ASSISTANT PAYROLL MANAGER
Job Title | Assistant Payroll Manager |
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Worksite City | Sacramento, California |
Advertised Salary Range | $3,990 - $5,586 per month |
Temporary | No |
Length of Appointment | N/A |
Hours per week | Regular (full-time) Employee – 40 hours per week (Benefited) |
FLSA | Non-Exempt |
Broad Scope and Function |
The position is responsible for complex work related to the organization of payroll and benefit data, payroll collection, preparation, and verification in the University Enterprises, Inc. (UEI) payroll unit necessary to ensure accurate and timely processing of payroll. The position prepares and submits payroll tax payments. The position serves as liaison to the Information Technology department and provides technical system support for the Payroll department. The position develops reports from the Payroll/Human Resources Information System (HRIS) and Time and Attendance Systems and assists with developing the Payroll department budget. The position supervises the Payroll Technician II, the Payroll Coordinator, and student assistant positions. The position supervises the entire payroll office and coordinates payroll functions in the absence of the Payroll Manager. |
Reporting Relationship |
The position reports directly to and receives general direction from the Payroll Manager. Reporting directly to the position are the Payroll Technician II, the Payroll Coordinator, and a student assistant. |
Conditions of Employment |
This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause. |
Work Schedule |
Monday – Friday 8:00 am – 5:00 pm |
Minimum Qualifications |
1. Bachelor’s degree or equivalent combination of education and/or work experience. 2. Demonstrated extensive work experience in the methods, practices, and principles of payroll preparation and fiscal reporting. 3. Demonstrated knowledge of supervisory skills or techniques needed to train and evaluate employees. 4. Demonstrated experience participating in the implementation of system upgrades. 5. Demonstrated knowledge of basic accounting procedures. 6. Demonstrated experience in the use of computer systems and software applications including HR or Payroll databases, word-processing, and spreadsheets related to payroll functions. 7. Demonstrated knowledge of the state and federal laws, ordinances, and regulations applicable to payroll, including those affecting the maintenance of payroll records and determination of proper payments. 8. Demonstrated ability to perform a variety of the more complex payroll preparation, record keeping, and transaction assignments. Ability to prepare and submit payroll taxes and retirement system reports; coordinate the day-to-day functions of the payroll unit in the Payroll Manager’s absence; maintain proper records, controls, and fiscal information for payroll transactions; quickly and efficiently operate a 10-key numeric keypad. 9. Demonstrated ability to calculate figures and amounts such as percentages, wage and tax calculations, and apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Demonstrated ability to perform complex transactions and calculations involving resourceful judgment. 10. Demonstrated experience answering a variety of payroll questions and concerns from employees, supervisors, and managers; and talking to and interviewing others to obtain or exchange information. 11. Demonstrated ability to research, analyze, and evaluate problems and develop effective solutions. 12. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. 13. Demonstrated experience effectively communicating and working with all levels of employees and/or customers while maintaining a professional demeanor and exercising tact and good judgment. 14. Demonstrated ability to function effectively in a detail-oriented capacity and as part of a team. 15. Demonstrated experience working with and maintaining sensitive, confidential information. 16. Excellent command of the English language including grammar, spelling, and punctuation. 17. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards. |
Preferred Qualifications |
1. Demonstrated experience using the Payroll module of Kronos Workforce Ready or Superion One Solution (formerly SunGard/Bi-Tech) HRIS/Payroll software. 2. Demonstrated supervisory experience including training, hiring, evaluating, and mentoring employees. 3. Experience using the myCalPERS system for reporting payroll transactions. |
Physical Requirements |
Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, fax machines, and inserter machine. |
Working Conditions |
Work is performed in an office environment; continuous contact with staff and the campus community. |
Project Description |
University Enterprises, Inc. (UEI), a Sacramento State non-profit auxiliary organization, exists to meet the evolving needs of the campus community by providing programs and services that support and strengthen the Sacramento State experience. Each day, UEI’s management and staff work to advance Sacramento State’s commitment to being an integral educational, intellectual, economic, social, and cultural resource for the region Payroll Services provides accurate financial information to UEI departments, federal and state agencies, banking institutions, and auditors. Employees receive timely and accurate payroll checks, direct deposits, and annual W-2s, and federal and state government offices receive information for payroll wage and tax reporting. Payroll Services also maintains and processes employer-provided benefits and payroll deductions. |
Job Duty |
01. Provides training, delegates work, and reviews data entry by the Payroll and Human Resources Staff as it relates to payroll ensuring compliance with labor laws, employment of minors, and international employees. Reviews edits to timesheets and makes necessary corrections. Supervises calculation and printing of manual checks; prepares and/or verifies retroactive pay information; reports stop payment requests. Coordinates payroll functions and develops new operating procedures as required. Identifies potential payroll problems and discusses them with the Payroll Manager. |
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Job Duty |
02. Supervises staff consistent with University Enterprises policies including selection, training, coaching, evaluation, and discipline; prepares and gives performance evaluations; encourages employee development; handles personnel and disciplinary problems; and meets with staff to review department goals, problems, and other pertinent information. Represents payroll functions and operations with both UEI staff and external agencies. |
