Student Administration Building

Current Opportunities

HR & Payroll Services Receptionist - Administrative Support Assistant II

Apply now Job no: 505209
Work type: Staff
Location: East Bay
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,100.00/month to $3,500.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Under general supervision of the Director, Benefits and Payroll Services, the Administrative Support Assistant/Receptionist is the first contact for visitors to the Office of Human Resources and Payroll Services. The incumbent is responsible for greeting and assisting customers with new employee sign-in and separation documents and providing varying levels of general office, administrative, and clerical support.  Work activities include processing incoming and outgoing mail, answering and directing phone calls, maintaining files and tax records, distributing department attendance, order and maintain office supplies, complete verifications of employment, manage W2 replacements/duplicates, prepare general office correspondence, assists with gathering data for payroll audits.  Supervise and delegate assignments to student employees.  Administer and manage Payroll’s Nonresident Alien Tax database, scan HR & Payroll documents to OnBase Document Imaging System, assist with the Fee Waiver Benefit Program, manage the Forgivable Loan Program, and special projects are assigned as needed.    

Responsibilities

Front Desk Receptionist

Address all walk-in customers, handout information and appropriate new employee packets for each employee category (students, staff, management, and faculty) and ensure accurate completion of all forms.  Verify Social Security numbers by accessing the Social Security number verification service. Verify employment eligibility and identity supporting documents compliant with Form I-9.  Answer the phone lines and direct calls and campus customers to the appropriate staff.  

Mail Management

Maintain a departmental “mail stop” (location) where incoming US mail and campus mail can be delivered by Shipping & Receiving.  Sort and distribute incoming mail to the appropriate staff.  Maintain a supply of intercampus mail envelopes.  Package State Controller’s outgoing mail to the various SCO departments and ensure it is regularly collected and delivered to its recipients.  Insure and certify mail when appropriate. 

Manage Nonresident Alien Tax Compliance

Understand basic nonresident alien tax laws and regulations.   Administer Nonresident Alien employee hires; obtain required information/documents to accurately determine employment eligibility, employees US tax residency status and determine applicable tax withholding rates as provided by the Internal Revenue Service (IRS).  Determine if compensation is exempt from FICA tax, whether a US income tax treaty exists, collect appropriate income tax treaty forms when applicable and file them with the IRS.  Maintain active nonresident alien tax files, and archive inactive files.  Manage Glacier, NRA tax compliance database, assist with IRS tax reporting, track employment eligibility expiration dates, contact employees with expired authorizations, and ensure new authorizations are submitted for continued employment.

File and Document Imaging Management  

Manage training and scanning of HR and Payroll documents using OnBase.  Identify software issues and submit service tickets when problems arise.  Ensure that all forms/documents are scanned appropriately by index folders and hard copy forms/documents are filed in designated filing spaces.  Maximize storage space, label filing drawers, and archive files as needed. 

Chancellor’s Doctoral Incentive Program  

Coordinate the program and maintain program information and participant documents.  Make sure employees who have obtained a doctoral degree and qualify for loan cancellation for teaching in the CSU, are reported to the W2 Unit to withhold Federal taxes on such income.  Reports are mailed by the 10th of each pay period. 

Verifications of Employment

Log and complete verifications of employment.  Typical types of verification of employment are mortgage, apartment rentals, phone, and written letters as requested by current and former employees.

Manage Duplicate/Replacement Requests of W2 Wage Statement  

Collect appropriate information from employees and complete the W2 Duplicate Request form.  Assist employees who did not receive a W2 and determine if the agency is responsible for the replacement fee or if the employee(s) failed to update his/her address.

Supplies and Inventory

Order and maintain appropriate inventory of all supplies including state forms.  This includes organization and record keeping.  Must keep accurate records of expenditures and purchase orders. 

Assist with the Fee Waiver Benefit Program, Prepare Appointment Letters, and help with other HR functions

Assist the Benefits team as needed

Required Qualifications

Ability to: quickly and accurately develop, retain, interpret, and apply comprehensive knowledge about CSU/CSUEB employment policies; professionally and effectively interact with co-workers, and colleagues; deal patiently with problems and complaints; learn and use administrative computing system(s), instant messaging, document imaging programs, web-based information resources, and MS Office applications; organize and plan work projects including handling multiple priorities.

Excellent grammar, spelling, and punctuation; knowledge of Microsoft Office Suite (Excel, MS Word, and Outlook); know how to use different types of computer equipment (e.g., PCs, printers, scanners); ability to effectively and professionally interact with a diverse student, faculty, staff and community.

Minimum Qualifications

Requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment. 

Preferred Skills and Knowledge

Experience with: multiline phones, PeopleSoft, and MS Office applications.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@csueastbay.edu.

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