Personnel & Payroll Generalist

HR GENERALIST 2 (007595)

UCPath Position ID: 40886405

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601968

Approved Date:

9/16/2024 6:28:46 PM

Date Last Edited:

9/16/2024 6:28:42 PM

Last Action Effective Date:

3/5/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

101000 - MATHEMATICS

Position Details

UCPath Position Number:

40886405

Position Description ID

164738

UC Payroll Title:

HR GENERALIST 2 (007595)

Business Title:

Personnel & Payroll Generalist

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40063957

Reports to Payroll Title:

FINANCIAL ANL 4

UCPath Department Head Position Number:

40049196

Department Head Payroll Title:

ADMIN MGR 1

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Reporting to the Department Finance Officer and as part of the Financial Services team , the Personnel/Payroll Generalist interprets employment related policies and procedures for the Department Mathematics; advises faculty principal investigators and other departmental personnel on best practices for HR matters related to hiring, training, performance management, conditions of employment, etc.; establishes and maintains personnel and payroll records/databases for staff, ASE appointments, international scholars and visitors, postdoctoral scholars, and volunteers; processes online personnel and payroll actions for departmental personnel; oversees alien appointee process for international employees and visitors; and serves as the primary benefits and orientation representative for the department.  The Personnel/Payroll Generalist is also responsible for preparing, processing, and reconciling various complex UCPath transactions. Also, investigating and resolving discrepancies and initiating and processing payroll transfers. Provide payroll policy interpretation and enforcement for a wide range of support staff, which include career, limited, contract, and academic apprentice personnel. This position is responsible for creating and analyzing complex payroll reports on a regular basis to enforce policy and guidelines and to foresee possible problems that may arise.As part of the financial unit, the Generalist also provides management on various contracts and grant funds.  Additional duties include responsible for providing backup support for processing of LVOs, purchase orders and travel reimbursements.  Complete special projects for CAO and Financial Manager.

Reporting to the Department Finance Officer and as part of the Financial Services team, the Personnel/Payroll Generalist interprets employment related policies and procedures for the Department Mathematics; advises faculty principal investigators and other departmental personnel on best practices for HR matters related to hiring, training, performance management, conditions of employment, etc.; establishes and maintains personnel and payroll records/databases for staff, ASE appointments, international scholars and visitors, postdoctoral scholars, and volunteers; processes online personnel and payroll actions for departmental personnel; oversees alien appointee process for international employees and visitors; and serves as the primary benefits and orientation representative for the department.

The Personnel/Payroll Generalist is also responsible for preparing, processing, and reconciling various complex UCPath transactions. Also, investigating and resolving discrepancies and initiating and processing payroll transfers. Provide payroll policy interpretation and enforcement for a wide range of support staff, which include career, limited, contract, and academic apprentice personnel. This position is responsible for creating and analyzing complex payroll reports on a regular basis to enforce policy and guidelines and to foresee possible problems that may arise.

As part of the financial unit, the Generalist also provides management on various contracts and grant funds. Additional duties include responsible for providing backup support for processing of LVOs, purchase orders and travel reimbursements. Complete special projects for CAO and Financial Manager.  Functions independently with minimal supervision by the CFO. Responsible to set priorities and analyze problems, gather and interpret data, identify and evaluate options, and take appropriate action to resolve issues, in line with goals of the unit.

