Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Salary/Rate: $3,235 @ 1.0 FTE
Effective 7/29/2021, update to priority consideration date. See below for updated information.
This search is to fill two Payroll Specialist vacancies
The Payroll Department is part of the broader Business Services administrative support unit for the University. The Payroll department is responsible for handling all aspects involving the processing of payroll for the campus once an individual has gained employment status from Human Resources. This position is responsible for the processing of payroll and personnel transactions such as appointments, changes in status, leaves and separations for staff employees. Incumbent must apply knowledge of data management systems (BANNER), consult with various resources to access, enter and maintain payroll and personnel data, and validate data, identify discrepancies and errors, and calculate and reconcile variances to maintain data integrity. Due to the utilization of a Service Center, this position must exercise considerable judgment, initiative and independence to achieve results and deal with subject matter requiring a high degree of technical expertise. As a result, this position provides training, guidance and assistance to the Service Center and serves as an advanced operational resource resolving the most difficult and unusually complicated or problematic payroll and personnel related transactions for staff employees in a highly independent manner. This position also coordinates and produces payroll for all employees using a combination of laws, regulations, policies and procedures. This position is also responsible for providing backup receptionist duties for the payroll office which include phone call inquiries, general employee assistance and maintaining of all personnel record files.
Minimum Classification Qualifications:
Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
Experience with Banner HRIS or other integrated payroll database. Experience with PeopleAdmin. Demonstrated skills in an institutional/educational environment utilizing a customer oriented and service centered attitude. Comprehensive knowledge of federal and state laws or similar type knowledge with regards to employment and timekeeping matters.
All Listed Duties:
Develop and maintain a comprehensive working knowledge of pay related federal, state and BOLI laws, collective bargaining agreements, and SOU policies and apply these regulations to pay and leave situations. Implement changes to federal, state or BOLI regulations. Research, analyze and implement changes to our current business practices to comply with law changes and collective bargaining agreement changes. Research, analyze, and respond to questions and problems for administrators, department managers, employees, and outside agencies with information related to these laws, contracts, policies and procedures. Coordinate with other SOU staff to provide information, authoritative advice, and instruction/training on contractual rights and payroll processes.
Provide recommendations for identifying and implementing innovative solutions to improve the quality of Payroll services and the delivery of services to customers. Lead or contribute to initiatives and special projects to streamline processes, enhance services, and increase program efficiencies. Exercise considerable judgment, initiative and independence to achieve results and deal with subject matter requiring a high degree of technical expertise. Ensure comprehensive and accurate internal/external operating guides are developed and maintained. Lead and provide training, guidance and assistance to the Service Center regarding the extension of services provided to employees on behalf of the Payroll Department. Serve as an advanced operational resource to resolve the most difficult and unusually complicated or problematic payroll and personnel related transactions for staff employees. Lead and contribute as an essential member of implementation team for rollout of Web Time Entry to employee groups for electronic timekeeping. Develop and implement strategies for preventing/resolving problems as well as noting certain weaknesses in new system. Identify changes in process, maintain and update procedures as they relate to WTE programmatic updates while remaining compliant with BOLI regulations on pay and other guidelines. Monitor WTE timesheet approval queues to ensure no delays to monthly payroll processing. Respond to employee questions regarding problems with pay received; requiring extensive knowledge of the Banner HR system and WTE timekeeping system. Maintains essential audit function of check stock issue/order log. Manage and report quarterly audit of FDoc control numbers to prevent or identify possible theft or audit issues as well report trends of use. Provide back up to Assistant Payroll Manager and Payroll Manager as directed.
Payroll/Personnel Data Analyst
Analyze job actions for compliance with employment law, contractual provisions, campus policies and reporting requirements. Evaluate such factors as: bargaining unit; action type; appointment duration and limitations; classification, pay plan, time base, and compensation and FLSA status; position attributes, organization structure, and funding; retirement, benefits and leave eligibility; probation; and biographical data. Input data into the data management system (BANNER) and develop/maintain queries for periodic auditing of data integrity for payroll processing and data to correct prior to the feed to Banner HR system. Generate and print checks. Process ACH deletions. Collect, calculate and reimburse employees for wireless service agreements. Analyze and reconcile lists to prevent calculation errors with various payroll setups, APSOU dues, parking deductions, imputed values, or cell phone allowances that are setup before the payroll processing period. Maintain work study authorizations within Banner. Monitor student authorization amounts; notify Service Center, student, department and financial aid when near exceeding balances. Run post payroll work study reports monthly. Communicate with off-campus work study agencies and reconcile those accounts. Calculate and enter staff tuition postings that are considered taxable fringe benefits to allow for payroll processing and calculating of applicable taxes to confirm with the monthly payroll process. Communicate to employees affected by sending IRS guidelines and format letters. Compute amounts for manual checks and adjustments including overpayments, Worker's compensation, short-term disability, FMLA/OFLA leave, LWOP, check reversals and checks to be voided. Prepare and post payroll redistributions to feed to finance. Identify and report trends in statistics that assist in department staffing decisions including employee and job counts, timesheets paper versus electronic, and direct deposit versus paper check counts.
Classified/Temporary Salary/Leave Administration:
Responsible for processing salary/wages for Classified and Temporary employees ensuring compliance with SEIU bargaining agreement. Calculate monthly overtime, differentials, work out of class and premium pay complying with the SEIU bargaining agreement and BOLI regulations. Calculate and process leave without pay adjustments. Enter all records into Banner HRIS and verify all data entry. Create instructional materials and provide training and instruction for departments and newly hired employees. Responsible for compiling, calculating, and reporting all leave balance information including sick, vacation, compensatory time, personal and bereavement leave per the SEIU collective bargaining agreement. Track wait period for vacation and personal leave usage, maximum accruals for vacation and compensatory time. Calculation of vacation and comp time pay outs. Calculate and Track mandatory unpaid time off (MUTO) where applicable. Provide management leave reports monthly.
Special Instructions to Applicants:
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background check.
Under the provisions of the Fair Labor Standards Act (FLSA): -Position classification defined as
Internal Number: 8935
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.