The Office of the Provost – Provost Shared Services is seeking a Home Department Payroll/ Personnel Coordinator I to join its team. The Home Department Payroll/ Personnel Coordinator I will coordinate all field payroll functions for various administrative and academic divisions of the university. Reports to the Payroll Supervisor and coordinates closely with University Payroll and Human Resources. About Provost Shared Services. USC Provost Shared Services provides business services to the Offi... more details
The Office of the Provost – Provost Shared Services is seeking a Home Department Payroll/Personnel Coordinator I to join its team. The Home Department Payroll/Personnel Coordinator I will coordinate all field payroll functions for various administrative and academic divisions of the university. Reports to the Payroll Supervisor and coordinates closely with University Payroll and Human Resources.
About Provost Shared Services
USC Provost Shared Services provides business services to the Office of the Provost, senior university leadership, and a variety of academic and administrative units across the USC community. Comprised of several units; Information Technology, Payroll Services, Finance & Controllership, Planning & Design, Faculty/Staff Visa Services, and Office of Institutional Research.
Mission
The mission of Provost Shared Services is to be a trusted business partner and deliver the highest standard of operational and administrative services in support of the academic mission. We accomplish this through fostering a diverse and inclusive environment, that emphasizes open and effective communication, well-being, belonging and collaboration.
University Culture Journey
The USC Culture Journey is a university-wide initiative to explore our values, align the supportive behaviors that bring those values to life, and develop opportunities to improve our systems and processes. Together, we are shaping our culture.
Specific Job Accountabilities:
- Prepares, reviews and processes a variety of payroll and personnel documents and reports for faculty, staff and students. Determines nature of transaction and the paperwork and approval process required. Makes necessary computations and gathers and provides all pertinent data, including backup documentation as needed. Identifies exceptions for special handling. Responds to questions from faculty, staff and student workers regarding payroll or personnel matters. Addresses problems and incomplete payroll and personnel paperwork with appropriate home department unit and assists in problem resolution.
- Ensures paperwork and reports are complete, accurate and appropriate, processed in a timely manner, complies with payroll and personnel policies and procedures and in accordance with governmental and agency requirements. Follows-up to ensure incomplete paperwork or inappropriate requests are addressed in accordance with established policies and procedures.
- Serves as an internal school or department contact in the research and resolution of payroll or personnel problems. Interfaces with central payroll and personnel departments to resolve problems and assist employees in obtaining information and services. Provides information to faculty, staff, and students on payroll and/or personnel policies and procedures. Responds to general inquiries, and unusual or moderately complex situations. Conveys information to employees when appropriate or refers them directly to the personnel or payroll offices. Refers complex situations or issues to supervisor.
- Coordinates recruitment and placement activities for a home department. May prepare paperwork to open positions. Reviews personnel requisition documentation to post existing or new positions prepared by departments for completeness, accuracy and appropriateness. Monitors and maintains record of number of open positions. Reviews applications to determine qualifications. Refers qualified applicants to hiring supervisor. Coordinates content and placement of employment advertising with university employment office.
- Collects and compiles information from employees and supervisors regarding complaints and grievances.
- Researches and gathers data on payroll and/or personnel information and activities. Prepares standard and ad hoc reports for management. Conducts preliminary analysis of data as needed. Completes required administrative work.
- May act as a lead to other payroll/personnel employees and/or student workers with work assignments, problem resolution and/or with special projects. Provides leadership and guidance to payroll/personnel employees and/or student workers with work assignments and/or special assignments or short-term projects as needed. Assists in training or scheduling work assignments as required.
- Monitors and tracks workers compensation and disability matters as needed. Interprets workers compensation and disability policies and procedures.
- Consults with supervisors regarding administering disciplinary action to ensure consistent application throughout the school, division, department or facility.
- Establishes, customizes and maintains electronic information systems. Maintains internal tracking system for various payroll and personnel activities. Generates reports of payroll and personnel activity as necessary.
- Drafts and/or produces correspondence, memorandums and emails based on knowledge of payroll and personnel policies and procedures.
- Tracks home department compensation budget(s) and reconciles to Account Status Reports or reviews reconciliation of Account Status Reports with budget/business personnel. Complies and analyzes data for use by others to develop or monitor the budget.
- Controls and oversees maintenance of confidential personnel files for the school, department or facility in accordance with established guidelines and policies. Sets up files for new employees. Ensures files of terminated employees are maintained. Ensures that employee and applicant records are legally and procedurally correct in regards to data required and record retention.
- Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
- In the event of an emergency, the employee holding this position is required to “report to duty” in accordance with the university’s Emergency Operations Plan and/or the employee’s department’s emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.
Required Education: High school or equivalent
Preferred Education: Associate’s degree
Additional Education: Combined experience/education may substitute for some of the minimum education
Required Work Experience: 2 years
Preferred Work Experience: 3 years
Additional Work Experience: Combined experience/education may substitute for some of the minimum work experience
Required Knowledge, Skills, and Abilities:
- Skilled in payroll or personnel processing with knowledge of applicable federal, state, local laws and regulations.
- Ability to establish and maintain accurate payroll and personnel records.
Preferred Knowledge, Skills, and Abilities:
Knowledge of related university policies and procedures. Payroll experience preferably in a university setting. Knowledge of USC HRIS systems; Workday, the Student Information System (SIS), and College Work-Study (CWSP). Exceptional communication skills, written and verbal, required. Additional qualities include an organized, problem solver with the ability to multi-task, is detail oriented, and proficient in MS Office, particularly Excel.
The hourly rate range for this position is $26.57 - $30.92. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
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Required Education: High school or equivalent
Preferred Education: Associate’s degree
Additional Education: Combined experience/education may substitute for some of the minimum education
Required Work Experience: 2 years
Preferred Work Experience: 3 years
Additional Work Experience: Combined experience/education may substitute for some of the minimum work experience
USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. 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 USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.
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