The Office of Human Resources at Whittier College seeks an HR Student Employment & Payroll Specialist. The HR Student Employment & Payroll Specialist reports and provides support to the Human Resources and Payroll offices.
The position provides clerical and administrative support to functions of Human Resources including but not limited to, primary administration of the Student Employment Program, processing of employment verifications, maintenance of personnel and volunteer program records, support to recruitment, benefits, daily office operation, department projects as needed, and serving as general support to the department by answering phones, maintaining the department email, greeting guests.
The position provides clerical and administrative support to functions of Payroll under general supervision and according to established policies and procedures including but not limited to, primarily responsible for preparing student payroll on a biweekly basis, processing of additional pays for student payroll, and be cross-trained to fill in for the payroll manager to assist with preparing of monthly and bi-weekly payrolls, voiding checks, reissuance of checks, issuance of manual checks, provide support to daily Payroll Office operation such as answering phones, responding to email inquiries, processing direct deposit forms, filing and assisting with department projects as needed.
The position provides support to both departments as needed to ensure continuity of customer service to students, faculty, staff and community partners and members of Whittier College.
Hours: Monday – Friday, 40 hours per week
Exempt Status: Non-Exempt
Full Time/Part Time status: Full Time
Salary Range: $19-$22.58 per hour; Salary will commensurate with experience, skills, and knowledge.
Reports to: AVP, Human Resources & Organizational Development/ HR Training & Development, Office Manager, and Payroll Manager
Location/Department: Whittier College (Main Campus)/Human Resources
Responsibilities
This Position is separated into two functions- Human Resources & Payroll.
Payroll Functions (30% time)
- Responsible for overall clerical and administrative duties relating to student payroll:
- Processing of Payroll Forms such as manual timesheets, direct deposit forms, Form W-4 and EDD DE4 tax withholding forms before payroll deadlines
- Collect and review community job student timesheets to approve electronically
- Process redistributions of student earnings, student PAR forms for additional pay/stipends
- Review timesheets and make corrections and/or contact student/supervisor to make corrections as needed
- Contact supervisors to review, correct, approve timesheets during payroll week
- Pull timesheets into Banner to prepare/finalize pay, reviewing the student payroll register, finalizing, printing checks, submitting direct deposit files.
- Audit/Review student payroll register and finalize student payroll by printing checks, submitting direct deposit files, etc.
- Coordinate with the Business Office checks to be pulled each pay period to be applied to tuition accounts.
- Process reissue payments and manual checks within the appropriate time per labor law; process voided checks and stop payments
- Cross-trained with Payroll Manager duties to assist and/or perform as needed in absence of payroll manager:
- Run monthly and bi-weekly payroll, print checks, submit direct deposit file.
- Process monthly timesheets, review bi-weekly timesheets
- Issue manual checks, issue outstanding checks, issue final checks, VOID checks into the Payroll System, issue stop payments
- Process direct deposit forms, tax withholding form changes- W-4 and EDD DE4, additional pay/stipends PARs,
- Submit payroll taxes
- Assist with quarterly taxes
- Report new employees to the EDD
- All other Payroll Manager duties and functions
- Prepare and submit bi-weekly and student payroll forms to the Payroll Office, tax forms, name/address changes, stop payments.
- Assist with troubleshooting and problem solving as needed.
- Assists with tracking ACA eligibility for part-time employees.
- Assist with processing of year-end forms such as W-2s.
- Assists with day-to-day operations, such as filing, answering questions, etc.
- Assists with auditing monthly and bi-weekly payroll as needed.
- Performs other position-related duties as assigned.
Human Resources Functions (70% of time)
- Responsible for the administration of the Student Employment Program such as, but not limited to:
- Preparing and processing student employment related forms- SEAR forms, phonathon bonuses, student PAR forms, new student hiring paperwork
- Data entry of student employment information in HR system (Banner) and ensure integrity of data and records.
