Payroll Support Specialist

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Job Summary

The Caltech Payroll Office seeks a motivated, detail-oriented payroll professional to provide support with administering specialized payroll functions such as producing bi-weekly payroll, on-demand checks and miscellaneous adjustments. This position also ensures compliance with Institute policies and government protocols.

Working in a fast-paced environment with members of campus operations, divisions and faculty, this position will report to the Senior Payroll Administrator, and work closely with Finance, HR, and other campus stakeholders. The Payroll Support Specialist will process on-demand payments for all bi-weekly employees including calculating vacation, sick and personal holiday entitlements and making the correct entries in the HR and payroll systems.

Essential Job Duties

• Under minimal supervision, applies specialized knowledge and expertise in various areas of payroll support to accomplish assigned goals with considerable variety and complexity.
• Reviews data entries in the time management system and validates time entered through established processes, rate changes, new hires, promotions and transfers for various campus departments.
• Verifies source records and reports to ensure changes are processed correctly in the Human Resource Management System.
• Processes / produces a high volume of on-demand check requests and secures all appropriate documentation for such checks.
• Performs system interfaces for processing bi-weekly timesheets, communicating any discrepancies to departments. Reconciles interface reports with payroll, making necessary adjustments to ensure successful data uploads.
• Maintains online check control for all checks produced by the Payroll Department; ensures check production adheres to Institute protocols and follows government guidelines.
• Provides customer service related to internal and external payroll inquiries; collaborates with other units/departments to investigate and resolve employee issues.
• Provides support for Labor Distribution desk and for Payroll and Benefits Accounting desks.
• Produces the payroll calendar for the Bi-weekly, Monthly, Graduate Assistantship, Student Fellowship and Postdoctoral Scholar Fellowship payrolls.
• Records employees tax changes into the Human Resource Management System.

Basic Qualifications

• This position requires 4+ years of related payroll experience.
• Ability to make procedural decisions and judgments involving sensitive and confidential information.
• High integrity and ethics; high sense of personal responsibility and accountability for achieving outcomes; strong focus on quality and accuracy.
• Ability to maintain strict confidentiality.
• Ability to document procedures effectively and independently.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to work in a collaborative environment.
• Proficiency with Word, Excel, and internet software is required.
• Experience with Human Resource and Finance systems and working in high-volume/production department while meeting deadlines and offering excellent customer service.
• Ability to analyze and resolve complex problems.
• Demonstrated expertise and understanding of accounting concepts, including a working knowledge of accounting concepts such as debits, credits and accruals.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance.
• Current Experience with Oracle HRMS, Kronos timekeeping system, ADP and Sprintax.
• Technical expertise utilizing databases including Oracle and Kronos/UKG.
• Fluency in Spanish.
• Payroll certification (FPC or CPP).

Required Documents

• Resume