Payroll and Data Services Front Office Coordinator (Administrative Support Coordinator II)

Job Summary

It is an exciting time to join Cal State Fullerton as we are an in demand comprehensive University that is driven to shape the future of education and foster a vibrant community of diverse students, faculty, staff, and administrators who uphold values of inclusive excellence, free speech, and an environment free from discrimination. We are continuously seeking individuals from various career disciplines that share the University’s mission and core values. We warmly welcome you to consider joining the Titan Community where minds expand and opportunities flourish.

About the Position :

The Division of Human Resources and Inclusive Excellence (HRIE) is committed to the mission of meeting the needs of a multi-cultural, inclusive campus community. Our highly qualified team of professionals is focused on providing human resource services and supports the University's goal to recruit and retain high-quality faculty and staff. We seek an exceptional individual to join our Payroll Services team as the Payroll and Data Services Front Office Coordinator (Administrative Support Coordinator II). The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness.

The Coordinator serves as the primary administrative support for the Payroll and Data Services department and as the division of Human Resources and Inclusive Excellence (Vice President’s Office; Office of Engagement and Belonging; Human Resource Services; Labor and Employee Relations, and Risk Management and Compliance) Front Office Specialist. Provides general administrative (front-line) responses to a variety of inquiries which are received via email, phone, walk-in, and / or courier. Handles new and / or returning employee sign-in processes for all employee groups (faculty, staff, management, and students) while performing general administrative functions and customer service at the front reception area. Responsibilities include, but are not limited to, assessing and reviewing the accuracy and applicability of documents necessary to verify eligibility to work in the US; responsible for reviewing documents prior to distributing them to the appropriate payroll account representative or Human Resources and Inclusive Excellence division.

Responsible for tracking and ordering department office supplies, processing and tracking department travel requests and completing expense reports. Responsible for logging and tracking payroll department overall budget expenses. Handles and processes the Revolving Fund Salary Payment (Salary Advance) Process which includes, but not limited to, submittal for vendor identification via Smartsheet and check / voucher requests via the Common Finance System (CFS). Prepares transmittals and deposit checks in the appropriate accounts to clear accounts receivable and advances and follow up with the applicable campus partners when pay warrants are deposited into the incorrect account. Logs payroll warrants to be returned to the State Controller’s Office (SCO). Processes and reconciles monthly accounts receivable and salary advance reports using Campus Information Retrieval System (CIRS) and CFS data. Requires the ability to learn, interpret and apply Federal, and State payroll laws as well as State Controller’s Office (SCO), Chancellor’s Office (CO), and other campus regulations, policies, and procedures. Performs a variety of general administrative functions in support of the central payroll operation for the campus community. The Coordinator is responsible for leading and coordinating the Document Scanning Process for the payroll department, providing lead work and direction to several student assistant employees including work schedule coordination. Responsible for tracking and processing employment verifications. Other duties as assigned.

Essential Qualifications

High School diploma or the equivalent and five years of progressively responsible experience in general office, clerical or secretarial work or the equivalent. Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures. Thorough mastery of English grammar, punctuation, and spelling. Expertise in using office software packages, technology, and systems. Ability to independently handle multiple work unit priorities and projects. Ability to independently interpret and apply policies and procedures and use judgment and discretion to act when precedents do not exist. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area. Ability to understand problems from a broad perspective and anticipate the impact of office administration problems and solutions on other areas. Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference. Ability to effectively write and present own reports. Ability to effectively handle interpersonal interactions at all levels including highly sensitive interpersonal situations. Ability to use negotiation and persuasion skills to achieve results and expedite projects.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and / or it is discovered that the candidate knowingly withheld or falsified information. Failure to complete the background check satisfactorily may affect the continued employment of a current CSU employee who was conditionally offered the position.

Preferred Qualifications

Experience in Human Resources, Payroll, or Accounting and supervisory duties. Worked in a higher education environment. Demonstrated understanding of confidential and sensitive data. Ability to access PeopleSoft / CHRS campus systems or similar systems. Ability to utilize Personnel / Payroll Information Management System (PIMS), CIRS, and OnBase Document Imaging Management System as well as other payroll and / or accounting related tools such as QuickBooks.

License / Certifications

A valid California driver’s license.