PERSONNEL

A1. Analyze and interpret personnel-related policies and procedures for departmental members and visitors; keep abreast of current and proposed university policies and procedures. Identify situations that deviate from policy, and recommend alternative solutions; consult with Campus Human Resources, College Deans Office, Payroll, Dashew Center (DCISS), and other campus units, as necessary, to determine appropriate procedures and actions. (E). A2. Manage new hire/rehire, reclassification, promotion, leaves of absence, separation and retirement actions for staff, ASE, and student worker appointments (primary) and faculty, researcher and other academic title appointments (backup). Advise faculty, staff and management concerning appropriate classification/salary ranges, job descriptions, and policies/procedures governing represented and non-represented positions. Develop and maintain comprehensive project management system, with guidelines and checklists, to insure accuracy, effectiveness, clarity, and adherence to University regulations and protocols. (E)  A3. Manage appointments for visiting scholars, visiting graduate and undergraduate researchers, and volunteers. Stay abreast of changes of academic personnel and graduate division policies appointments and disseminate information to department personnel. Ensure that appropriate records are complete and in compliance with campus policy. (E)  A4. As part of the on-boarding process for new hires, confirm eligibility and appropriate title and salary for employment; ensure complete and accurate processing of all required new hire forms; establish Glacier records for non-resident employees; arrange for Bruincards, fingerprinting/background checks, email access, parking and keys; orient all new employees to time-reporting procedures and workplace policies; provide new-employee orientation; and schedule UCLA orientation for new career employees. (E)  A5. Serve as primary department benefits representative to provide first-line counseling and answer questions concerning University benefit plans, administrative leaves, retirements, et al. Explain FML paper work and disability forms, manage all FML, leave of absence, and workers compensation-related requests. Advise employees about available campus resources. Publicize open enrollment and changes to benefits programs, and confer with campus benefits and labor relations offices to resolve problems and complex issues. (E)  A6. Stay abreast of changes in bargaining unit contracts, interpret contract requirements/restrictions for department personnel, and implement changes to personnel and payroll records for represented employees, as required by contract or bargaining unit. (E)  A7. Oversee work study program. Solicit information from supervisors, develop and submit job descriptions, referrals, and reports. Monitor student worker funding balances on the Financial Aid website. (E)  A8. As part of off-boarding process, advise separating employees and provide appropriate information concerning COBRA, unemployment insurance, retirement plans, etc. Oversee retrieval of Bruincards and keys, and coordinate departmental follow-up to rescind access to online programs, etc. (E)  A9. Audit all personnel-related transactions processed in the department to ensure compliance with academic, staff, and academic apprentice personnel policies and procedures. Review and reconcile payroll reports, taking corrective action as necessary. (E)  A10. Maintain complete and accurate personnel files and records for all employees, both electronic and hard copy, as needed. Create and maintain reports to track personnel, visa and other actions, and distribute to department personnel as requested. (E)

40%

PAYROLL

B1. Prepare and submit all phases of monthly and biweekly payroll via online payroll system. Update rosters, process special payments, retroactive pay, terminal vacation, overtime and comp time, etc. (E)  B2. Serve as primary Departmental Time Administrator (DTA) to review and submit timesheets via online time reporting system. Record hours/percentage worked, leave accruals/usage, and blood donation records. Monitor benefits eligibility and status reports. (E)  B3. Audit departmental personnel and payroll transactions for accuracy. Troubleshoot and investigate payroll inconsistencies and errors, e.g. invalid accounts, overpayments, non-issuance of checks, etc., and take corrective action when necessary. Process expense transfers as needed, following University and extramural funding agency guidelines. (E)  B4. Coordinate with fund managers concerning fund restrictions and budgetary implications. (E)  B5. Perform other duties, as assigned. (E)  B6. Monitor payroll end dates and visa status, determining eligibility for continued employment (E)

30%

Fund Management

C1. Provide fund management services to CFO, CAO and PIs funded by Department of Mathematics and Program in Computing sponsored research funds. (E)  C2. Develop budgets, calculating and projecting income and expenses for extramural budgets including related academic, apprentice, staff salaries and benefits, supplies and related expense, equipment, travel, sub-awards, and indirect costs as applicable. (E)  C3. Review all invoices and payroll as applicable to funding sources to ensure appropriate placement of income and expense. Consult with PIs, Department Finance Officer, CAO, and/or Student Services office prior to processing to ensure correct use of funds. (E)  C4. Reconcile monthly ledgers with backup documents, initiate timely payroll and non-payroll expense transfers as needed. Review database liens for validity and delete duplications in preparation for financial reports. Consult with PIs, CFO and CAO on items for immediate action as necessary to avoid overdrafts and take action as needed. (E)  C5. Prepare non-salary cost transfers or budgetary transfers using Non-Pear and online transfer of funds, respectively. (E).

30%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent experience / training

Required

1. Experience with university accounting, payroll, purchasing, travel and contract/grant systems, with thorough knowledge of applicable universitypolicies and procedures.

Preferred

2. Demonstrated experience using financial mainframe systems for processing and recording of income and expenditures such OFSR, BruinBuy, PAC, TravelExpress, PTR, QDB, TOF, NPEAR, and GLASS.

Preferred

3. Skill in processing staff/academic apprentice payroll utilizing UCPath.

Required

4. Demonstrated skill in analyzing and verifying financial and payroll report sand to resolve discrepancies. Also, skill in performing detailed work with a high degree of accuracy.

Required

5. Skill in working independently and as part of a team.

Required

6. Excellent interpersonal and customer service skills to establish and maintain cooperative working relationships with university faculty, graduate students, guests, staff, other university departments and outside vendors.

Required

7. Excellent organizational and prioritization skills, with demonstrated multi-tasking skills to work efficiently and effectively with multiple priorities and frequent interruptions required

Required

8. Working knowledge of University administrative and personnel-related policies and procedures, and bargaining unit contract provisions, sufficient to advise faculty, staff, students, postdoctoral scholars, and visitors. Knowledge of University health and benefits.

Preferred

9. Discretionary judgment to handle confidential matters and sensitive information.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

UCLA

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical Skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.