This recruitment will be used to fill one full-time Program Representative 1 position within the Central Payroll Office at Oregon State University.
Payroll is responsible for the proper receipt, expenditure, accounting, and financial reporting of funds in accordance with Federal, State, and OSU policies, laws, and regulations; as well as the requirements of various other public and private sources of University funds. Payroll maintains positive collaborative partnerships with other OSU units in order to promote student access and success, and protect the assets of the University and is responsible for processing and posting pay documents for more than 13,500 employees monthly, totaling more than $830M in salary and other payroll related expenses annually.
All Payroll staff are responsible to ensure the highest level of quality in all work products; create a positive public image for the unit and OSU; and provide exceptional customer service. Primary to providing customer service, OSU is a collaborative, inclusive and caring community that strives for equity and equal opportunity; creating a welcoming environment to enable success for people from all walks of life; sharing common, fundamental values grounded in justice, civility and respect.
The Payroll Representative is a member of the Controller’s Unit within the Division of Finance & Administration. This position is responsible for providing accurate and timely responses to both internal and external customers regarding payroll information via the Payroll window, Payroll phone line, and Paymaster email. This position will also provide Payroll support to campus units, review & process payroll related tasks, conduct end user training, and participate in post transaction monitoring programs.
To be successful in this role the incumbent must:
- Ensure high standards of accuracy and precision and be highly organized.
- Be articulate with excellent verbal and written communication skills.
- Be results oriented, with demonstrated ability to problem solve.
- Have the ability to build and maintain collaborative relationships across a wide stakeholder group.
- Have the ability to prioritize workload and proactively manage expectations in relation to agreed deliverables, even when faced with competing priorities.
- Comply with all statutory obligations and plans and actions to ensure compliance.
- Comply with the systems and standards when dealing with internal and external customers
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS
:
- Top 1.4% university in the world
- More research funding than all public universities in Oregon combined
- 1 of 3 land, sea, space and sun grant universities in the U.S.
- 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
- 7 cultural resource centers that offer education, celebration and belonging for everyone
- 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
- 35k+ students including more than 2.3k international students and 10k students of color
- 217k+ alumni worldwide
- For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine county. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a
comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
- Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
- Retirement savings paid by the university.
- A generous paid leave package, including holidays, vacation and sick leave.
- Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
- Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
Future and current OSU employees can use the
Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Position Duties
40% Payroll Program Representation
- Provide interpretation, consultation, and guidance on policies, procedures, laws, and regulations related to payroll, taxes, and program requirements and services accurately and timely while maintaining confidentiality for all OSU employees and students. Provide guidance on Employee Self Service, helping customers resolve requests or issues independently. Refer to appropriate staff or other units as necessary.
- Advise employees regarding general time & attendance (EmpCenter) questions, while explaining compliance with Fair Labor Standards Act (FLSA).
- Advise and instruct employees on proper procedures for submitting Federal & Oregon W4 forms, setting up Direct Deposit, requesting and obtaining replacement paychecks, duplicate W2 forms from our office or from the employee portal, and other miscellaneous payroll information requests.
15% Payroll Participant Review
- Manage, monitor, and track stale dated paychecks through review and research; instruct employees via due diligence notifications.
- Monitor and maintain accurate check stock logs. Signature authority granted to retrieve check stock as needed. Generate and maintain off cycle pay payment and distribution logs.
- Ensure timely tracking and redistribution of returned W-2 forms annually. Review and research returned checks, contact employees for updated address information, forward as appropriate.
- Update and secure office files and reference materials, keeping all current and accurate.
- Maintain appropriate files related to payroll based upon OSU file retention requirements.
35% Payroll Service Request Review
- Manage the entire lifecycle of a multitude of complex service requests from Human Resources, department liaisons, students, faculty, and staff, related to payroll records from beginning to end of employment. Key determinations include prioritizing requests based on impact and urgency; evaluating against requirements for compliance with Human Resources (HR) policies, any applicable state or federal tax regulations; assessing accurately service request issues and offer solutions; tracking ongoing service requests.
- Evaluate and analyze payroll record update requests for accuracy and compliance with university HR policies and union bargaining agreements, denying and returning requests to HR with an explanation of corrections required, when necessary.
- Review emergency draw requests, returning incorrect or incomplete forms with proper explanation when necessary; route to correct party for final processing.
- Collaborate with Human Resources to amend EmpCenter timesheets as needed (missing hours, incorrect leave code, hours on incorrect timesheet, etc.); scan backup documentation into document imaging system
- Create termination pay requests in compliance with Bureau of Labor & Industries (BOLI) requirements.
- Process employee overpayment notices, relocation agreements, reclassifications, terminations, etc.
- Communicate with and educate unit personnel to resolve errors to meet payroll deadlines.
- Ensure all assigned payroll functions are performed accurately for assigned pay type, while maintaining established OSU payroll policies and procedures.
10%
OTHER
DUTIES
AS
ASSIGNED
- Participate in various team meetings and work groups.
- Provide assistance to colleagues as needed.
- Provide ad-hoc support for external and internal audits.
- Assist office with multiple seasonal and annual responsibilities the Payroll Office is responsible for.
Minimum Qualifications
Two years of technical or professional-level experience advising and/or instructing the public concerning specific programs or processes, monitoring programs, or performing participant reviews.
Additional Required Qualifications
- Excellent customer service and communication skills both in person and via telephone and email.
- Ability to multi-task in a busy, fast-paced office environment with frequent interruptions.
- Ability to maintain confidentiality and deal with sensitive materials.
- Ability to effectively collaborate and build relationships with key stakeholders.
- Excellent time management skills.
- Ability to interact with students, customers, staff, co-workers in a positive, friendly, and supportive manner.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
Preferred (Special) Qualifications
- Experience working with in Ellucian Banner FIS and HRIS, EmpCenter, and CORE reporting systems.
- Payroll experience
- Experience working in Higher Education.
- Skill in researching and analyzing data and complex information.
- Must be self-motivated, schedule workflow, and anticipate deadlines.
- A demonstrable commitment to promoting and enhancing diversity.
Working Conditions / Work Schedule
Office environment. Pressure to meet deadlines with competing priorities. May involve the need to work hours above the normal business day. This position, with supervisor and/or director approval, is eligible for a hybrid (on-site and remote work) work schedule.
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information
Anticipated Appointment Begin Date
07/03/2023
Anticipated Appointment End Date
Full Consideration Date
05/28/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
To ensure full consideration, applications must be received by 05/28/2023. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Melissa Stuart at melissa.stuart@oregonstate.edu or 541-737-0573
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.