preparing and processing personnel/payroll documentation, preferably with California State University payroll. Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
• PeopleSoft Workforce Administration, Time and Labor, or Absence Management experience is also preferred. CPP certification.
• Must be able 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; organize work, set priorities, and meet critical deadlines; establish and maintain effective working relationships with others; perform mathematical calculations; work independently; make sound decisions and recommendations regarding payroll activities; use current computer word processing and spreadsheet software programs, web browsers, electronic calendaring programs, HRIS, and data management systems; and read and write at a level appropriate to the position.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/. 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).

The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. 

In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.

For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Child Abuse/Neglect Reporting Act (CANRA)

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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

Security & Fire Safety

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), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed th...