Payroll Assistant

Payroll Assistant Job Description

Under the direction of the Payroll Supervisor, assists with the administrative tasks of the Payroll Department to include Associated Student’s part-time and full-time data entry, confidential records retention, reporting and auditing of various payroll and human resources related items. Overall, assists in the efficient operation of processing in-house, bi-weekly payroll in accordance with Federal, State, and local laws.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

  • Enters payroll data entry (new hires, rehires, payroll changes, and separations)
  • Sorts and distributes paychecks/paystubs
  • Ensures required documents are received for all payroll transactions
  • Creates new hire files
  • Files
  • Sends out reminder to payroll liaisons of outstanding checks in the Business Office (bi-weekly)
  • Mails any outstanding checks that have not been picked up (bi-weekly)
  • Mails out notices to active and separated employees with stale-dated checks that have not been cashed/deposited (monthly)
  • Assists payroll in boxing all Separated Personnel files and sending them to Iron Mountain (annually)
  • Assists payroll in ensuring that all new hire packets, separations, payroll requests are complete and ready for processing.
  • Assists with mailing-out W-2s (annually)

Administration

  • Administrative Responsibilities:
  • Monitors area office supplies and sends orders as needed
  • Utilizes Google Email and Calendar
  • Composes memorandums/letters as needed
  • Completes tasks as assigned/required

Customer Service and Collaboration

  • Establishes and maintains working relationships with various A.S. and University departments

Safety

  • Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
  • Adheres to Associated Students’ Code of Safe Practices
  • Reports accidents to supervisor and reviews changes required to avoid reoccurrence Ensures completion proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
  • Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

  • Must be currently enrolled at San Diego State University, taking a minimum of 6 units
  • Must speak fluent English and write legibly
  • Preferred candidate will be a returning student for at least one additional school year

Experience:

  • Must have at least one year of customer service experience
  • Two years of experience in general office/clerical work preferred

Trainings:

  • Must complete Computer Security Awareness training within 30 days of hire

PERFORMANCE EXPECTATIONS

  • Must be able to work with confidential items and understand the importance of confidentiality in project work
  • Must be professional and courteous at all times
  • Must be able to work well with different work styles
  • Must be able to work efficiently and show initiative
  • Must be punctual and regular in attendance: arrive on time and ready for the workday
  • Must complete tasks satisfactorily
  • Must meet commitments
  • Must be able to work independently
  • Must be able to stay focused under pressure
  • Must be able to prioritize workload
  • Must be able to manage information flow (including internal, external and customer communication and filing/documentation)
  • Must be able to work effectively with other employees/departments

KNOWLEDGE, SKILLS & ABILITIES

  • Develop positive working relationships
  • Help improve work process
  • Help to accomplish specific tasks
  • Attention to detail and accuracy
  • Demonstrate thoroughness, completeness, follow through on presentation and appearance of work
  • Greet all customers in a timely manner
  • Answer the phone politely and courteously
  • Assist all customers with questions and/or comments
  • If unable to assist, refers customer to someone who can
  • Maintain positive and effective working relationships with all customers
  • Inform supervisor of any customer issues

SCHEDULE & WORKING CONDITIONS

This is a part-time position. Must be available to work a maximum 20 hours a week during academic year and possibly maximum 30 hours during class breaks and summer

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including banker boxes and files.

RELATIONSHIPS

Inside the Organization:

  • Reports to the Payroll Supervisor
  • Works closely with Payroll & Benefits Manager
  • Further interaction may include other full-time staff within the Business Services and Payroll Supervisors

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.