Type of Appointment: Full Time, At-Will 

Job Classification: Administrator II

Anticipated Hiring Range: $5,053 - $10,255 per month (Commensurate with experience)

Work Schedule: Monday - Friday, 8 am to 5 pm

Recruitment Close Date: October 1, 2025

 

 

THE DEPARTMENT:

Employee & Organizational Development & Advancement/HR Operations is comprised of Talent Acquisition, Compensation & Classification, Employee & Labor Relations, Workers' Compensation, HRIS, Learning & Development, ADA, Customer Service Center (CSC), Benefits, and Payroll. Payroll and Benefits Services has two units: Payroll Services and Benefits. Payroll Services updates and maintains personal data and employment data; updates and maintains leave accounting and time and attendance records; counsels, approves and maintains medical and personal leaves of absences, and processes all types of pay for all categories of CSU employees. All data related to these functions is maintained in the State Controller's Office Personnel Information Management Systems (SCO PIMS) and in the campus HCM PeopleSoft database. This position will function within the Payroll area.

 

DUTIES AND RESPONSIBILITIES: 

• Performs work where diverse and time-sensitive demands are required daily.
• Takes initiative and independently plans to meet timelines.
• The incumbent is responsible for the hiring, counseling, training, evaluating, and scheduling of the staff for Payroll who work in the PeopleSoft modules and ensures that: CSU campus employees are paid in a timely manner and provided high-quality customer service; documentation completed by staff is accurate, 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 performs as expected, assists in testing all new functionality related to Payroll, patches, and fixes, and maintain table set-up.
• 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 regarding the maintenance of data that is shared with HCM (HR PeopleSoft)
• Prepares and upon review and approval by the Director of Payroll Services delivers staff performance reviews.

 

Documentation, Evaluation, Auditing, and Problem Solving

• Review, develop, update, and document payroll procedures
• Create SOPs and standards for documentation
• Conduct periodic reviews of payroll transactions and cure any problems that may arise out of the review
• Participate in CO Payroll Manager meetings, inform Director, payroll staff, and when applicable, campus partners, of pending changes, tech letters and deadlines.
• Leads the creation and analysis of payroll reporting to identify compliance risks, improve forecasting, and ensure accountability for service-level metrics such as payroll accuracy, processing time, and customer satisfaction. Includes, but is not limited to, daily, weekly, monthly, and annual reports such as:
  • GAAP reports
  • CIRS reports
  • Retroactivity reports
  • PeopleSoft to PIMS reconciliation reports
  • Mass update reconciliation reports
  • HEW reports
  • Etc.

 

Communication, Training and Preparedness:

• Assist with communications (e.g., payroll calendars, payroll pointers, HR briefings, campus partner meetings, staff meetings, etc.,) to enhance staff and employee understanding of university payroll programs and related procedures including Payroll alerts to campus.
• Partner with appropriate departments to ensure consistent communications to campus.
• Provide training to staff, EODA, HRS Customer Service Center representatives and the campus as needed regarding payroll tech letters, deadlines, process improvement, etc., to provide higher quality customer service.
• Oversee and provide training on payroll functionalities, update and revise workshop content as changes occur, and develop automated training in LMS.
• Oversee projects to CPP student interns in support of the HRS Internship Program.

 

Oversee and conduct the following reporting requirements

• License/Certificate Expiration
• Salary Advance Report
• Account Receivable Reports
• Franchise Tax Board Reporting
• Stale Dated Revolving Fund Checks
• Stale Dated SCO Checks
• Fringe Benefit Reporting
• SCO Retroactivity Report
• Temporary Expiration Date Report/Leaves of Absence Expiration Report
• Calendars Absence Management and Absence Management Audits PeopleSoft Time and Labor Calendars Reporting Unit/ Workforce Administrations Assignments
• Miscellaneous Deductions (BRIC and University Advancement) Monthly Reports
• Alternate Work Schedules - PeopleSoft Update Payroll Monthly Calendar Payroll Pointers Various Pay Plans
• Create Additional Pay
• CalPERS Inquiries Audits (KPMG, CO, SCO)

 

Other

• All functions of this position must be performed at the Cal Poly Pomona worksite, and/or at their telecommuting worksite, depending on approved telecommuting agreement currently in place.

 

 

QUALIFICATIONS:

• Equivalent training and administrative work experience and any combination of education and experience to able to perform the essential functions of the position. 
• Documenting, keying, reporting in the State Controller's Office payroll system (PIMS).
• Knowledge of California State University (CSU) payroll processes and procedures.
• The incumbent must have a great degree of knowledge for the principles of payroll administration and management; and the ability to analyze and find solutions to problems, work as a team and independently, and communicate effectively. Ability to organize, prioritize and coordinate work activities independently within strict deadlines. Ability to interpret and apply complex policies and procedures in the application of payroll administration. Ability to establish strong interpersonal, communication and customer service skills when dealing with campus employees (faculty, staff and management), Chancellor's Office, State Agencies and vendors. Ability to create standard operating procedures and process map.

 

PREFERRED EXPERIENCE: 

• A minimum of two years of directly related work experience which demonstrates the ability to perform the essential functions of the position.
• Working knowledge of CSU payroll, leave programs and retirement plans.
• Ability to work with representatives from other state agencies, public and private entities and handle sensitive payroll related matters.
• Experience in operating PeopleSoft programs.
• Ability to prioritize work.
• Ability to train others in CSU, PeopleSoft and PIMS payroll procedures and provide direction to CPP student interns.

 

 

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. For more information, go to the CSU Out-of-State Employment Policy. 

 

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 the CSU Background Check Policy.

 

CSU Classification Salary Range

The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,053 and maximum $16,221 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

 

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.  For more information, go to the Acceptable I-9 website. 

 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

 

Conflict of Interest 

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to the CSU's Conflict of Interest Policy. 

 

Outside Employment Disclosure 

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to the Outside Employment Disclosure Policy. 

 

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 the Child Abuse/Neglect Reporting policy.

 

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 their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.