Type of Appointment: Full-Time, At Will
Job Classification: Administrator II
Anticipated Hiring Range: $5,053 - $10,000 per month (Commensurate with qualifications and experience)
Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified.
Recruitment Closing Date: December 2, 2025
THE DEPARTMENT: Employee & Organizational Development & Advancement/Human Resources Operations (EODA/HR Ops) is comprised of Talent Acquisition, Classification/Compensation, Employee/Labor Relations & Compliance, Workers’ Compensation, ADA, HR Information Systems, Strategic Learning, Customer Service Center (CSC), and Payroll and Benefits Services.
Payroll and Benefits Services includes two integrated units: Payroll Services and Benefits. Payroll Services is responsible for ensuring that all Cal Poly Pomona employees are paid accurately and timely in compliance with federal and state laws, CSU policies, collective bargaining agreements, and State Controller’s Office (SCO) regulations. The unit updates and maintains employment and personal data, processes payroll transactions, docks, time certifications, and miscellaneous pay, and manages leave accounting and Workers’ Compensation pay.
Payroll Services maintains employment and payroll data in both the SCO’s Personnel/Payroll Information Management System (PIMS) and the campus' PeopleSoft HR 9.0 system, which will transition to the CHRS 9.2 platform. The team is led by the Director of Payroll and Benefits Services and supported by two Payroll Managers.
DUTIES AND RESPONSIBILITIES: Leadership and Oversight of Payroll Operations:
- Provides leadership and day-to-day management of the Payroll Technicians team to ensure that all payroll transactions-including employment data, miscellaneous pay, docks, leaves of absence, Workers’ Compensation, time certifications, and related items-are accurately processed in compliance with State Controller’s Office (SCO), CSU, and federal/state laws and regulations.
- Reviews and approves complex or sensitive transactions, such as separation lump sums and final settlements for 10/12 and 11/12 pay plans.
- Oversees the Payroll General Inbox and Payroll Inquiry Form to ensure timely responses, proper delegation, and consistent customer service.
- Manages the hiring, training, evaluation, and professional development of payroll staff to ensure accuracy, timeliness, and service excellence.
- Assigns payroll technician area responsibilities, monitors workload balance, and ensures cross-training to maintain operational continuity.
- Performs work where diverse and time-sensitive demands are required daily, exercising independent judgment and initiative to meet deadlines.
- Ensures that proper authorizations are on file for each campus department for faculty, staff, administrator, and student assistant certifications and paycheck distribution.
- Monitors the communication and collection of repayment for outstanding Accounts Receivable (A/R) balances and salary advances to ensure timely resolution, accuracy, and compliance with CSU and SCO guidelines.
- Collaborates with the Payroll Manager, PeopleSoft & Data Analytics, and the Student Employment Analyst regarding student payroll policies and operations.
- Supervises the payroll technician responsible for maintaining and processing leaves of absence and Workers’ Compensation pay in PIMS, ensuring that staff can effectively counsel employees on Workers’ Compensation pay plans.
- Ensures timely completion of EDD unemployment audits and Equifax unemployment claims, and prompt resolution of SCO error reports (PR250, PSD40, and others).
- Prepares performance evaluations for direct reports and, upon review and approval by the Director, delivers them in accordance with established cycles for permanent, probationary, and temporary staff members.
- All functions of this position must be performed at the Cal Poly Pomona worksite and/or at an approved telecommuting worksite, as outlined in the employee’s telecommuting agreement.
System Oversight, Data Integrity, and Transaction Review:
- Reviews payroll transactions prior to processing-particularly those prepared by new technicians or involving complex circumstances, such as separation lump sum projections and final settlements for faculty and 10/12 pay plans-to ensure accuracy, compliance, and data integrity.
- Partners with the Payroll Manager of PeopleSoft & Data Analytics, to ensure synchronization between PeopleSoft and PIMS, coordinate mass updates, and correct discrepancies between systems.
- Approves suppliers in the Common Financial System (CFS) for salary advances from the University's revolving fund.
- Collaborates with the Payroll Manager of PeopleSoft and Data Analytics and the Payroll Systems Specialist to enhance automation through PIMS macros and other system efficiencies that reduce administrative burden and processing time.
- Ensures that all payroll operations and documentation are audit-ready at all times by maintaining complete, accurate, and compliant records, supporting transparent and verifiable payroll practices.
Reporting, Analysis, and Continuous Improvement:
- Conducts periodic reviews of payroll transactions to identify and resolve errors, ensuring compliance with SCO and CSU requirements.
- Leads the creation and analysis of payroll reports-including daily, monthly, and annual reports-such as Salary Advances, Accounts Receivable, Leaves, GAAP, CalPERS enrollment, and monthly CIRS reports (e.g., Temporary Appointment Expiration Date Report, Probation End Date Report, Leave of Absence Expiration Report).
- Prepares and submits the monthly SCO Retroactivity Report, annual Franchise Tax Board Reporting, Stale-Dated Revolving Fund Check Report, Stale-Dated SCO Check Report, and Fringe Benefits Reporting.
