Job Description SummaryOversee all Human Resources (HR) customer service desk activities. Responsible for tracking, auditing, and resolving general system related issues and HR inquiries. Perform clerical and technical duties on behalf of the Human Resources department's operations, including payroll form processing, data entry, and generating correspondence and reports. Serve as back-up to the HR Manager. Train, assign, and review work of intermittent and student assistants.
Minimum Qualifications
High school degree or equivalent
Minimum three years of experience performing data processing and complex clerical activities
Minimum two years of experience in a Human Resources department performing employment or payroll data entry and related tasks
Ability to perform highly responsible and confidential duties
Excellent computer skills including Microsoft Word and Excel, electronic mail/calendar and internet
Ability to prioritize, plan, organize, and meet time lines
Ability to manage tasks, train and evaluate the performance of assigned personnel
Ability to establish and maintain cooperative and effective working relationship with others
Excellent verbal and written skills and the ability to interface with all levels of staff, university community, including students, faculty and staff, and the public
Interpersonal skills using tact, patience, and courtesy
Ability to maintain regular and reliable attendance
A background check is required for all regular benefited positions
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
Preferred Qualifications
Experience working with HRIS and Payroll systems preferred
Supervisory experience preferred
Records retention and record maintenance experience preferred
Physical Demands
Hearing and speaking to exchange information in person or on the telephone
Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator
Seeing to read a variety of materials
Sitting or standing for extended period of time
Physical agility to lift 20 pounds to shoulder height
Physical agility to lift, carry, push, or pull objects
Typical Essential Functions
Provide excellent customer service and friendly reception to all internal and external customers, and ensure coverage for the HR counter during business hours
Input employment related transactions to maintain the Human Resources database and payroll system and to produce reports to distribute to departments electronically and manually as necessary
Process personnel information forms for all employees and input payroll additions, deletions and changes; confer with departments regarding any inaccuracies or incompleteness in forms; enter data from forms including W-4, insurance, and other voluntary deduction authorizations
Responsible for resolving HR and payroll related inquiries. Receive and process all requests for assistance via telephone, email, etc. regarding human resource related topics. Including requests for data, departmental inquiries for pay, documentation, and investigation of system anomalies
Accountable for accuracy of all data input by the HR Coordinator and student/intermittent HR assistants by auditing work, running system reports in coordination with payroll processing, and consistently communicated processes and training to all performing data input
Confer with the payroll department regarding payroll adjustments
Confer with appropriate personnel in Cal Poly Corporation departments regarding outstanding employment documents for employees who have submitted time cards or electronic timekeeping data; verify dates for each change made in various payrolls
Maintain Human Resources files, including record retention and mass termination processing
Ensure the accuracy and timeliness of new employee paperwork (accurate payroll documents, etc.); check accuracy of I-9 documents processed for each new employee to ensure compliance with regulations; identify any incomplete or inaccurate information on documents and/or additional documents which may be required because of VISA or resident alien status; confer with Cal Poly Corporation departments and State University departments regarding proper I-9 completion. Track expiring I-9 documents and follow-up with employee and department
Participate in testing and training phases of new system implementations and updates. Provide feedback of system issues and make recommendations for system improvements
Complete verifications of employment from requesting agencies
Coordinate audit requests and submissions for CPC Human Resources
Identify the need for new procedures or necessary communications
Oversee Federal Work Study program data entry input for student awardees into the university student administration payroll system and submission of appropriate information to CPC payroll for processing
Complete unemployment claims and work with department managers to obtain required information
Oversee background check process and procedures for non-benefited employees. Track and ensure completion of criminal background checks for required employees
Serve as backup to HR Managers, HR Coordinator, and other Human Resources staff, including receiving visitors and telephone calls and providing information and assistance
Oversee interview and selection of intermittent and student assistants for the Human Resources department; train new employees regarding procedures; check their completed work for accuracy and thoroughness; assign and direct work for intermittent and student employees
Oversee scheduling of intermittent and student assistants to ensure coverage of HR front counter
Process check requests as necessary and assist in the development and maintenance of department forms, policies and procedures. Document policies and procedures as necessary
Process and distribute department mail. Provide clerical and special project support as needed by the Human Resources Director and Recruiting Specialist
Oversee the coordination of HR related tasks with Conference and Event Planning (CEP) for CEP run events
Direct and monitor direct reports to ensure that they remain in compliance with policies and procedures. Subordinates may include: (2-4) student and intermittent employees
Perform other duties assigned
Special Instructions to ApplicantsIncumbent is required to report to work site for shifts in San Luis Obispo, California to perform essential functions of the job.
This position is benefit eligible. Cal Poly Corporation provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and holidays.
Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.