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Payroll Specialist

Apply now Posting #: 4256
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Finance

Position Title & Department:

 Payroll Specialist; Payroll
Posting #


Department Description:

The Finance Office serves the needs of the university and its constituents.  It is supported by the Controller’s Office which oversees the accounting, cashiering, procurement, and student financial services operating units.  The Tax and Compliance Office promotes compliance to federal and state tax laws, serves as a campus resource with respect to tax issues, and oversees the university’s accounts payable and payroll activities.  The Budget and Treasury unit conducts budget planning, capital financing, endowment investment, and cash management. The Office of Risk Management oversees the university's insurance policies and loss control efforts.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

Under general supervision, performs all responsibilities in processing and distribution of the university’s biweekly/monthly in-house payroll in a timely and accurate manner. Responsible for daily entry of payroll processing, provide excellent customer service, and utilize the USD Way. Payroll is responsible for ensuring compliance with Federal and State agencies in regards to paychecks as well as ensuring pay practices.

Duties and Responsibilities:

Assist the Director of Payroll in training and mentoring new employees and student workers.

Responsible for maintaining and updating payroll process procedures.

Prepare and distribute biweekly/monthly Payroll and Tax Deposit Reports.

  • Prepare spreadsheet for Funding and posting to the General Ledger. 
  • Distribute reports to Budget and Treasury and Accounting.
  • Maintain and balance payroll tax file spreadsheet. 
  • Balance bank recon to tax payments and prepare journal entry to move taxes to the appropriate buckets.
  • Balance and prepare tax recons.

Process bi-weekly and/or monthly payroll for processing.

  • Time Records.
  • Reviews job information on time records for completeness. 
  • Verifies and audits recorded hours to be paid.
  • Resolves differences on time records before processing.
  • Execute time and attendance processing.
  • Upload tip and bonus earnings into  payroll system.
  • Verify onetime requests such as stipends, etc.
  • Verifies gross to net processes through report balancing.
  • Stuff, sort and verify check count.

Process garnishment for biweekly and/or monthly employees

  • Make sure garnishments received are stamped with the receipt date.
  • Check employee status to see if active or term.
  • Prepare letter for garnishment and send to employees with a copy of the order.
  • Update garnishment spreadsheet.
  • Setup new garnishment agencies in Payroll system.
  • Calculate and enter new garnishment orders into Workday.
  • Double check garnishment amount during payroll processing to make sure garnishments were calculated correctly.
  • Create Garnishment invoices and verify payment via Accounts Payable.
  • Assist employees with garnishment inquiries and resolve garnishment issues with garnishment agencies. 
  • Scan garnishment paperwork to file.
  • Prepare letters to agencies for terminations and status updates on employee’s job status.

Prepares biweekly/monthly payroll terminations, manual checks, check re-issues and process adjustment transactions.

  • Review and research daily rejects from the bank.
  • Process daily positive pay file to the bank

Responsible for verifying and maintaining payroll related system information.

  • Analysis, research of missing information, data entry and verification of payroll related information.
  • Maintains W4 and state withholding setup and process.
  • Maintains Gift deductions.
  • Maintains Cell Phone reimbursement.
  • Maintains Grad Fellowship spreadsheet.
  • Maintains Meal Break Waivers
  • Processes paid and unpaid leave of absence information.
  • Enter and process camp payments.
  • Enter and process one day taxable meals.
  • Conducts quarterly audits of payroll exception logs to Workday timecard system. 
  • Sending out notifications for unapproved timecards and maintaining the master list of what is received each pay period.

Customer Service

  • Respond to payroll related inquiries in a timely manner. 
  • Respond and research issues as they arise from the timekeeping system. 
  • Research issues as they arise. 
  • Respond to general inquiries of university policy and payroll related questions. 
  • Run and distribute various payroll reports.

Act as backup for other payroll personnel, as needed.

Miscellaneous job responsibilities and department requirements

  • Write/type memos and correspondence with management’s approval. 
  • Complete Employment Development Department audit forms.
  • Maintains confidentiality internal and external.
  • Must be able to multi-task and be flexible to department changes.
  • Must be able to stay on task with keeping department deadlines.
  • Be able to follow department calendar schedule for payroll processing. 
  • Complete miscellaneous tasks as assigned.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Job Requirements:

Minimum Qualifications

  • Two-year college degree or comparable course study and/or relevant certification. 
  • At least three years payroll experience, preferably working in a large organization.
  • Strong knowledge of federal and state regulations.
  • Working knowledge of payroll best practices. 
  • Excellent interpersonal and customer service skills. 
  • Excellent oral and written communication skills. 
  • Must be detail oriented. 
  • Demonstrated experience using organizational skills. 
  • Ability to handle multiple projects, prioritize, meet deadlines, and adjust workflow as needed. 
  • Ability to deal sensitively with confidential material 
  • Ability to work effectively under pressure and meet payroll deadlines.
  • Ability to work independently and in a team environment.
  • Analytical with strong problem-solving skills.
  • Ability to operate a personal computer and computerized payroll systems. 
  • Flexibility to willingness to learn and adapt to processes, procedures and new administrative information systems. 
  • Ability to operate a photocopier, facsimile machines. 
  • Ability to operate a 10 key calculator by touch. 
  • Ability to file numerically, alphabetically, and alpha-numerically
  • Ability to handle several incoming telephone lines.

Preferred Qualifications

  • Workday experience preferred
  • CPP preferred. 
Posting Salary:

$20.82 - 26.70 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
Resume Required, Cover Letter Preferred
Click 'Apply Now' to complete our online application and, for full consideration, please upload a resume to your application profile for the hiring managers’ review.  You are also strongly recommended to upload a cover letter to your application profile for the hiring managers’ review.   If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu 
Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.