Job Abstract

Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Job Details and Requirement:

BASIC FUNCTION:

This position is responsible for providing high-level administrative support to the staff, projects, and initiatives in the Claremont McKenna College Business Office, including the Payroll Office and the Office of the Treasurer. Primary responsibilities include, but are not limited to, assisting the Senior Payroll Specialist with operational and recordkeeping functions in the Payroll Office; processing and onboarding student employees; project management support to the Treasurer’s Office; and providing general administrative support on a wide range of issues, projects, events and other matters of importance to the Treasurer and overall operations of the College.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Support Senior Payroll Specialist

• Assist in the day-to-day workflow of the Payroll Office.

• Add new student employees to the payroll system, process changes relating to compensation and other personal data, and maintain confidential file management.

• Balance or reconcile assigned electronic or manual payroll records; resolve and adjust discrepancies; analyzes reports to identify and locate sources of error. 

• Assist student hires in completion of new hire paperwork.

• Coordinate processing of special payments when necessary. 

• Troubleshoot payroll problems and answer employees’ payroll questions in a timely manner.

• Utilize Workday payroll and timekeeping software to manage information and make appropriate changes.

Treasurer’s Office Support

• Prepare monthly journal entries as needed to ensure accurate financial records.

• Assist in the preparation of financial reports, budgets, and forecasts.

• Assist in streamlining workflows and automation for existing manual tasks to increase efficiency and reduce errors.

• Assist the Office of Student Accounts with inquiries, and other tasks as needed during the student information system implementation.

• Process departmental invoice and ensure timely payment to vendors.

• Perform other duties as assigned to ensure the smooth operation of the business office.

• Maintain excellent communication and helpful rapport with internal and external clients of the Business Office: faculty, staff, executive staff, trustees, investment managers, TCCS and other Claremont College partner institutions, vendors and consultants, and other individuals.

• Develop, prepare, and edit reports, presentations, formal memoranda, web content, etc. as needed or assigned.

The successful candidate will also be able to perform the following essential functions:

• Regular attendance.

• Unquestionable personal code of ethics, integrity and trust.

• Take and follow directions.

• Work cooperatively with others.

• Receive and respond appropriately to constructive criticism.

• Display a positive attitude.

• Balance multiple tasks and priorities

• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION: 

Bachelor’s degree or equivalent combination of education and experience is required. 

EXPERIENCE: 

A minimum of two years of directly related professional experience, preferably in higher education, government or other complex organization with responsibilities requiring discretion and sound judgment.

LICENSES: 

A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.
 

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Consensus builder that has a track record of successfully partnering with diverse constituencies.

• Proven ability to thrive in a fast-paced environment, with high tolerance for ambiguity and complexity.

• Ability to work cooperatively with trustees, senior administrators, faculty, students, staff, parents and alumni.

• Clear communication with excellent verbal, written, interpersonal, reading, and leadership skills.

• Operate computers with expertise in Microsoft Office Suite software (such as Word, Excel, Outlook and PowerPoint).

• Must be detail-oriented, professional and display a positive attitude.

• Experience handling confidential or sensitive situations.

• Ability to exercise a very high degree of independent judgment, tact and discretion in the execution of assigned responsibilities in a position that handles highly confidential material.

• Maintain knowledge of College and department policies and procedures.

REQUIRED HOURS:  The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday.  Holiday, weekend and evening work hours may be required.  Travel may be required.  Regular hours may vary due to needs of the office.

CLASSIFICATION AND STATUS: 

This is a 12 month position, year-round position.

This is a regular, full-time, non-exempt position.

This is a full benefits-eligible position.

ANTICIPATED PAY RANGE:

$27.00 - $28.00 PER HOUR

PHYSICAL REQUIREMENTS:  Light (up to 20 lbs.)      

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.  It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.