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Payroll Accountant 2

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POST DATE 9/17/2016
END DATE 10/16/2016

University of California - Santa Cruz Santa Cruz, CA

Santa Cruz, CA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


Job Number

Recruitment Type

Job Title
Payroll Accountant 2

Business and Administrative Services [314]

Financial Affairs

Hiring Unit

Job Open Date

Position is open until filled; initial review of application materials will begin on:

Appointment Type
Contract [1]

Start Date
Immediate Opening

End Date

Shift Differential


Furlough time period

Full time

Days per week

Average hours per day

Percent of Time

Fixed or Variable*

Average hours per week

Days of the week


Additional Comments

Salary Information
Minimum Starting Salary: $50,000/annually.

Benefits Eligibility
This position is eligible for Full benefits.


Personnel Program
Professional Support Staff (PSS)

Salary Grade

EEO/Affirmative Action Statement
The University of California 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

Summary Statement
The Payroll Division, of the Campus Accounting Office, provides technical and professional payroll and accounting services to the Santa Cruz campus of the University of California. The payroll function has been decentralized to each campus, with Office of the President staff providing the computerized payroll system. Campus payroll operations are the responsibility of the Accounting Office and operate within the policies and procedures established by the Office of the President.

This position, under the general supervision of the Payroll Manager, is responsible for a variety of accounting and payroll related functions.

This position provides consultation, training, and liaison for more than 100 payroll/personnel representatives located in campus departments and Staff Human Resources. In this role, the incumbent exercises significant independent judgment in the interpretation and administration of complex regulations and policies relating to payroll administration. The following resources are utilized to assist with this function: Accounting Manual, Business and Finance Bulletins, Accounting Office Payroll/Personnel Procedures Manual, Staff Personnel Manual, PPS User Manual, PPS Benefits User Manual, Internal Revenue Service publications, and the various collective bargaining contacts.

Qualifications / Competencies
Accounting experience and/or education sufficient to independently prepare financial/ budget journals, analyze changes in financial condition, complex reconciliation, and prepare accounting transactions.

Education and/or experience sufficient to show advanced operational knowledge of computerized accounting and/ or budget systems.

Experience in the use of microcomputers with strong emphasis on word processing, spreadsheets, and database management.

Strong organizational and analytic skills sufficient to independently prioritize a heavy, detail oriented workload under pressure of competing demands complicated by a variety of established deadlines.

Strong interpersonal and communication skills to effectively communicate clear, concise, and accurate information to individuals and groups.

The abilities to develop effective programs in response to policy and/or procedure changes.

The ability to work independently with a minimum of supervision.

Preferred Qualifications / Competencies
Knowledge of University Payroll / Personnel System (PPS).

Experience working in a higher education environment.

Special Conditions of Employment
Selected candidate will be required to pass a criminal history background check.

Critical position requiring background check(s)*

Background check(s) required
Criminal History Review

If you selected "license, certificate or degree" above, specify the type here:

Does this position require an E-Verify check*

(Note: Certain positions funded by federal contracts or sub-contracts require the selected candidate to pass an E-Verify check which confirms the individual's eligibility to work in the U.S.) No, this position does not require an E-Verify Check.

Will the employee be required to participate in the DMV Pull Notice program*

For More Information See:

Supplemental documents (in addition to application) applicants will be allowed to attach
Cover Letter
Optional Doc #1
Optional Doc #2
Optional Doc #3


6 Records


Inter-location Transfers
Permanent Inter-location Transfers:
Incumbent is responsible for all Permanent Inter-location transfers and associated journal activity, both to and from the UCSC campus, and serves as policy expert and adviser to hiring departments, campus time-keepers and Human Resource partners.

Incumbent is responsible for inter location functions:
Validity of retirement system membership, OASDI, Medicare and DCP eligibility.

FICA contribution balances and transfer of balances, balance adjustments to employee records and financial journals to ensure correct employee wage reporting as well as accurate campus tax payments and reporting.

Resolution of contribution/deduction redundancies and ensure accurate timing to prevent bad pay, lapse in insurance coverage, inaccurate W2 information, etc.

One-Time and Multi location Inter location Payments:
Review inter-location payment documents for completeness, adherence to policy and approvals from both locations.

Prepare appropriate documents to generate employee pay.

Review monthly payroll distribution reports.

Prepare automated financial journals to post transactions.

Provide documentation to other locations for offsetting financial journals.

Maintain journal log file for all campus payments.

Work with other locations to resolve discrepancies.

Audit and Analysis of Payroll Transactions and HR Support
Provide technical assistance and support to the Human Resource Teams and Divisions for payroll transactions for current and ongoing payroll related issues.

Perform a comprehensive audit of the computerized edit exceptions for pay entries going into the payroll compute.

Working with system generated edit and audit reports, perform a comprehensive audit of the biweekly payroll cycles.

Errors in Pay- Salary Overpayments Duties/Responsibilities:
Work with the Human Resource team to analyze the overpayment situation and determine the necessary corrective action of recovery.

As needed, calculate the correct net repayment due from the employee.

Prepare AIS billing documents to recover salary overpayments when all recovery efforts have been unsuccessful.

Prepare payroll system adjustments or financial journals, as appropriate, when overpayment has been recovered.

Administration of Separation/Severance and Settlement
Oversee and advise on the separation and severance process, to ensure that the campus is in accord with state regulations, labor agreements, bargaining unit mandates and overall UC policy.

Collaborate with Employee and Labor