USC Office of the Provost – Provost Shared Services Seeks HD Payroll/Personnel Coordinator I

The Office of the Provost – Provost Shared Services is seeking a HD Payroll/Personnel Coordinator I to join its team. The HD Payroll/Personnel Coordinator I will coordinate all payroll functions for the Office of the Provost – Enrollment Services. Reports to the Payroll Supervisor and coordinates closely with Provost Human Resources.

It is an exciting division to join and allows for interaction and learning opportunities from the range of services we provide. The seven units of Provost Shared Services provide strategic expertise on a wide range of business, technology, and personnel functions; Human Resources, Information Technology, Payroll Services, Finance & Controllership, Planning & Design, Faculty/Staff Visa Services, and Office of Institutional Research.

Specific Job Accountabilities:

• Prepares, reviews, and processes a variety of payroll and personnel documents and reports for staff and students. Determines nature of transaction and the paperwork and approval process required. Makes necessary computations and gathers and provides all pertinent data, including backup documentation as needed. Identifies exceptions for special handling. Responds to questions from staff and student workers regarding payroll or personnel matters. Addresses problems and incomplete payroll and personnel paperwork with appropriate home department unit and assists in problem resolution.

• Ensures paperwork and reports are complete, accurate and appropriate, processed in a timely manner, complies with payroll and personnel policies and procedures and in accordance with governmental and agency requirements. Follows-up to ensure incomplete paperwork or inappropriate requests are addressed in accordance with established policies and procedures.

• Serves as department contact in the research and resolution of payroll or personnel problems. Interfaces with central payroll and personnel departments to resolve problems and assist employees in obtaining information and services. Provides information to staff and students on payroll and/or personnel policies and procedures. Responds to general inquiries, and unusual or moderately complex situations. Conveys information to employees when appropriate or refers them directly to the personnel or payroll offices. Refers complex situations or issues to supervisor.

• Coordinates recruitment and placement activities for a home department. May prepare paperwork to open positions. Reviews personnel requisition documentation to post existing or new positions prepared by departments for completeness, accuracy and appropriateness. Monitors and maintains record of number of open positions. Reviews applications to determine qualifications. Refers qualified applicants to hiring supervisor. Coordinates content and placement of employment advertising with university employment office.

• Researches and gathers data on payroll and/or personnel information and activities. Prepares standard and ad hoc reports for management. Conducts preliminary analysis of data as needed.

• Establishes, customizes, and maintains electronic information systems. Maintains internal tracking system for various payroll and personnel activities. Generates reports of payroll and personnel activity as necessary.

• Drafts and/or produces correspondence, memorandums and emails based on knowledge of payroll and personnel policies and procedures.

• Tracks home department compensation budget(s) and reconciles to Account Status Reports or reviews reconciliation of Account Status Reports with budget/business personnel. Complies and analyzes data for use by others to develop or monitor the budget.

• Controls and oversees maintenance of confidential personnel files for the school, department, or facility in accordance with established guidelines and policies. Sets up files for new employees. Ensures files of terminated employees are maintained. Ensures that employee and applicant records are legally and procedurally correct in regard to data required and record retention.

• Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time

Minimum Education: High school or equivalent.

Minimum Experience: 2 years 

Preferred Education: Associate degree 

Preferred Experience: 3 years

Preferred Field of Expertise: Knowledge of related university policies and procedures. Payroll experience preferably in a university setting. Knowledge of USC HRIS systems; Workday, the Student Information System (SIS), and College Work-Study (CWSP).  Exceptional communication skills, written and verbal, required.  Additional qualities include an organized, problem solver with the ability to multi-task, is detail oriented, and proficient in MS Office, particularly Excel.