University of Wisconsin - Madison

Position Vacancy Listing

PVL # 237966

Position Summary:
Under the general supervision of the Payroll & Benefits Manager, the Payroll & Benefits Specialist is responsible for processing payroll for approximately 350 permanent University and Temporary Employees, 1,700 Student, and 120 Academic Staff employees from a diverse group of departments within our division. This position works closely with the rest of the Human Resources team in a fast paced, high-volume work environment, and also maintains the day-to-day operations of the Housing Payroll Office, resolves payroll & benefits related questions, and provides excellent customer service to employees and supervisors.

Principal duties:
University Housing is divided into five main departments: Administration, Dining & Culinary Services, Residence Hall Facilities, Residence Life, and University Apartments. Whether we're launching new academic support services, testing out a new recipe, renovating resident rooms, organizing welcome events, cleaning our facilities, or inviting a new summer youth camp to campus, everything that we do is to support the mission of the University and fulfill University Housing's goal to be, "The place everyone wants to live."

The University Housing Human Resources Department serves all housing employee categories - full time, student, and temporary. Departmental scope ranges from payroll/benefits, to overseeing a robust student employment program and to recruitment, employee relations, leave of absences for the fulltime staff.

Under the general supervision of the Payroll & Benefits Manager, process payroll for approximately 350 permanent University and Temporary Employees, 1,700 Student, and 120 Academic Staff employees from a diverse group of departments within our division. This position works closely with the rest of the Human Resources team in a fast paced, high-volume work environment.

The incumbent in this role is expected to maintain the day to day operations of the Housing Payroll Office, accurately process biweekly and monthly payrolls using a variety of technical systems and programs, resolve payroll & benefits related questions, and provide excellent customer service to employees and supervisors. This position is responsible for the tracking and reporting of worked hours to maintain compliance with the Affordable Care Act, and of lost time for Worker's Compensation reporting. The incumbent in this role will also provide coverage and support in the main Human Resources Office, assisting visitors with employment paperwork and questions.

This position requires decision making, initiative, critical thinking & problem solving, independent judgment & action, discretion, and an ability to effectively communicate with a diverse variety of customers with unique questions and needs. The incumbent in this position is expected to demonstrate a high level of accountability and administrative ability, and must work effectively within a work team.

Human Resources is committed to demonstrating our Division of University Housing Core Values: Care in how we approach people and our work; Creativity in solving problems; Integrity in our interactions with staff and customers; Optimism, focusing on opportunities and positive outcomes; Respect for the differences, strengths, and potential in people; Stewardship of human, financial and natural resources; and Excellence in customer satisfaction and communication.

University Housing is an essential services provider, and all University Housing employees are part of this commitment to our residents and guests. University Housing is unique from many other state agencies and university departments because we cannot close as our services must be maintained at all times.

45% Goal - Administer the biweekly payroll process and assist with annual payroll events and processes.

1. Calculate, verify, and enter bi-weekly timekeeping information using two 24-hour timekeeping systems and other databases, assuring proper payment, charges to appropriate time balances to cover absences, and proper charges to labor accounts. Audit timekeeping systems for discrepancies and make necessary corrections.
2. Critically review records and take necessary payroll action for employees affected by personnel transactions, employment events, worker's compensation, FMLA, disciplines, etc. Document changes and process records appropriately.
3. Assist in the maintenance of annual leave balances, adjusting employee leave balances as necessary, and verifying employee eligibility for certain leave types. Communicate with employees and supervisors to ensure proper usage or payout.
4. Perform annual payroll activities including end of year leave conversions, record retention processes, fiscal year and budgeting reports, etc.
5. Provide excellent customer service by troubleshooting and communicating with others in the department, supervisors, employees, and campus partners to troubleshoot payroll and scheduling issues and to complete processes relating to payroll, worker's compensation, benefits administration, etc. Create UWS Service Center tickets as needed for internally unresolvable issues.
6.Update and maintain accurate, well organized employee records and files and ensure proper retention of time records and associated documents.
7. Interpret and apply federal & state laws and regulations, University and University Housing policies and procedures in response to questions from department directors, managers, supervisor, and employees.
8. Track, enter, and verify payroll and benefits records to ensure that all payroll transactions are in accordance with UW Madison and University Housing policies and procedures and with federal & state laws and regulations including the Fair Labor Standards Act and the Affordable Care Act.
9. In collaboration with others in the department, coordinate and process data entry of employment changes in various electronic databases. Identify and troubleshoot entry issues as needed, and work with others to improve processes and avoid issues.
10. Assist with the setup and maintenance of the Kronos timekeeping and scheduling system and other employment related databases.
11. Work with others in the department to plan and coordinate the annual student employment processes. Update and review payroll related resources and coordinate with supervisors to gather additional information as needed.

