Job Description

Job Summary

Reporting to the Director, University Personnel Operations and receiving work lead direction from the Payroll/Personnel Transaction Services Lead, incumbent works independently under general supervision to provide payroll and personnel transaction support for all university employees. Incumbent performs moderately complex duties related to processing the full range of payroll and personnel transactions and employment-related documents for all categories of University employees. Performs complete review of transactions for such areas as appointments, leaves of absence, final settlement payments, workers compensation, and separations as well as a wide variety of record-keeping duties requiring considerable judgment, initiative, and independence. Incumbent also assists with special projects in support of the Unit.

Key Responsibilities

• Processes all aspects of employee job transactions, in both PeopleSoft HR and the State of California payroll system (PIMS), in alignment with established policies and procedures.
• Audits and processes appointment paperwork for all categories of employees, encompassing new appointments, rehires, updates/corrections, ensuring compliance with contract provisions and policies.
• Researches, analyzes, and resolves personnel transaction-related issues ranging from routine to moderate complexity.
• Maintains data integrity and accuracy across all information systems and generates reports upon request.
• Identifies and corrects errors and discrepancies of personnel transaction documents and ensures that all information on the personnel transaction form is correct. Makes necessary adjustments to documents or returns them to initiating departments as required.
• Independently audits and rectifies errors and discrepancies in personnel/payroll transaction documents by cross-referencing records, communicating with employees, and verifying information with representatives from the State Controller's Office and CalPERS.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Ensures completeness, accuracy, and timeliness of all operational functions within the unit.
• Reconciles the master payroll and any supplemental payroll received during the month to ensure pay and deductions are correct and the appropriate attendance certification has been obtained.
• Investigates and resolves incorrect payments by liaising with the State Controller's Office and/or preparing necessary corrective documentation. Conducts reviews and audits of monthly department and individual employee attendance reports to ensure adherence to established CSU and campus regulations.
• Computes employees' gross pay and deductions to determine their net pay, and facilitates the processing of salary advances in cases where a paycheck is unavailable or incorrect.
• Runs Pay Warrants: using CIRS, generates the Daily Payroll/Master Payroll Report of payments that have been issued by the State Controller's Office.

Knowledge, Skills & Abilities

• Ability to interact and communicate with constituents in a professional and respectful manner at all times
• Thorough knowledge of software applications: word processing, spreadsheet, and database management
• Excellent customer service and public relations skills
• Ability to interact and communicate effectively with people at all levels of the organization and of different cultures
• Ability to quickly become familiar with university infrastructure, policies, and procedures as they relate to temporary faculty appointments
• Ability to analyze and interpret technical procedures or regulations.
• Ability to learn and establish expertise in PeopleSoft HR, the State of California payroll system (PIMS), and MyCalPERS
• Ability to compose and appropriately format correspondence and reports
• Ability to analyze and define problems, establish facts, collect data, and draw valid conclusions to effectively present information when responding to questions from internal and external customers
• Ability to perform accurately in a highly detail-oriented environment and handle multiple work priorities
• Ability to establish and maintain cooperative working relationships in a diverse multicultural environment

Required Qualifications

• A bachelor's degree and/or equivalent training
• Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

• Bachelor’s Degree
• Two years’ experience working in an HR office or performing HR functions
• Experience working with PeopleSoft HR and the State of California and/or the CSU Payroll System (PIMS)
• Experience working with a high volume of diverse customers
• Experience working with spreadsheets
• Experience with OnBase
• Experience analyzing and auditing employee data
• Experience processing payroll in higher education

Compensation

Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Salary: $6,200/month
CSU Salary Range: $3,879/month - $7,488/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: May 28,2025 through June 10, 2025 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to jobs@sjsu.edu .

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Officeor report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu .

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at . The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended t]]> <

Job Tags

Full time, Contract work, Temporary work, Work experience placement,

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