Description

Job Description:

CAL POLY PARTNERS 
For more than 75 years,Cal Poly Partners has proudly served Cal Poly, providing services and running programs that are complementary and integral to the university’s educational mission. The Partners was established in 1940 as a nonprofit auxiliary organization for the purpose of operating services, support functions and activities in service to the university, to retain earnings and put all dollars to work on campus and in the community. The Partners and its 150 plus full time and 1,800 plus part time and student staff take pride in its long history of contributing to student success and is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees. The Partners mission and vision are a reflection of this.  

MISSION: 
We are a strategic partner dedicated to advancing Cal Poly. Through our flexible business model and willingness to take on challenges, we push boundaries to provide university resources and services. Our impact supports programs that enable students, faculty, and staff to thrive.  

VISION:  
Be the most impactful Cal Poly partner.  

The operations served by the Partners include Campus Dining, Conference and Event Planning, University Store, Sponsored Programs, Cal Poly Print and Copy, Swanton Pacific Ranch, commercial agriculture, Centers and Institutes, Student Academic Services, Bella Montana Faculty Staff Housing, the Cal Poly Technology Park, and various student enterprise and instructionally related programs. Partners administration and services includes the executive office, business and finance, information technology, human resources, marketing and communications, Partners counsel, facilities operations and capital projects, and business and concept development.

The Partners is an equal opportunity employer and committed to attracting, hiring, developing, and retaining a skilled, productive, and diverse workforce, personnel with competencies and experience related to the regional and State population. Every employee has an “at-will” relationship with the Partners. This means that employment with the Partners is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice. 

CAL POLY 
Cal Poly is a nationally ranked public university that prides itself on the individual success of its students.  
Located in San Luis Obispo on California's sunny Central Coast, Cal Poly gives students an unparalleled college experience, driven by its core philosophy of Learn by Doing. Cal Poly is consistently recognized as one of the nation's best values for graduates' return on investment and has strong industry connections in the Bay Area and Southern California. Learn by Doing is a powerful combination of academic expertise and hands-on experience that offers Cal Poly’s 20,000 plus students an educational experience that prepares them for today’s scientific and technical world. U.S. News and World Report has ranked Cal Poly #1 among public schools in the western United States for 25 consecutive years. Admission to Cal Poly is highly selective. The 6,000-acre main campus is nestled in the foothills of San Luis Obispo, just minutes from California's Central Coast beaches. 

PAYROLL ACCOUNTING MANAGER, JOB SUMMARY 
Under the general direction of the Controller or designee, oversees, plans, coordinates and directs the operations of Payroll. Oversee comprehensive accounting services to all University, Partners, and ASI departments and various campus organizations. Apply judgement utilizing sound accounting principles in a complex financial atmosphere ensuring policies and procedures are complied with.   

Payroll at the Partners is processed in-house bi-weekly for over 150 full-time and over 1,800 student/part-time Partners employees during the academic year. In addition, the Partners processes payroll for Associated Students, Incorporated (ASI) with over 500 total employees. ASI is a separate nonprofit auxiliary organization to the University. The Partners and ASI use Workday for timekeeping and payroll which are both integrated with the over all Workday system which communicates with the enterprise system, the main accounting system for both the Partners and ASI. 

Cal Poly Partners may consider a remote work arrangement based on the qualifications of the selected candidate, organizational needs, and applicable Cal Poly Partners policies. Candidates approved for remote work must reside and perform their work within the State of California. 

DUTIES AND RESPONSIBILITIES 

Payroll 

• Responsible for comprehensive payroll services for Partners and ASI employees
• Identify and build the optimal organizational structure of the payroll department
• Hire and train new employees as business needs arise
• Manage the Kronos Workday based timekeeping system, including database management, customer support and security authorization to 5,000+ users  
• Educate employees on established payroll related policies, procedures, and regulations
• Ensure Partners compliance in all areas of responsibility. Maintain knowledge of, and implement changes, based on Partners and University policies and procedures, federal policies and directives, and current accounting practices which directly or indirectly impact the Partners
• Evaluate, develop, and implement changes to payroll business and computer systems procedures
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide quality seamless customer service
• Oversee the loading of payroll data as well as preparation of timecards for entry into the computer system, preparations of miscellaneous adjusting entries, verification of approval signatures, coding and accuracy of hour totals and calculation of their share of SDI and Workers Compensation cases
• Oversee the processing of off-cycle payroll checks as needed for late timecards or termination checks
• Approve all payroll related remittances (such as tax related deposits, PERS, annuities, flex benefits, garnishments) and reconciliations of all related accounts
• Reconcile all quarterly transactions prior to preparation of quarterly and annual tax returns
• Prepare payroll tax related governmental agency forms (including but not limited to 941, DE6, etc.) for Cal Poly Partners and ASI 
  Oversee the reporting, balancing, preparation and distribution of annual W-2 forms (and W-2C forms as necessary) and the subsequent electronic submittal to taxing agencies
• Responsible for calculation of tip allocation income to affected employee’s W-2’s, as well as, timely and accurate reporting of the annual 8027 Tip Reporting tax return to governmental agencies
• Responsible for interpretation and application of payroll related wages and hour laws, including but not limited to research and application of labor law changes, tax law changes, maintenance of tax tables in payroll system, timely and accurate tax reporting
• Approve all payroll related journal entries including but not limited to monthly salary accruals, payroll corrections, labor transfers and leave liability, etc.
• Respond to inquiries to/from governmental agencies (such as the IRS and EDD) campus departments, internal management, and employees regarding wage and tax information
• Responsible for the maintenance of statistical information for various self-funded insurances (including Medical, Dental, Long Term Disability and COBRA)
• Prepare annual self-funded insurance budgets, analyze trends and budget variances and ensure adequate reserve funding levels
• In conjunction with the Controller, manage the Pooled Fringe Benefit program to include accounting and reconciliation requirements on a monthly, quarterly and annual basis  
• Leads implementation, upgrade, operation problem solving, and maintenance of the Kronos Workday timekeeping system as well as Workday financial applications pertaining to HRMS and other modules as required.  Work closely with teams of combined functional and technical staff 
   

