Payroll & Personnel Assistant

Payroll Title: BLANK AST 3

Job Code: 004722

Job Open Date: 12/16/24

Application Review Begins: 1/7/25

Department Code (Name): REGT (REGISTRARS OFFICE)

Percentage of Time: 100

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $30.41/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $28.44 to $40.76/hour.

Work Location: Cubicle 1, 1101 SAASB (Student Affairs Administrative Services Building)

Working Days and Hours: Monday - Friday, 8:00AM - 5:00PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) | This position is eligible for a hybrid work arrangement upon the successful completion of the probationary period. Employees in this position may work remotely up to two days per week if approved. All requests for hybrid work arrangements are subject to approval by the Supervisor and Department Heads.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Student Affairs Business & Administration unit provides budget, financial, personnel, and administrative support to the departments within the Division of Student Affairs. The Enrollment Services cluster consist of the offices of Admissions, Campus Sustainability Programs, Career Services, Early Academic Outreach Program, Financial Aid & Scholarships, Registrar, SA Grants & Development, and Veterans & Military Services.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties:

Under the general supervision of the Assistant Director for Budget and Administration for Enrollment Services, supports the departments in the Enrollment Services Cluster (Office of Admissions, Campus Sustainability Program, Career Services, Office of the Registrar, Office of Financial Aid & Scholarships, SA Grants & Development, Early Academic Outreach Program, and Veterans & Military Services) in the areas of administration, personnel and payroll support. The Personnel/Payroll Assistant is primarily responsible for all personnel support and payroll processing and duties in the Enrollment Services Administrative cluster in order to provide sufficient backup to each position as assignments and workloads may vary. The functions of this position require a comprehensive knowledge of UC policies and procedures, strong organizational skills, excellent verbal and written communication skills, exceptional interpersonal skills working in team situations, ability to pay attention to detail and an ability to work within a multicultural environment. Must be able to work with a significant degree of independence and initiative while maintaining appropriate levels of consultation with Directors and Managers as well as with campus and systemwide personnel. The position requires a high degree of professionalism, ability to analyze situations and/or information quickly, exercise sound judgment, and to work under the pressure of deadlines and a fast-paced, high-pressure environment. #LI-KA1

Required Qualifications:

• High school diploma or equivalent experience
• Must possess strong organizational skills with a high degree of accuracy and attention to detail.
• Ability to prioritize work, perform and track a variety of tasks simultaneously, work under the pressure of deadlines, be resourceful and work independently.
• Ability to exercise professional judgment, and creatively solve problems within policy.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Preferred Qualifications:

• Personnel/Payroll processing experience.
• Familiarity with campus policies, procedures, and systems such as UCPath and Kronos.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment
• Hybrid Schedule can be requested upon completion of probationary period.

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 60% Personnel Support and Payroll Processing - Serves as the primary Payroll & Personnel Preparer using the online UC Path Personnel System for all student and staff employment for the Division of Student Affairs, specifically within the Student Enrollment & Success cluster. Serves as the backup Payroll & Personnel Preparer for other Payroll and Personnel Assistants serving other clusters within the Division of Student Affairs. Responsible for initial data entry and subsequent updates to the UC Path systems for all career, student, limited and BYA employees. Systematically tracks and ensures that all employment documents are complete and processed in compliance with accounting and HR guidelines and University policies. Coordinates the hiring and separation temporary personnel, work-study, and other student/limited employees. Requires a comprehensive understanding and application of UC and campus policies, as they relate to individual personnel situations, and establishing and maintaining employee records. Must maintain confidentiality and continually demonstrate ethical standards in the performance of his/her duties. Provides administrative support to the unit supervisors for recruiting, hiring, and scheduling student employees. Serves as a resource on the current policies and practices of the Student Affairs Division and Human Resources Office related to these activities and prepares the appropriate paper and online forms. Initiates Background Checks on the online Universal Background Screening system. Utilizes the Tracker "I-9 Complete" online system to verify and document legal work eligibility for all newly hired employees in the department. Completes training to be certified to use the I-9 Complete tool prior to the assignment of a user ID. Upon certification, signs Acknowledgement of assigned role and responsibilities. Participates in periodic training required to maintain certification and access to I-9 Complete. Fulfills all responsibilities outlined in the Acknowledgement in a timely manner and employs good faith efforts in verifying the authenticity of eligibility documents. (Operator access is contingent upon completion of a satisfactory criminal history background check as required by UCSB Policy for positions handling sensitive data.) Assists the Director for Budget and Administration as the departmental contact for questions from staff pertaining to personnel matters with regards to benefits and payroll check distribution. Audits work hours for casual employees to ensure that monthly maximums and student workstudy allocations are not exceeded. Independently troubleshoots payment inquiries from employees. Researches, resolves problems and discrepancies in payroll and reports late payroll to ensure timely payment to employees. Monitors and processes actions affecting employees' pay, including late payment, over payment, transfer of payroll expense and leave no salary which sometimes includes complex retroactive actions upon approval. Incumbent must interpret and apply appropriate University policies regarding use of compensatory, holiday, vacation, administrative leave and sick leave, and complete payroll deduction/adjustments where appropriate. Manages the workstudy program for students employed in the cluster: updates job descriptions, maintains time records, and completes payroll transactions. Coordinates the continuous hire of work study students throughout the year for all units within the office. Maintains personnel records for all employees within the cluster; complete confidentiality required, assures that probationary and merit evaluations and related reports are completed as required. Prepares letter of notice for all merit or across the board increases or other HR actions and announcements.
• 30% Timekeeping & Payroll Management - Serves as the Kronos Timekeeping & Payroll Manager, specifically within the Student Enrollment & Success cluster. Serves as the backup Kronos Timekeeping & Payroll Manager for other Payroll and Personnel Assistants serving the other clusters within the Division of Student Affairs. Responsible for the proper set-up, accruals, and payment to employees. Independently set up or modify employees profile in Kronos upon hire, reclassification, and change in leave accrual or time code. Responsible for all aspects of the online timekeeping system (Kronos) for career, limited, BYA and student hiring and inputting for the Student Enrollment & Success cluster. Reports variable and hourly payroll, audits Kronos time cards for all employees and maintains agreement between Kronos and the leave reporting system. Coordinates trainings for Kronos usage as needed to include editing and approving their own timecards and their supervised employees' timecards. Assists managers and supervisors with Kronos support, such as absences, timestamp, employee profile, accurate account string (pay codes and transfer codes), and time discrepancies. Reviews Kronos upload reports after each payroll and accrual upload. Provides training and assists employees with technical issues with accessing and maneuvering in Kronos. Serves as the primary liaison with Kronos/ETS office to resolve issues related to Kronos system. Independently resolves any Kronos issues in collaboration with ETS. Assists with payroll reconciliation and provides data entry for variable employees from Kronos timecards to the payroll shadow system. Flags and corrects any discrepancies.
• 10% Administrative Support & Periodic Duties - Is a member of Student Affairs Business & Administration (SABA). Participates in regular meetings and divisional workgroups as assigned. Manages the administrative, payroll and personnel files for the Division of Student Affairs. Assures that files are indexed, maintained, and purged in accordance with University and office practices. Provides telephone and reception support and prepares draft correspondence in a professional and accurate manner. Maintains an understanding of other departments and units within the Division of Student and serves as a backup additional Payroll, Personnel and Timekeeping areas as needed. Provides program support for major departmental events and other projects and duties as assigned. Special assignments require the ability to work independently on projects assigned by the Director for Budget and Administration, or any of the department directors or managers within the Student Enrollment & Success cluster.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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