• Full Time
  • Seaside, CA
  • Industry Sector : Other
  • February 24, 2025
  • Other

Website University Corporation at Monterey Bay

Payroll Administrator


University Corporation at Monterey Bay


Salary: $29.00 – $34.00 Hourly


Job Number: 2024-00011


Location: Ryan Ranch Office- Monterey, CA


Department: Human Resources




The University Corporation at Monterey Bay invites your interest for the position of Payroll Administrator.Priority Screening Deadline: March 27, 2024.All positions are open until filled.

The University Corporation at Monterey Bay (“Corporation”): The Corporation is constantly looking for motivated employees with great organization and teamwork skills to join our team. The Corporation is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation’s mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and is committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.


The University: California State University, Monterey Bay is a mid-sized university in California’s Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation’s largest four-year public university system, California State University, which educates nearly 460,000 students every year. With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students’ lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB’s sustainability goal is to be carbon neutral by 2030.


The Community: Monterey, with its moderate Mediterranean climate, is a diverse community on the picturesque central coast of California and rich in agriculture. Miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys are characteristics that contribute to the quality of life enjoyed by over 432,000 residents and millions of visitors. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach – possibly the world’s most famous golf course, it’s easy to see why so many choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.


Examples of Duties



Under the general supervision of the Human Resources Director and oversight of accounting related functions provided by the Controller, the Payroll Administrator is responsible for the accurate preparation, documentation, distribution, and reconciliation of payroll and the administration payroll and accounting systems. This position is responsible for completing payroll each pay period according to Corporation policy and procedures and in compliance with State and Federal law.


ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:


• Performs payroll functions utilizing the HRIS payroll processing program and other in-house accounting software interface modules.

• Reconcile payroll-related general ledger entries and generate reports or statements summarizing payroll-related accounts.

• Serves as system administrator of the timekeeping and payroll systems including setting up and maintaining earning codes, deductions, deduction limits and percentages, pay groups, pay periods, entities, security access, and schedules, as well as business process workflows and reports; ensures system integrity and security and quality control of data.

• In conjunction with Accounting and Post Award personnel, maintain vacation liability.

• Generating, reviewing, distributing and maintaining payroll reports.

• Interprets, and applies the proper rules and regulations relating to the full range of pay and personnel-related transactions, many of which may not be specifically covered by precedents, policies, guidelines, laws, or grant/contract agreements; traces and corrects errors and discrepancies of personnel/payroll transaction documents ensuring accuracy of the information on the Payroll database.

• Provides immediate and detailed information on any aspect of an employee’s payroll records as requested.

• Under direct supervision, ensures adherence to guidelines, policies, procedures and wage and hour law.

• Assists employees on the appropriate payroll rules and regulations for attendance reporting and related payroll forms.

• Updates, reviews, and sends the annual payroll calendar for production.

• Selects appropriate transaction codes for transmittal; applies various rules and regulations in determining holiday pay, sick, vacation, various salary increases.

• Pre and post payroll transmittal, reconciles and audits employee information, time and attendance data for the appropriate allocations. Responsible for maintaining the Payroll database; verifying and uploading the General Ledger files into PeopleSoft financial system (CFS). Assist in the development and implementation of PeopleSoft & HRIS interfaces and subsequent upgrades.

• Process garnishments, child support orders, tax levies, quarterly and annual tax verifications and documents.

• Participate in annual review of unemployment and worker compensation liabilities and make necessary recommendations and updates in HRIS.

• Participates in conducting new employee orientation and other training sessions by providing assistance and instructions related to payroll procedures, systems, and forms.

• Works cooperatively with Post Award offices, Accounting, Human Resources and other Corporation and University departments to ensure a cooperative and efficient working environment.

• Organizes and maintains accurate and detailed databases, spreadsheets, files, and records; ensures adherence with established records retention and information security procedures.

• Composes and edits a variety of documents, including correspondence, letters, memos, forms, and reports.

• Serve as the audit contact regarding payroll issues for CSU internal audit, annual Workers Compensation audit and various other audits.

• Responsible for preparing, reviewing, and sending for approval various payroll related payables.

• Recommends process changes which increase effectiveness and efficiency.



• Promotes and maintains an atmosphere of excellent internal and external customer service within the accounting and human resources departments.

• Assists and/or provides back-up to other areas within the Corporation’s functional areas as needed.