- Monitor student payroll earnings to prevent budget overages. Audit timesheets and prepare biweekly earnings reports to send to supervisors. Correct work award overages, prepare redistributions for payroll, etc.
- Updating and maintaining student employment job descriptions. Work with supervisors as necessary to correct/update/create student job descriptions
- Exception funding related duties- announce application period, collect and compile applications, lead committee review meeting, provide award letters, track students funded
- In collaboration with the HR Training & Development, Office Manager and the Career Center staff representative, oversee the administration of the POET Internship Program
- Process student LOA/Withdrawal notices to close and terminate student workers
- Communicating with student supervisors regarding student employment program policies, procedures, and updates, hiring paperwork, timesheets, payroll discrepancies, disciplinary/performance issues, general student employment questions and inquiries
- Conduct student employment new supervisor training/review sessions
- Update, write, and distribute the Supervisor Student Employment Handbook each year and/or as changes/updates are needed
- Update student employment information on the college website
- Liaison between Whittier College and off-campus community organizations that participate in the Student Employment program. Ensure off-campus organizations understand and abide by the College’s student employment guidelines.
- Fiscal year-end processes- ensure all academic year positions are closed and balanced, redistributions are processed, overages are charged appropriately, audit materials are gathered and prepared
- Provide email and phone correspondence with students and supervisors
- Assist supervisors and provide guidance with disciplinary/performance concerns, write-ups, terminations, etc.
- Participate in orientation events related to student employment
- Participate and represent HR/Student Employment as applicable in student employment related conversations, meetings, trainings, workshops, orientation planning, department partnerships/collaborations, etc.
- Knowledge and understanding of Form I-9 requirements and accurately document and complete the employer’s certification
- Supervise and oversee all aspects of the HR department’s student employment staff- recruit, interview, hire, train, assign work and projects, create work schedule, approve timesheets, etc.
- Process employment verification requests, background checks, driving record (ADR) checks and posting/removing job ads to the HR website
- Process, monitor and keep track of the Volunteer Program interns, assign necessary trainings and credentials
- Maintain and update the Employee Change Spreadsheet for the AVPHR & VP Finance
- Support Benefits Desk by assisting with conducting new hire orientation when needed, data entry in HR systems (Banner/BeneTrac) for benefit open enrollment changes, ACA entries, new hires, terminations, etc.
- Assist with upkeep of Banner Timesheet Approval Screens to identify supervisors who should be removed, updated, added, etc.
- Assist with general HR functions such as processing monthly/biweekly PARs, processing adjuncts,
- Assist with general HR tasks & assignments such as, but not limited to in the absence of a student worker- answering phones/ door, greeting guests and answering questions, reviewing the Whittierhr Outlook account and responding to emails, sorting mail, copying, faxing, scanning, filing, creating new hire and termination folders and labels, preparing new hire packets
- Assist with HR Commencement responsibilities such as organizing student/staff ushers, arranging cart drivers, working commencement, etc.
- Other duties and tasks as assigned
Non-Essential Functions of the Job
None identified at this time.
Position Specifications and Requirements
Previous Experience
Minimum of three years of progressive office work experience. High School diploma required. Undergraduate degree preferred. Experience working is a higher education environment is preferred. Human Resources and/or Payroll experience preferred.
Knowledge and Education
Modern office practices and procedures, telephone techniques, alphanumeric filing, general book and record keeping, spelling and composition, and grammar. Proficiency in Microsoft Word, Excel, and Access. Ability to compile data for reports. Accurately prepare typed and written communications, including reports. Exercise sound judgement, screening and referring individuals. Accurate typing 40 wpm. Good oral and written communications skills.
Application Deadline: Until Filled
The position is based in Whittier, California. To be considered for this position, please submit your cover letter and resume to: whittierjobs@whittier.edu or mail to Whittier College, Attn: Human Resources Manager, 13406 E Philadelphia Street Whittier, CA 90608. AA/AOE.