Payroll Analyst 1-4 CX

Job Summary

Involves activities associated with the generation of payroll, including labor distribution records, vacation and sick leave accrual, overtime, and withholding status. Complies with all government reporting requirements for payroll taxes, withholding, and employer contributions.

Job Title	Payroll Analyst 1 CX	Payroll Analyst 2 CX	Payroll Analyst 3 CX	Payroll Analyst 4 CX
Job Code	5360	5361	5362	5363
Bargaining Unit	CX	CX	CX	CX
FLSA	Non-Exempt	Non-Exempt	Exempt	Exempt
Generic Scope	Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time in position, through defined training and development planning.	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field. Independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Custom Scope	Uses payroll concepts. Applies organizational policies and procedures to resolve routine issues and customer inquiries. Works on problems of limited scope. Applies organizational practices and procedures to analyze situations or data from which answers can be readily obtained. Receives predetermined work assignments that are subject to a moderate level of control and review. Has internal and some external contacts. This title is bargaining unit only. There should never be an uncovered position	Uses payroll professional concepts. Applies organizational policies and procedures to resolve a variety of payroll issues. Works on payroll problems of moderate scope where analysis of situations or data requires a review of a variety of factors. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Uses skills as a seasoned, experienced payroll professional with a full understanding of industry practices and organizational policies and procedures. Works on complex payroll problems where analysis of situations or data requires a review of a variety of factors. Exercises judgment in selecting methods and techniques for obtaining solutions. Utilizes contacts within the payroll office and across the organization. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Responsible for one or more major payroll programs. Recommends changes to policies and establishes procedures for programs. Regularly works on highly complex issues where analysis of data requires an in-depth evaluation of variable factors. Prepares payroll reports for senior management. Interacts with senior internal and external personnel. Receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Identifies risks and responds accordingly. May supervise professional and clerical staff and serve as a lead within the department. May serve as subject matter expert or project manager. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.
Key Resp 01	Provides analysis of basic payroll projects and calculations.	Under general supervision, provides analysis of moderate payroll projects such as garnishment of wages.	Applies payroll concepts to perform complex analysis regarding pay processing adjustments, including retroactive pay, tax withholding, and overpayments.	Ensures compliance with Federal, state, and local tax agencies and the University’s retirement and benefits systems.
Key Resp 02	Effectively addresses payroll-related customer inquiries.	Conducts disposable income calculations.	Calculates complex terminal pay issues.	Performs highly complex payroll analysis to review and reconcile university payroll and benefits accounts, producing reports for management.
Key Resp 03	Under direct supervision, assists payroll processors on basic transactions.	Assists payroll processors on moderately complex transactions.	Researches, identifies, and corrects invalid pay postings.	Develops year-end tax reporting schedule and coordinates tax reporting functions with other offices.
Key Resp 04	Applies professional concepts in analyzing and reviewing department payroll actions to determine processing errors.	Applies professional concepts in analyzing and reviewing department payroll actions appearing on overpayment / underpayment reports to determine processing errors.	Manages monthly reconciliation of bank payroll accounts.	Participates in the payroll management team in developing the short- and long-range planning for the payroll office.
Key Resp 05	Audits and reconciles payroll gross-to-net computation and associated accounting transactions.	Audits and reconciles payroll benefit deductions.	Documents payroll processes and procedures.	Directs payroll staff responsible for reconciling balance sheet accounts related to mission-critical payroll operations.
Key Resp 06	Under direct supervision, interprets pay policies such as vacation, leave of absence, disability, workers compensation, union contracts, government regulations and withholding exemptions.	Interprets pay policies such as vacation, leave of absence, disability, workers’ compensation, union contracts, government regulations, and withholding exemptions, ensuring accurate calculation and application of amounts and deductions across accounts.	Provides analysis for complex payroll projects, including verifying tax treaty forms, resolving non-resident alien issues, retroactivity, and compliance with State and Federal regulations, ensuring accurate calculations for leave, disability, workers’ compensation, union contracts, and deductions.	Audits payroll office processes and accounts for accuracy and compliance.
