Payroll Systems Specialist

Job Description:

Payroll Systems Specialist

Description

Type of Appointment: Full-Time, Probationary

Job Classification: Confidential Administrative Support II

Anticipated Hiring Range: $4,687 - $7,137 per month

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified

Recruitment Closing Date: December 8, 2025

THE DEPARTMENT:

Payroll Services is responsible for updating and maintaining personnel and employment data, leave accounting, and time and attendance records, as well as processing all types of pay for all categories of state-side CSU employees. Payroll data is maintained in both the State Controller's Office's (SCO) Personnel Information Management System (PIMS) and the campus' PeopleSoft 9.0 database. Payroll Services ensures compliance with CSU policies, collective bargaining agreements, and state and federal laws and regulations while providing customer-focused support to the university community. The department manages payroll processes related to employee pay, leaves of absence, Workers' Compensation, Time and Labor, Absence Management, Workforce Administration, and CalPERS enrollment. The department engages in system implementations, such as the conversion from PeopleSoft 9.0 to the Common Human Resources System (CHRS 9.2). Payroll Services collaborates closely with other units within the Employee and Organizational Development and Advancement/Human Resources Operations (EODA/HR Ops) department to support comprehensive employee services and operational alignment across human resources systems and functions. Payroll Services directly contributes to EODA/HR Ops' mission by fostering a positive employee experience through accurate, timely, and compliant payroll processing.

DUTIES AND RESPONSIBILITIES:

CHRS Implementation, Testing, and Support:

• Serve as the Payroll Services SME for CHRS modules including Time and Labor (TL), Absence Management (AM), and Workforce Administration (WA).
• Participate in systemwide and campus CHRS meetings, implementation discussions, and module updates. Represent Payroll Services and the campus in CHRS, CMS, and Subcommittee meetings, providing input, feedback, and recommendations on system updates and implementations.
• Assist in CHRS project planning, data standardization, testing, and go-live activities. Conduct system testing, troubleshooting, and data validation in collaboration with the Director of Payroll and Benefits Services, Payroll Managers, WA analysts, Payroll Technicians, and HRIS and IT support.
• This may include collaboration with other module owners and testers to understand and communicate how payroll modules interact with related systems such as Benefits Administration (Ben Admin) and Temporary Academic Employment (TAE) modules.
• Identify and resolve data discrepancies between PeopleSoft 9.0/CHRS 9.2 and the SCO’s PIMS system; assist in data cleanup and auditing efforts.
• Contribute to the development and refinement of CHRS-related procedures, documentation, and training materials.

Time and Labor (TL) and Absence Management (AM):

• Serve as SME for the TL and AM modules, managing and monitoring day-to-day functionality to ensure accurate processing of time and attendance data.
• Evaluate and implement TL and AM policies and procedures, ensuring alignment across Payroll Services and campus departments.
• Maintain TL and AM and Group Calendar programs; oversee system updates and ensure proper functionality during maintenance periods.
• Analyze and evaluate production data, troubleshoot system issues, and recommend process improvements.
• Test CHRS-related system changes and provide detailed feedback and solutions in collaboration with the IT support team.
• Develop, maintain, and update training materials and process documentation for campus users.
• Provide support, guidance, and training to Timekeepers and Approvers regarding time reporting, pay, and attendance policies.
• Assess and evaluate the impact of implementing TL, AM, and CHRS policies and procedures; provide input and recommendations to management on related issues.
• Maintain TL and AM configuration tables for campus calendars, oversee alternate work schedules, and manage calendar/fiscal year-end procedures.
• Analyze, maintain, and evaluate daily operations of TL and AM particularly during system maintenance changes and fixes.
• Download, maintain, and reconcile Excel data files supporting TL and AM functions; prepare and analyze reports for accuracy and compliance, and provide to the Payroll team for review.
• Develop and maintain business process guides (SOPs), training materials, and procedural documentation.
• Test and review PeopleSoft 9.0/CHRS 9.2 releases and upgrades, ensuring accuracy of test scripts in collaboration with IT support.
• Process, audit, and ensure compliance for leave benefits, including vacation, sick leave, overtime, and FMLA.
• Calculate and process adjustments, monitor inappropriate usage, and determine correct pay periods for employees with irregular schedules.
• Provide operational support, training, and functional leadership to departments and management.

