Temporary Program Representative 1

Temporary Program Representative 1

Oregon State University

Department: Central Payroll Office (QCU)

Appointment Type: Temporary Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Temporary Program Representative 1 position for the Central Payroll Office at Oregon State University (OSU ).

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 and also provides Payroll support to campus units, reviewing & processing payroll related tasks, responding to help desk tickets to resolve payroll questions and issues.

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.

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 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources 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 country. 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 https://hr.oregonstate.edu/benefits/prospective-employee 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.

• Free confidential mental health and emotional support services, and counseling resources.

• 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.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

45% Payroll Service Request Review

• Manage the entire lifecycle 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 such as, relocation agreements, reclassifications, terminations, etc., 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.

• Create employee overpayment notices for processing.

• 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.

35% Payroll Program Representation

• 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.

• 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 ).

15% Payroll Participant Review

• Monitor and maintain accurate check stock logs. Signature authority granted to retrieve check stock as needed. Generate and maintain off cycle payment and distribution logs.

• 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.

5% 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.

What You Will Need

• 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.

• Commitment to contribute to a collaborative and inclusive work environment.

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.

What We Would Like You to Have

• Prior experience processing payroll

• Experience working in Higher Education.

• Experience with Banner or Workday finance or payroll systems

• Skill in researching and analyzing data and complex information.

• Must be self-motivated, schedule workflow, and anticipate deadlines.

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

Special Instructions 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 this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

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

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/6912868

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