• Performs other duties or special assignments as required.



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.


Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information, and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.




• Hybrid Position

• 80% minimum in-office/on-site following the initial training period. Position location may change based on CSU expectations and department needs.

• Work Location: Ryan Ranch Office; 8 Upper Ragsdale Drive, Monterey, CA


Due to COVID 19, this position may be approved to work remotely on a temporary basis, or may be required to physically work on campus. Work assignment locations are at the sole discretion of CSUMB and may be changed or revoked at any time.



Thorough knowledge of Business English and arithmetic; developing and maintaining a database; general office methods, procedures, and practices; and the ability to deal pleasantly and tactfully with the public, students, faculty, and the Corporation employees. Ability to independently identify and quickly acquire the knowledge and appropriate payroll application of written policies and procedure information found in Corporation administrative manuals and guidelines, and applicable State and Federal laws. Ability to learn other software programs specific to the Corporation and/or CSUMB. Ability to clearly explain a wide variety of complex procedures and policies to individuals who have minimal knowledge of pay and personnel related processes and procedures; review detailed numerical records or transactions and identify deviations from applicable policies or procedures; trace and correct processing errors; print or type numbers neatly on forms; use standard office machines, input various payroll/personnel transactions, format computer data and troubleshoot problem areas; independently draft and satisfactorily prepare, in final form, cover memoranda and responses to inquiries concerning applications of payroll/personnel policies and procedures; contend with and keep abreast of changes in a wide variety of complex resource materials in order to be in compliance with Corporation, State, and Federal codes, rules and regulations; independently prepare and reconcile pay and personnel related transaction reports on staffing, classifications, employee deductions, and salary patterns; read and write at a level appropriate to the duties of the position; perform arithmetic computations rapidly and accurately. Must have the ability to work independently and comprehend and carry out instructions furnished in oral and written form.



Demonstrated proficiency in payroll and HRIS software (ADP strongly preferred), Microsoft Office Suite, Google Suite, and other databases. Demonstrated experience that clearly provides evidence of the knowledge and skills required to perform each essential duty satisfactorily. The requirements identified above are representative of the knowledge, skills, and/or abilities required.





Education and Experience:

High school diploma;


Equivalent to five years of increasing responsibility in preparing and processing payroll which has provided the above skills, knowledge, and abilities;


Any equivalent combination of education and experience that has provided the required skills, knowledge, and abilities.




• Three or more years of experience with ADP Workforce Now.

• Experience working in Higher Education.

• Associate or bachelor’s degree in related fields.

• Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services.


Special Conditions of Employment


The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.


A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. The University Corporation at Monterey Bay will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the University Corporation at Monterey Bay is concerned about the conviction that is directly related to the job, you will be given the fair chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act https://calcivilrights.ca.gov/fair-chance-act/.


This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.


The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act (FERPA) and California’s Educational Code Chapter 13 regarding sensitive student issues. Our Equal Opportunity Policy Statement is available https://csumb.edu/corporation/personnel/.


Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.


All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.


University Corporation at Monterey Bay positions are “at-will” employment.


CSUMB is a smoke and tobacco-free campus.


The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.


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), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.


Sensitive Positions – This position has been designated as a sensitive position with:


• authority to commit financial resources of the university through contracts greater than $10,000 access to, or control over, cash, checks, credit cards, and/or credit card account information responsibility or access/possession of building master or sub-master keys for building access; access to controlled or hazardous substances

• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

• control over campus business processes, either through functional roles or system security access




• This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.


Questions can be sent to: https://mail.google.com/mail/?view=cm&fs=1&tf=1&to=hr_corporation@csumb.edu.


Compensation and Benefits:SALARY AND BENEFITS

The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources. Our salary schedule is available https://csumb.edu/corporation/personnel/.


The hourly hiring range for this position is $29-34. Classification: Grade 5, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our https://drive.google.com/file/d/16D-fzYJbRtI-vkukKoGLIsfb4ikbOZpF/view?usp=sharing for details about sick time, vacation, and holidays.


The Corporation also offers access to CSUMB’s Faculty & Staff Meal Plans, which offers convenience, value, flexibility, to our all-you-can-to-eat dining commons, showcasing eight brand new dining concepts for an affordable price.


The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing


Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com/


How to Apply:All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.


AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.


To apply, please visit https://apptrkr.com/5103125




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