Report on Payroll Personnel Specialist - Los Angeles, CA

Payroll Personnel Specialist - Los Angeles, CA

Description: 
Biology Administration (BioAdmin) is a central unit that provides administrative Academic Apprentice and Staff/Academic, Work Study, etc. Personnel support services for Life Sciences' Biology Group, Physiology Group, MCDB Group and LS Core Group. Comprised within these groups are the Departments of Ecology & Evolutionary Biology; Integrative Biology & Physiology; Molecular, Cell & Developmental Biology and several related units: Life Sciences Core Curriculum, Marine Science Center, Botanical Gardens, Duchenne Muscular Dystrophy Center, undergraduate Neuroscience IDP, MCIP IDP, Stunt Ranch, Life Sciences Vivarium, Computational Systems & Biology, Biomedical Research Minor, and LS Computing (total 14 departments). These 4 departmental groups consist over approximately 884 employees (includes approximately 539 Staff, Casual/Restricted and Academic Apprentices; 345 Academic). This number does not include the number of Academic Apprentices that would need to be processed every quarter.

The Administrative Specialist will provide payroll and personnel support for these groups. Main duties include working independently, as well as collaboratively, in roles as a Pay Administrator and in Human Capital Management (known as UCPath Initiators), Submit on Behalf of (SOBO), General Ledger (Inquirer role in UCPath) and administering UC policies and procedures for the employment of Academic Apprentices and Staff Personnel.

Incumbent is to do onboarding for staff, ASE, and GSR appointments, such as limited, casual/restricted, career, contract and Academic Apprenticeships. Incumbent is to work closely with the Administrative Analyst Supervisor on all the Academic Apprentice (i.e. GSR, TA, Reader, Non-Student Tutor, VGR), as the backup to the supervisor and to assist supervisor, such as hiring, working closely with fund managers to ensure funding is initiated, coordinating across many departments, monitoring and processing Visas, and being liaison with college central services to resolve various issues.

Duties include processing all offer letters, contracts, hiring paperwork, EAFs, UCPATH transactions, and any other necessary procedures for all appointments; to monitor and oversee maintenance of employee records including timesheets (TRS), evaluations, leave accruals, and benefits; to prepare and analyze payroll reports on a regular basis and resolving any discrepancies that may arise; and to interpret, explain, and assist faculty, staff and students with University policies and procedures relating to payroll, promotions, and benefits.

Other duties are to process parking for all staff and academic; to process volunteers; process all background checks; to assist the supervisor with FMLA for staff and ASE/GSR employees; to assist the supervisor with Visas, VGRs; and to problem solve or serve as backup administrative support for ad hoc duties as needed to accomplish all Academic Apprentice and Staff Personnel objectives. Incumbent is to perform other duties as assigned by the Administrative Analyst Supervisor and/or Staff and Academic Personnel Manager. Incumbent is to serve as a secondary back-up to Administrative Analyst Supervisor.

Percentage of Time:
100.0

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

19
Records

Qualifications

Required/Preferred

1. Detailed knowledge of Staff, Work Study, and Academic Apprentice personnel policies and procedures sufficient to advise faculty, supervisors, students and staff on all aspects of employment, including hiring, payroll procedures, benefits, leaves, termination, promotions, merits, evaluations, etc.

Required

2. Skill in interpreting policies and procedures and the ability to accurately convey information to individuals.

Required

3. Skill interacting with personnel. Ability to organize and prioritize work flow to accomplish deadlines.

Required

4. Knowledge of fund accounting systems and ability to review and understand accounting documents and ledgers.

Required

5. Detailed knowledge of University health and welfare benefits, retirement plans, and other University benefits.

Preferred

6. Skill in interacting with persons of various social and economic backgrounds in an effective and friendly matter.

Required

7. Ability to handle confidential material with discretion. Ability to deal tactfully and diplomatically with employees and supervisors on sensitive matters.

Required

8. Demonstrated skill in setting priorities and performing a variety of duties with constant interruptions.

Required

9. Working knowledge of Microsoft Office applications, such as Excel, Access, and Word; email and internet proficient; working knowledge of on-line UCPath System.

Preferred

10. Demonstrated skill in computing ratio rates and percentages to process hourly and monthly payroll, projections using computer applications, such as Excel, Access, QDB and LAPSDB systems.

Required

11. Skill in systematically organizing materials and information to effectively accomplish duties and tasks.

Required

12. Ability to communicate effectively using appropriate grammar and vocabulary. Skill in writing clear, concise, logical and grammatically correct forms, correspondence and memos.

Required

13. Working knowledge of Life Sciences issues and concerns in departments with large undergraduate programs.

Required

14. Working knowledge of alien tax information, immigration and employment requirements.

Required

15. Working knowledge of UCPath Payroll System.

Preferred

16. Working knowledge of Cognos/CDW to pull reports from UCPath.

Preferred

17. General knowledge of policies regarding Visas, immigration regulations, etc.

Preferred

18. Understanding the importance of keeping sensitive information confidential.

Required

19. Ability to listen effectively and empathize with individuals to deal with confidential and sensitive information and situations.

Required

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
03-03-2019

External Posting Date:

UCLA - 3 hours ago

Experience Requirements: 
Not requirements
Date posted:
2019-02-17
Job Id: 
7460138