CLASSIFICATION TITLE: Payroll Technician II

UNION CODE: R07

TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2026. Any continuation beyond June 30, 2026 is contingent upon satisfactory performance and available funding.

FT/PT: Full-time   

PAY PLAN: 12-month   

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,864 - $4,900

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,864 - $6,620

PAY BASIS: Monthly  

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.

POSITION PURPOSE: Within the division of People and Culture, the office of Payroll Services is responsible for the accurate and timely processing of payroll, along with reconciliation of time and attendance records for all CSU Bakersfield employees, as well as all auxiliary (SPA and Foundation) employees.

Under general supervision of the Director of Human Resources Administration, and with daily lead direction from the Payroll Lead, the Payroll Technician II processes a wide range of confidential, technical payroll, and personnel transactions and ensures timely and accurate pay for both state and auxiliary employees. Such transactions include calculating pay for staff, management, tenure and tenured track faculty, temp faculty, student assistants, instructional students, and graduate student employees across various pay plans within the CSU i.e. annual, 10/12 pay plans, 11/12 pay plans, academic year, summer session pay, and special consultants. Incumbent will learn and update two databases, Payroll Input Management System (PIMS at the SCO) for state employees and ADP for auxiliary employees. The Payroll Technician II works closely with the State Controller’s Office, other state agencies, and serves as a member within the campus Payroll team.

DUTIES & RESPONSIBILITIES:

University Payroll Processing

1. Using approved source documents, process a variety of typical transaction types for university employees, including appointments, changes of status, leave of absences, sabbaticals, disability, pay increases, separations, settlement pay, and retirements.   
2. Review Personnel/Payroll Transactions (PPTs) for accuracy before entering them into the Personnel Information Management System (PIMS) database. Address errors and discrepancies by analyzing data, consulting records, communicating with employees, and collaborating with Human Resources or Faculty Affairs. Notify the Payroll Lead of any complex discrepancies or unresolved issues.
3. Analyze and troubleshoot system problems, errors, and issues for Student Assistants, Instructional Student Assistants, Work Study Students, and Summer Bridge Students utilizing the Time and Labor module in PeopleSoft. Prepare and calculate Intermittent Hourly, Casual Workers, shift and overtime pay. Independently determine when to PIP transactions and when to include transactions in the FTP process, for payments such as shift, overtime, stipends, etc.
4. Key one-time payments in pay system. Verify and reconcile all payments utilizing source documents prior to releasing payments for distribution.
5. Audit and certify student, master, intermittent, and miscellaneous payroll and approve the release of payments.
6. Ensure payroll processing adheres to CSU policies, collective bargaining agreements, Uniform State Payroll Procedures Manual (PPM), Personnel Information Management System Manual (PIMS), Public Employees Retirement System Manual, and State and Federal regulations, reconciling data with the State Controller’s Office. Ensure that payroll processing deadlines are met in compliance with State and Federal regulations. Notify Payroll Lead of any
7. Respond to a diverse range of payroll inquiries and issues across all campus collective bargaining units. This includes running queries or CIRS reports to report information on positions, leave activity, payroll data for budget, and other employee reporting needs that may include payroll reconciliations. Seek guidance from Payroll Lead as needed to respond to more complex inquires.
8. Calculate and process payroll adjustments, including deductions and taxes, for corrections or changes submitted after the master payroll cut-off to ensure timely and accurate wage payments.
9. Maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.

Payroll Adjustments

1. Calculate and process up to moderately complex workers compensation, disability (IDL/NDI), leave with/out pay, faculty final settlement pay, pay plan changes, military leave, garnishments and court ordered wage withholding orders.
2. Assess the validity of garnishment and levy documents by thoroughly reviewing their authenticity, ensuring they are properly authorized, and confirming compliance with relevant legal standards and organizational policies.
3. Determine the correct portion of an employee's disposable earnings to withhold, adhering to federal and state guidelines that limit garnishment amounts. Manage situations where employees have multiple garnishments, prioritizing and calculating withholding amounts in accordance with legal guidelines and ensuring that total deductions do not exceed allowable limits.
4. Administer employee accounts receivables related to time base changes, late dock and various types of overpayments. Notify, prepare, and distribute 15-day, 30-day, and 60-day letters to employees prior to establishing outside collections. Collaborate with employees to establish a suitable repayment schedule. Prepare and submit accounts receivable documents to the State Controller’s Office to establish the payroll deduction.

Auxiliary Organization Payroll Processing (SPA & Foundation)

1. Gather and confirm employee information such as hours worked, and overtime. This includes reviewing timesheets for accuracy and ensuring all data is correctly entered into the ADP system.
2. Process payroll transactions including appointments, changes of status, leave of absences, promotions, miscellaneous pay increases, and separations.   
3. Process necessary adjustments such as manual checks, or corrections for previous payroll errors.
4. Maintain detailed payroll records for each employee, including wages paid, taxes withheld, and deductions. Generate reports for internal auditing and compliance purposes. Ensure adherence to federal, state, and local tax regulations by withholding the correct amounts and filing payroll taxes promptly.
5. Address employee questions regarding payroll, including clarifying deductions, correcting errors, and providing pay stubs or tax documents.
6. Prepare and distribute payroll reports, including W-2 forms, ensuring compliance with reporting requirements and deadlines.
7. Verify and maintain accurate employee leave balances and accruals within the system by auditing database entries and determining eligibility status.

Information Sharing/Support

1. Provide standard information to various new and existing employees and departments regarding the proper rules and regulations pertaining to the State Payroll System, including completion of all payroll forms and deadlines.
2. Provide information and support on payroll processes to department coordinators.
3. Provide written instructions regarding CSU policies and procedures using all available reference materials including websites, manuals, emails, and technical letters.
4. Assist individuals with questions or concerns regarding leave benefits, position history, pay history, and any payroll related record inquiries. Using CIRS (Campus Information Retrieval System) and FOCUS database management system, develop ad hoc reports for use as research tools or to meet the needs of various campus departments.
5. Respond to verification of employment requests.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Equivalent to two (2) years of payroll and personnel experience which has provided the required knowledge and abilities. Any equivalent combination of education and experience which provides the required knowledge and abilities may be considered.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Thorough knowledge of general office methods, practices and procedures. 
• Thorough knowledge of, or the ability to acquire quickly, policies, procedures, programs, guidelines, applicable state and federal laws, educational codes, and collective bargaining agreements. 
• Ability to select and apply a wide variety of moderately complex policies, procedures, programs, and applicable state and federal laws, educational codes, and collective bargaining agreements that are not clearly described in available guidelines.
• Ability to organize work, set priorities, and meet critical deadlines.
• Ability to perform mathematical calculations.
• Ability to work independently and make sound decisions and recommendations regarding payroll activities.
• Ability to use current computer word processing and spreadsheet software programs, web browsers, electronic calendaring programs, ERP/HRIS, and data management systems.
• Attention to detail.
• Working knowledge of and skills in various HRIS and Payroll software programs, along with ability to manage basic troubleshooting as needed.
• Ability to learn and understand PIMS (Personnel Information Management System).
• Ability to learn and understand the PPM (Payroll Procedures Manual).
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Three (3) years’ experience with data entry and processing payroll in an educational, city, county, or state environment.
• Peoplesoft or ADP experience.
• Experience with creating and maintaining guides and providing training to end users.
• Demonstrated skills in an institutional/educational environment utilizing a customer oriented and service centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not a reporter.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the CSU Bakersfield provides equal opportunity in education and 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 student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU Bakersfield 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.

The CSU Bakersfield is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At CSU Bakersfield, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.