Assistant Director, Payroll & Benefits Services (MPP II)

California State University System Pomona, CA
CSU Job Listing Details

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Job ID: Recruitment # 60553

Job Title:

Assistant Director, Payroll & Benefits Services (MPP II)

Time Base:


Date Posted:

May 11, 2018

Closing Date:

Open until filled

Link to Apply Online:

Campus Employment Homepage:



Type of Appointment: Full - time, Management Personnel Plan (MPP II)

Salary Range: Commensurate with Qualifications and Experience

Recruitment Closing Date: Open Until Filled.

First Review: October 22, 2018

REQUIRED (All candidates must submit the following)

An on-line application

A letter of interest which explains in detail and, where possible, provides examples of how the candidate meets the qualifications specified in this announcement

A current résumé or curriculum vitae

Three references who can provide assessments of the applicant's professional experience, accomplishments and prospect for success in this position.


Human Resource Services develops, evaluates and coordinates programs and services for the University in the areas of workforce planning, classification, recruitment, employment services, talent management, benefits, training, professional development, employee relations, salary administration, payroll services, workers' compensation, environmental health and safety & risk management, and diversity & compliance.

Payroll and Benefits Services updates and maintains personal data and employment data, updates and maintains leave accounting, time and attendance records, counsels, approves and maintains medical and personal leaves of absences and processes all types of pay as well as benefits administration for all categories of CSU employees. Administration of employee benefits programs includes health, dental, vision, retirement, tax-sheltered annuity plans and other programs consistent with federal state and CSU mandates. 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 in the campus HCM PeopleSoft database.


The Director, Payroll and Benefits Services is responsible for the hiring, counseling, training, evaluating and scheduling of the staff for Payroll and Benefits and ensures that:

* CSU campus employees are paid in a timely manner, benefits processed and provided high quality customer service.

* Documentation completed by the staff is accurate and prepared and processed in accordance with federal and state laws, CSU and State Controller's Office (SCO) policies and guidelines.

* HCM PeopleSoft functionality for Workforce Administration, Develop Workforce, Employee Self-Service, Time and Labor, Absence Management, Base Benefits and Benefits Administration performs as expected, test all new functionality, patches and fixes, maintain table setup.

* Employee, employment and benefits records are properly maintained in accordance with prescribed rules regarding confidentiality and retention.

* Proper authorizations are on file for each campus department for faculty, staff, administrators and student assistant certifications and paycheck distribution.

* Student payroll programs, policies and operations are coordinated with appropriate staff in the Career Center, Financial Aid and Faculty Affairs.

* Procedures established with Student Administration are adhered to in regards to maintaining data that is shared with HCM (HR PeopleSoft).

* Manages the coordination of the Workers' Compensation program, ensuring that the University is in compliance with interpreting and applying applicable laws and regulations.

* Medical related leaves, personal leaves, family medical leaves (FML) and Catastrophic Leave Donation program are administered in accordance with federal and state law and CSU guidelines.

* Manages the administration of all employee benefit programs, including health, dental, vision, retirement, tax-sheltered annuity plans and other programs consistent with federal, state and CSU mandates.

* Under oversight of AVP, Human Resource Services, manages the department budget.

* Prepares and delivers manager and staff performance reviews; and provides performance feedback as needed.

The Incumbent participates in regular meetings with the Human Resource Services management team to provide updates, discuss projects, new programs, and staff and budget issues, and to plan, troubleshoot and resolve issues; works closely with the managers of Human Resource Services to coordinate programs and operations to ensure that each other is providing the proper level of support to the other; works closely with Faculty Affairs to ensure both areas are consistent with their interpretation of all academic related rules and procedures; provides assistance to Faculty Affairs and Human Resources in determining strategies for handling complex and sensitive employee relations matters; and also works closely with Faculty Affairs, Budget Services and HR to review salary program guidelines and determine processing timelines and implementation strategies. The incumbent serves as a resource to management regarding State policies and procedures related to employment, salaries, leaves and benefits; participates in the quarterly MPP Orientation as a presenter for payroll, leaves and student payroll information; periodically, the incumbent provides assistance to administrative personnel in Foundation Services and Associated Students Inc. (ASI) regarding State policies and procedures related to employment, salaries, fringe benefits/employee business expenses, overtime and leave accounting. The Assistant Director, Payroll and Benefits Services meets regularly with the HCM PeopleSoft Manager to strategize on PeopleSoft technology needs, implementation schedules and timelines, functionality and security access; and serves as the alternate campus HR User Group (HUG) representative who is responsible for representing the campus on all strategic HR PeopleSoft matters and communicating to the campus community on CSU system-wide events and issues in the absence of the primary HUG representative. The incumbent works closely with the Student Administration system administrator to discuss and resolve PeopleSoft campus community related issues and administrative personnel in Photo ID, Campus Help Desk, Campus Information Security Officer and Registrar's Office to resolve issues regarding services provided to the campus employees that are dependent on the person identification number from PeopleSoft such as email accounts, library access, building access, key requests, etc.; and serves as the Campus Security Monitor for the State Controller's Office on-line applications for employment history, pay generation, leave accounting and data management reporting. The Campus Security Monitor is responsible for ensuring that only authorized individuals have access to the hardware and systems and that the proper security guidelines are adhered to at all times. This position is also the Campus Information Retrieval System (CIRS) Security Coordinator for the campus. In this capacity, the incumbent approves CIRS access for on-campus for employment history, personal information, payment history, benefit state share costs, pay deductions, leave accounting and mailing labels; and serves as the liaison to the Information System group in regards to the SCO connections and maintenance of the Human Resource Services network and server that supports it. The Assistant Director is the liaison between Payroll, University Financial Services and the State Controller's Office for the Non-Citizen employees tax reporting. This includes monthly updates and annual tax treaty reporting for the W-2. During state or CSU audits of employment and payroll records, the incumbent serves as the contact person for all auditors and is responsible for ensuring that all requested files, data and explanations are provided; represents the unit on various university task forces and committees; and performs other duties as assigned.


Bachelor's degree in Business Administration, Accounting, Human Resource Management or a closely related field OR equivalent related payroll experience will be accepted in lieu of a Bachelor's degree AND a minimum of five (5) years of progressive experience and responsibility in a payroll function in a managerial role. Knowledge of systems and administrative procedures for planning, organizing and directing human resource services in the CSU; excellent communication, leadership and motivational skills; ability to research, analyze and extrapolate data; ability to develop and implement effective and efficient processes procedures and solutions; and the ability to work collaboratively and effectively in a diverse environment is required.


Hands on experience with enterprise resources planning systems such as CMS/PeopleSoft with HR modules; ability to identify and critically assess data and apply towards implementation of HR procedures; ability to establish and meet deadlines; and experience with higher education institution within a collective bargaining environment, CSU preferred.


Salary is competitive and includes a comprehensive benefits package. Salary is competitive and commensurate with qualifications and experience. This is a Management Personnel Plan Level II position with an attractive benefits package, which includes a vacation accrual rate of 16 hours per month, an excellent choice of medical, dental, and vision insurance, long term disability coverage, life insurance and retirement benefits.


Review of complete applications will begin October 22, 2018 and will continue until the position is filled. For application information and materials, visit our website at and refer to Job # 60553. All candidates must submit: (1) a formal University application (2) a letter of interest which explains in detail and, where possible, provides examples of how the candidate meets the qualifications specified in this announcement; (3) a current résumé or curriculum vitae; and (4) the names, titles, addresses and telephone numbers of three references who can provide assessments of the applicant's professional experience, accomplishments and prospect for success in this position.


A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:

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


The person holding this position is considered a limited 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.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.

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