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Job Duty |
03. Serves as a resource for Managers, Supervisors, and Employees including Human Resources Staff, Payroll Staff, and Sponsored Programs Administration (SPA) Staff for processing documents and transactions; researches problems; answers inquiries regarding payroll transactions; and discusses UEI policies and procedures with employees, timekeepers, supervisors, and managers as they relate to payroll. Discusses concerns with the Payroll Manager. |
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Job Duty |
04. Processes payroll for salaried employees, both exempt and non-exempt, by gathering, organizing, and verifying payroll data including but not limited to current balance and use of accrued time off (e.g. vacation and sick leave); verifying payroll information transferred between the time and attendance system and payroll system; and balancing wages and hours. |
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Job Duty |
05. Reviews and approves discrepancies discovered on time records by the Payroll Technician; verifies that items listed on time records comply with federal and state labor laws (e.g., number of hours worked, overtime, meals) and proper codes are used. |
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Job Duty |
06. Verifies all Employee Action Authorizations (EAA) and new hire records entered in the payroll system by the Payroll Technician each pay period. Confirms mandatory tax deductions are in place and verifies proper pay classes and accounts. |
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Job Duty |
07. Supervises the timely and accurate distribution of payroll checks. |
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Job Duty |
08. Serves as a liaison to the Information Technology department for Payroll department technical needs. Participates in the design, testing, and implementation of system upgrades. Develops and executes creative technical solutions to improve Payroll processes. Provides technical system support to the department. Updates the Payroll Manager on any upcoming system changes or needs. |
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Job Duty |
09. Calculates, processes, and submits California Public Employees Retirement System payments, and reconciles payments to the general ledger. |
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Job Duty |
10. Prepares and submits payroll tax deposits and journal entries; monitors and ensures the accuracy of preliminary worksheets for quarterly reports. |
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Job Duty |
11. Prepares information required by auditors and the justice system, including reports of time worked and wages paid, vacation and sick leave accrual records, and General Ledger postings. |
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Job Duty |
12. Supervises the processing and payment of wage garnishments ensuring compliance with all regulations. |
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Job Duty |
13. Assists in the development of the operating budget for the Payroll Office. |
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Job Duty |
14. Assists in the reconciliation and preparation of W-2 forms, tracking of returned W-2 forms, and maintaining forms in Employee Online. |
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Job Duty |
15. Assists the Payroll Manager in monitoring and updating the payroll computer system, UEI timekeeping system, and pay card system; and with resolving software problems; ensures payroll information regarding hour codes, pay types, deductions and contributions are accurate; monitors and reconciles assigned Payroll General Ledger Accounts; and prepares journal entries when necessary. |
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Job Duty |
16. Provides training to employees and supervisors regarding timekeeping system and employee self-service system. |
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Job Duty |
17. Performs other job-related duties as assigned. |
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Posting Number | B051F19 |
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Number of Vacancies | 1 |
Position End Date (if temporary) | |
Open Date | 02/11/2020 |
Close Date | 02/28/2020 |
Open Until Filled | No |
Special Instructions Summary |
If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter. Please complete each section—do not refer to your resume in lieu of listing your job duties or in answering the supplemental application questions. |
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this position?
- UEIJobs Website
- Interest Card Emails
- Indeed
- Career Fair
- Campus Career Center
- Personal Referral
- Sacramento Bee
- Careerbuilder
- Internal Job Posting
- The WELL hiring expo
- Other
- * If other, please specify.
(Open Ended Question)
- * Do you have a bachelor’s degree or equivalent combination of education and/or work experience?
- Yes
- No
- * Do you have extensive work experience in the methods, practices, and principles of payroll preparation and fiscal reporting?
- Yes
- No
- * Describe your work experience in payroll preparation and fiscal reporting. Please include the number of years of experience and count of employees being paid.
(Open Ended Question)
- * This position requires experience in the use of computer systems and software applications including HR or Payroll databases, word-processing, and spreadsheets related to payroll functions. It also requires experience participating in the implementation of system upgrades. Please describe your work experience that satisfies these requirements. Please list the systems and applications used and provide an example of a system upgrade you were involved with.
(Open Ended Question)
- * Do you have experience using the Payroll module of Kronos Workforce Ready or Superion One Solution (formerly SunGard/Bi-Tech) HRIS/Payroll software? (This is preferred but not required for this position.)
- Yes
- No
- * Do you have supervisory experience including training, hiring, evaluating, and mentoring employees? (This is preferred but not required for this position.)
- Yes
- No
- * Do you have experience using the myCalPERS system for reporting payroll transactions? (This is preferred but not required for this position.)
- Yes
- No
Applicant Documents
- Cover Letter
- Resume