- Identifies potential compliance risks, implements corrective actions, and drives process improvements to enhance payroll accuracy, efficiency, and accountability.
Communication, Training, and Campus Engagement:
- Represents Cal Poly Pomona Payroll Services in CSU systemwide payroll-manager meetings and communicates Chancellor’s Office technical letters and SCO payroll/personnel letters, updates, and deadlines to payroll staff, HR leadership, and campus partners.
- Updates and maintains standard operating procedures (SOPs) to reflect current practices and policy changes.
- Prepares and disseminates payroll communications (e.g., payroll calendars, payroll pointers, alerts) to enhance campus understanding of payroll programs, procedures, and deadlines.
- Provides training to payroll staff, EODA, HR Customer Service Center representatives, and campus stakeholders on payroll policies, process improvements, and compliance requirements.
- Identifies performance levels of staff members and provides coaching, mentoring, and performance-improvement plans when necessary to increase effectiveness and hold staff accountable for meeting established expectations.
- Delivers payroll updates and reminders at HR briefings and other campus meetings.
- Partners with the Director, Payroll Manager of PeopleSoft & Data Analytics, and Payroll Systems Specialist, to prepare the Payroll Technicians for the CHRS implementation and evaluate impacts on payroll operations.
QUALIFICATIONS: - Combination - Any combination of education and experience to able to perform the essential functions of the position.
- Equivalent training and administrative work experience.
- Documenting, keying, reporting in the State Controller's Office payroll system (PIMS).
- California State University (CSU) payroll processes and procedures.
- The incumbent must have comprehensive knowledge of the principles, practices, and regulations governing payroll administration and management within the California State University (CSU) system and the State Controller’s Office (SCO). The incumbent must demonstrate the ability to interpret and apply complex federal and state laws, CSU policies, collective bargaining agreements, and SCO procedures in the administration of payroll programs and in the resolution of payroll-related issues. Strong analytical and problem-solving skills are required to identify and resolve complex payroll discrepancies, manage compliance risks, and ensure data accuracy across multiple systems, including PIMS and PeopleSoft/CHRS. The incumbent must have the ability to organize, prioritize, and coordinate work activities independently within strict deadlines while maintaining a high level of accuracy and audit readiness. Excellent leadership, supervisory, and interpersonal skills are required to effectively lead a team of payroll technicians, provide coaching and performance management, and foster an environment of accountability, inclusivity, and continuous improvement. The incumbent must possess strong written and verbal communication skills and the ability to establish and maintain effective working relationships with faculty, staff, administrators, the Chancellor’s Office, state agencies, and external partners. A high degree of professionalism, discretion, and customer service orientation is essential when handling sensitive payroll matters. The ability to develop, implement, and maintain standard operating procedures, process documentation, and workflow mapping is required to support operational consistency and compliance.
PREFERRED QUALIFICATIONS: - A minimum of two years of directly related work experience which demonstrates the ability to perform the essential functions of the position.
- The incumbent should have working knowledge of CSU payroll policies and procedures, State Controller’s Office (SCO) policies and procedures, leave programs, Workers’ Compensation pay plans, and retirement plans.
- The ability to work effectively with representatives from other state agencies, public and private entities, and to handle sensitive payroll-related matters with professionalism and discretion is essential. Experience using the Personnel/Payroll Information Management System (PIMS) is preferred.
- The successful candidate will possess strong organizational skills with the ability to prioritize work, manage competing deadlines, and perform effectively under pressure.
- The incumbent must be able to train others in CSU policies and PIMS payroll procedures, and provide clear direction, guidance, and coaching to a team of payroll technicians.
- A high level of emotional intelligence, professionalism, and interpersonal skill is required to foster a supportive, collaborative, and inclusive work environment.
- The ability to be fair, equitable, and inclusive while maintaining high performance standards is critical.
- The incumbent must demonstrate sound judgment in resolving employee concerns and identifying quick and effective resolutions to complex issues, as well as the ability to hold team members accountable and address performance matters in a constructive and timely manner to ensure continued operational excellence.
Out of State Work The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy .
Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy .
CSU Classification Salary Range This position is part of the Management Personnel Plan (MPP) bargaining unit M80 (Not represented). The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,053 and maximum $16,221 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to the Acceptable I-9 website .
University Driving Requirements Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .
Conflict of Interest This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the CSU's Conflict of Interest Policy .
Outside Employment Disclosure Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request. For more information, go to the Outside Employment Disclosure Policy .
Child Abuse/Neglect Reporting Act (CANRA) 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. See policy at the Child Abuse/Neglect Reporting policy .
Security & Fire Safety In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
Pay Transparency Nondiscrimination As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .
Reasonable Accommodation 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 the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .
Equal Employment Opportunity Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
Advertised: Nov 18 2025 Pacific Standard Time
Applications close: Dec 02 2025 Pacific Standard Time