Key Resp 07	Assists departments with questions concerning eligibility, enrollment, taxation and payment issues.	Assists departments with questions concerning eligibility, enrollment, and payment issues.	Coordinates, trains, and advises payroll staff and administrators on inter-organization payroll payments.	Applies advanced payroll concepts to develop the annual fiscal closing schedule in collaboration with accounting and administrative systems.
Key Resp 08	Assists UCOP systemwide administration with financial journal clearances and learns to allocate expenses to appropriate departments and accounts.	Coordinates with UCOP systemwide administration on financial journal clearances and distributes expenses to  appropriate departments and accounts.	Provides training to payroll processors and HR staff on payroll processing, workers’ compensation, payroll system entries, and timekeeping system.	Prepares payroll and tax estimates for management and conducts data analysis to support these reports for the Treasurer’s Office.
Key Resp 09	Under direct supervision, reviews and analyzes simple reports for discrepancies and works with departments to make corrections.	Reviews and analyzes reports for discrepancies, and collaborates with departments to make corrections.	Works with departments to identify special pay-processing requirements for timekeeping payroll and other ancillary payroll systems and programming.	Tests releases of the payroll system and ensures the releases are functioning correctly prior to implementation.
Key Resp 10	Identifies and analyzes reconciliation of payroll liability accounts.	Identifies and analyzes reconciliation of payroll liability accounts.	Verifies compliance with federal and state payroll requirements.	May lead or direct a team of payroll professionals.
Key Resp 11	Provides background information to higher level Payroll Analysts for resolution.	Provides background information to higher level Payroll Analysts for resolution.	Participates in audits of internal records, workers compensation, tax filings and related documentation.
Key Resp 12	Performs payroll transfers to/from journal entries for other departments and organizations.	Provides ad hoc payroll training to departmental payroll processors.
Key Resp 13	Delivers quality customer service to employees, departments and external clients.	Conducts payroll transfers to other departments and organizations.
Education 1	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Basic knowledge of payroll processes, policies, and procedures; knowledge of organization-specific computer application programs.	Working knowledge of many payroll processes, policies, and procedures; knowledge of organization-specific computer application programs.	Thorough knowledge of all payroll processes, policies, and procedures; knowledge of organization-specific computer application programs.	Advanced knowledge of all payroll processes, policies, and procedures; knowledge of organization-specific computer application programs.
KSA 02	Basic knowledge of organizational processes, procedures, rules and regulations.	Working knowledge of organizational processes, procedures, and understands organizational rules and regulations.	Thorough knowledge of organizational processes, procedures, and possesses a strong understanding of organizational rules and regulations.	Advanced knowledge of organizational processes, procedures, and possesses a thorough understanding of organizational rules and regulations.
KSA 03	Possesses basic judgment and decision-making abilities. Good interpersonal and communication skills (verbal, written, and active listening) and a service orientation. Possess basic organizational skills and the capacity to manage competing tasks.	Possesses good judgment and decision-making abilities. Effective interpersonal and communication skills (verbal, written, and active listening) and a service orientation. Demonstrated organizational skills to manage competing tasks.	Possesses strong judgment and decision-making abilities. Strong interpersonal and communication skills (verbal, written, and active listening) and a service orientation. Strong organizational skills to manage multiple competing tasks.	Advanced judgment and decision-making skills. Advanced interpersonal and communication skills (verbal, written and active listening). Project management skills.
KSA 04	Basic problem identification, problem solving, critical thinking and reasoning skills.	Problem identification, problem solving, and reasoning skills.	Problem identification, problem solving, and reasoning skills.  Ability to develop original ideas to solve problems.	Advanced problem identification, problem solving, and reasoning skills. Ability to develop original ideas to solve unique and complex problems.
KSA 05	Basic mathematical skills.	Intermediate mathematical skills.	Strong mathematical skills.	Strong mathematical skills.
KSA 06				Perceptivity with the ability to navigate and influence others to achieve goals. Political acumen to navigate complex interactions.
KSA 07				Ability to evaluate people, processes, or services to identify opportunities for improvement and successfully implement effective enhancements.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.