The Payroll Administrative Assistant will work within Health Timekeeping Services (HTS) and report directly to the HTS Supervisor. This role will be the first point of contact for Ecotime timekeeping and payroll-related inquiries from UC San Diego Health employees.
The role requires strong customer services skills as well as the ability balance adherence to complex policies, collective bargaining agreements, and procedures to respond to all levels of inquiries. The Administrative Assistant will work independently as well as collaboratively with internal team members, employees, timekeepers from various departments, and other central and system-wide entities.
Depending on payroll deadlines, this role will require occasional work on weekends and some holidays, as well as overtime, as needed.
Functions and Tasks
• Possess proficient understanding of timekeeping rules to update timesheet by entering changes to employee hours, cost center, meal breaks, paycode, etc. in accordance with applicable policy and collective bargaining agreements
• Resolve timekeeping discrepancies and answer employee timekeeping queries and issues
• Maintain all timekeeping entries according to applicable policy and collective bargaining agreements
• Process termination/final pay accurately and within required deadlines
• Process on cycle and off cycle transactions for prior pay period adjustments
• Proficient understanding of the leave accrual and leave of absence processes
• Effectively uses ServiceNow Customer Relationship Management (CRM) tool to manage and prioritize competing priorities/cases to ensure timely response and issues resolution to UC San Diego Health employees
• Review, interpret and analyze bargaining unit contracts and labor-related payments and determine contractual payment requirements to ensure compliance
Customer Service
• Demonstrated ability to provide exceptional customer service by explaining the issue and the applied solution or options. Provide customized assistance to resolve urgent and atypical situations requiring specialized and insightful handling.
• Work directly with customers to uncover pertinent information beyond what is typically presented by posing relevant questions to gain a thorough understanding of the issue. Independently consider any unique circumstances which may require guidance beyond what is routinely provided.
• Ability to effectively prioritize competing priorities and resolve escalated pay-impacting issues in a timely manner
Communication
• Ability to convey information and ideas clearly and concisely to support understanding and retention of communicated information
• Ability to effectively communicate to a broad and diverse audience and tailor approach based on circumstances
Minimum Qualifications:
• Certification or some higher education in Business Administration, Finance or related field and two years of experience in administrative analysis or an equivalent combination of education and experience
• Proficient skill in analyzing information or procedures, understanding upstream and downstream impacts, defining problems
• Demonstrated analytical, problem solving, and organizational skills to effectively research and extract pertinent data and information from multiple sources to provide guidance and/or resolve issues
• Strong writing skills to clearly, concisely, and logically articulate ideas, using appropriate editorial style and grammar; ability to translate technical information and concepts into easily understandable language for a diverse audience
• Demonstrated ability to effectively in stressful situations and adapt to changing priorities; excellent organizational skills in order to balance workload and conflicting priorities; ability to independently prioritize workload, handle tasks, and meet multiple deadlines despite interruptions
• Demonstrated ability to recognize and maintain strict security of confidential information; confidentiality in dealing with personnel and financial matters; good judgment and discretion in dealing with sensitive and private information; and professional tact and ability to handle sensitive and confidential matters appropriately
• Interpersonal skills to interact effectively and diplomatically with faculty, staff, administrators, and co-workers and to establish and maintain cooperative working relationships with other staff members, subordinates, and managers
• Strong collaboration and teamwork skills; demonstrated ability to share knowledge with others to help them become more effective
• Strong knowledge of pertinent computer application programs, including University-specific applications and databases, departmental applications, word processing, spreadsheets, PowerPoint, and email; ability to work in a highly-computerized environment, as well as the ability to add and update knowledge and skills as needed to meet the requirements of the organization
• Ability to keep abreast of changing University systems, regulations, policies, and procedures
Preferred Qualifications
• Experience working in field of HR and/or payroll preferably in a large, complex organization or Health system
• Working knowledge of university staff personnel policies and collective bargaining agreements related to, or having impact upon, time and attendance functions.