General Accounting 

• Prepare annual budget for the various departments overseen by this position for incorporation into the Consolidated General Administration budget.
• Analyze trends and budget variances as necessary for quarterly and annual reports
• Assist in coordination of triennial CSU Compliance audit and ensure auditors receive information in a timely and complete manner  
• Responsible for coordination of annual fiscal year end closing and audit for areas under positions responsibility  
• Confer with auditors in respect to questions concerning assigned areas and other financial transactions  
• Study document flow and internal office procedures.  Implement changes which streamline processing, improve internal controls, and provide efficient operations for areas under positions responsibility
• Prepare and review account reconciliations related to various GL accounts
• Take a lead role in task forces and committee meetings as necessary
• May perform other duties as required 
   

Supervisory Responsibilities 

• Direct the recruitment and interview of candidates, select appointments, orient and train new employees, cross-train staff, establish work priorities, assign tasks, schedule hours, approve leave requests, prepare performance evaluations and enforce disciplinary action as necessary
• Supervise the daily activities of the assigned departments payroll including but not limited to effective delegation of assignments, training and resources necessary to meet performance standards
• Develop and implement effective performance and department goals and objectives
• Direct and monitor employees to ensure that they remain in compliance with policies and procedures 

POSITION REQUIREMENTS 

• Bachelor’s degree in accounting, business administration or related fields or equivalent combination of education and work experience  
• Minimum five years of running payroll, including three years of experience running payroll in-house  
• Minimum of three years in a supervisory rol
• Ability to conduct independent studies and to prepare comprehensive reports and make management decisions
• Ability to plan, organize and manage accounting operations and related departments
• Ability to analyze complex problems, arrive at logical conclusions and take appropriate actions
• Ability to interpret and apply complex policies, laws and regulations
• Ability to perform highly responsible and confidential duties
• Excellent computer skills including Microsoft Word and Excel and financial software
• Ability to prioritize, plan, organize, and meet time timelines
• Ability to manage tasks, train and evaluate the performance of assigned personnel
• Ability to establish and maintain cooperative and effective working relationship with others
• Excellent verbal and written skills and the ability to interface with all levels of staff, university community, including students, faculty and staff, and the public
• Interpersonal skills using tact, patience, and courtesy
• Ability to maintain regular and reliable attendance
• A background check is required for all regular benefited positions
• The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth inCSU Executive Order 1083 as a condition of employment 
   

PREFERRED QUALIFICATIONS 

• Experience with or familiarity with OneSource Virtual (OSV) for payroll tax payments and reporting. 
   

PHYSICAL REQUIREMENTS  

• Hearing and speaking to exchange information in person or on the telephone
• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator
• Seeing to read a variety of materials
• Sitting or standing for extended period of time
• Physical agility to lift 20 pounds to shoulder height
• Physical agility to lift, carry, push, or pull objects 

Requirements

POSITION REQUIREMENTS 

• Bachelor’s degree in accounting, business administration or related fields or equivalent combination of education and work experience  
• Minimum five years of running payroll, including three years of experience running payroll in-house  
• Minimum of three years in a supervisory rol
• Ability to conduct independent studies and to prepare comprehensive reports and make management decisions
• Ability to plan, organize and manage accounting operations and related departments
• Ability to analyze complex problems, arrive at logical conclusions and take appropriate actions
• Ability to interpret and apply complex policies, laws and regulations
• Ability to perform highly responsible and confidential duties
• Excellent computer skills including Microsoft Word and Excel and financial software
• Ability to prioritize, plan, organize, and meet time timelines
• Ability to manage tasks, train and evaluate the performance of assigned personnel
• Ability to establish and maintain cooperative and effective working relationship with others
• Excellent verbal and written skills and the ability to interface with all levels of staff, university community, including students, faculty and staff, and the public
• Interpersonal skills using tact, patience, and courtesy
• Ability to maintain regular and reliable attendance
• A background check is required for all regular benefited positions
• The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth inCSU Executive Order 1083 as a condition of employment