Workforce Administration (WA):

• Support the WA team as a SME, providing functional and technical expertise to ensure the accuracy and integrity of payroll-related data and processes.
• Support and collaborate with the Payroll Manager of PeopleSoft and Data Analytics, who leads the WA team and serves as the primary decision-maker for WA functions and CHRS implementation activities.
• This may include testing, cleaning up errors, coordinating the synchronization of payroll data between PeopleSoft 9.0/CHRS 9.2 and SCO PIMS systems, identifying and correcting discrepancies through detailed analysis and reconciliation, generating complex employee data reports for campus, state, or federal agencies and support the development of payroll dashboards and performance metrics, and maintaining compliance with all CSU, state, and federal requirements governing payroll, time, and leave administration.
• Process leaves of absences and Workers’ Compensation job data changes in PeopleSoft 9.0/CHRS 9.2 and provide the designated payroll technician with the appropriate transaction(s) to process in PIMS.
• Partner with the Payroll Technician assigned to leaves and Workers' Compensation to ensure timely and accurate processing in PIMS and PeopleSoft 9.0/CHRS 9.2.
• Coordinate with the Leaves Coordinator and Workers' Compensation Coordinator to ensure alignment of data and compliance with CSU and campus policies.
• Support reconciliation of pay adjustments, salary continuations, and other pay-related transactions linked to leaves and Workers’ Compensation cases.
• Process other job data changes when necessary to support the WA team, such as new hires, terminations, and salary adjustments in PeopleSoft 9.0/CHRS 9.2.
• Collaborate with the WA and Budget Services teams to analyze and verify position changes and maintain HR data integrity.

Payroll Operations, Continuous Improvement, and Departmental Support:

• Support Payroll Managers and the Director with complex payroll audits, CHRS reports, and data analyses.
• Assist with the annual IPEDS process, PIMS macros, and other system-driven payroll processing and reporting functions.
• Prepare and maintain documentation for system updates, process changes, and operational improvements.
• Respond to inquiries from campus partners and employees regarding payroll system processes, time reporting, and leave management.
• Collaborate with both Director, Payroll Managers, the WA team, and other HR operations units to improve process efficiency and system accuracy.
• Provide guidance and assistance to payroll staff and campus users as needed. Participate in professional development, system updates, and CSU training opportunities to maintain expertise in CHRS and payroll systems.
• Perform other related duties as assigned by the Director of Payroll and Benefits Services or Payroll Managers in support of the payroll operations.
• Demonstrate a commitment to providing exceptional customer service to employees and campus partners.
• Provide support to Payroll team members and leaders to bridge gaps during absences or peak periods.

QUALIFICATIONS:

• Bachelor's Degree - The candidate must have a bachelor's degree or equivalent from an accredited institution in accounting, business administration or a related field OR a combination of education and experience which provide the required knowledge
• At least 3 years of experience working with the Payroll Information Management System.
• This level is broad and includes intermediate through senior level positions. Incumbents at this level work relatively independently and possess the experience to be fully proficient in performing most or all of the work assignments defined for their position.
• Typically, incumbents have acquired the requisite skills and knowledge through a combination of education, training, and progressive work experience to be able to demonstrate competence in independently applying judgment and nonstandard applications and systems, solving a wide range of problems, developing practicable and thorough solutions, and using effective communication and listening skills.

PREFERRED QUALIFICATIONS:

• The ideal candidate will possess 3-4 years of experience working with PeopleSoft 9.0 and CHRS 9.2 modules, including Absence Management, Time & Labor, and Workforce Administration, as well as the Personnel/Payroll Information Management System (PIMS) within the CSU.
• High emotional intelligence with the ability to foster professionalism, fairness, and inclusivity when collaborating with diverse teams and campus partners.
• Strong analytical and troubleshooting skills, attention to detail, and the ability to independently analyze complex payroll or system-related issues and develop practical solutions for continuous improvement.
• A bachelor’s degree in accounting, business administration, human resources, or a related field, or equivalent experience
• Proven ability to collaborate effectively across departments and with external agencies.
  
  

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy .

CSU Classification Salary Range

This position is part of the Confidentials bargaining unit - C99 (Not represented). The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,687 and maximum $11,223 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to the Acceptable I-9 website .

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Nov 24 2025 Pacific Standard Time
Applications close: Dec 08 2025 Pacific Standard Time