20% Goal B - Document, communicate, and train on payroll & benefits related changes, processes, and best practices with necessary members of the Division.

1. Build professional relationships and assist employees and supervisors with questions about payroll or benefits related topics. Coordinate with others in the department, the Service Center, and the campus benefits office to resolve issues when necessary.
2. Create and maintain user guides and other Divisional manuals related to scheduling, timekeeping and payroll functions, and educate others on relevant changes as needed.
3. Prepare and distribute payroll & benefits related reports and notifications to supervisors and employees.
4. Maintain documentation of payroll and benefits issues and their resolution. Utilize records to identify and document best practices, identify trends and additional training needs, and contribute to departmental metrics for process improvement.
5.Compile and summarize Human Resources & Payroll related data to be used for department metrics and statistics. Prepare and present summaries of findings to others in the department and division as needed.
6. Assist with the coordination of communication efforts to employees during the annual benefits enrollment period.
7.Collaborate with others in the department to analyze leave balances and possible benefits implications for employees who are experiencing employment changes, FMLA, or leaves of absence. Process changes as necessary.

20% Goal C - Assist with the processing of employee benefits changes.
1. Meet with new employees to explain benefits options and answer questions about eligibility, coverage options, forms, and premiums. Collect completed forms and forward them to the campus benefits office.
2. Review employee benefits forms for accuracy and completeness.
3. Forward employee benefits forms to the campus benefits office and monitor enrollments and premium deductions for accuracy.
4. Troubleshoot employee benefits questions or concerns. Coordinate with others in the department and the campus benefits office to resolve issues.
5. Meet with employees during the annual benefits enrollment period to collect forms and answer questions, and coordinate with supervisors, employees, and campus partners to ensure information is understood and that changes are processed.

10% Goal D - Perform other miscellaneous human resources and payroll duties and back up other Human Resources/Payroll staff.
1. Lead and direct student employees on procedures, deadlines and standards for completing projects. Review work for accuracy and completion.
2. Assist with providing office coverage for the Human Resources Office phone line, email inbox, and main visitor area. Respond to routine questions from applicants, employee, prospective students and their parents. Assist employees with employment paperwork. Document receipt of documents and determine appropriate distribution and processing.
3. Participate in Housing and campus committees and training programs.
4. Evaluate data, systems, forms, and current processes. Ask questions and recommend ways to make proactive improvement.
5. Provide back up to other Human Resources staff as needed.
6. Complete other projects as assigned.

5% Goal E - Update and maintain Worker's Compensation records.
1. Check timekeeping records for resulting lost time and forward appropriate forms. Coordinate with supervisors to clarify time records. Advise employees and supervisors on the use of annual leave to maintain continuity of benefits.
2. Process worker's compensation annual leave restorations in multiple databases in accordance with instructions from the campus worker's compensation office.
3. Communicate with supervisors and others on the Human Resources team to ensure consistent knowledge of medical work restrictions and leaves of absence.

Knowledge, Skills, and Abilities (KSAs):

1. Excellent customer service skills, including the ability to determine a customer's specific needs and provide accurate information which fully and thoroughly meets their needs
2. Ability to communicate effectively, both orally and in writing, with a diverse group of people.
3. Ability to learn and make effective decisions within Federal, State, Campus, and Divisional laws, policies, and procedures relating to Human Resources and Payroll practices.
4. Ability to gather, analyze, and summarize facts and data to seek root causes of problems, identify patterns, and seek new ways to improve HR & Payroll processes, transactions and outcomes
5. Ability to plan, establish priorities, and preform varied and complex work in a fast paced, high volume work environment with numerous interruptions and strict deadlines.
6. Ability to maintain confidentiality and act with personal and professional integrity.
7. Ability to demonstrate flexibility, adaptability, and initiative in a team environment. Actively support team environment by embracing inclusion and demonstrating nonjudgmental respect for other perspectives
8. Ability to establish engaging relationships with all organizational stakeholders through trust, teamwork, and direct communication.

1. Strong computer skills including Excel. Microsoft Access skills preferred.
2. Ability to learn and utilize new programs and systems
3. Previous experience with Kronos and Peoplesoft human resources/timekeeping systems preferred

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