CLASSIFICATION TITLE: Administrator I
UNION CODE: M80
FT/PT: Full-time
PAY PLAN: 12-month
WORKPLACE TYPE: On-site (work in-person at business location)
ANTICIPATED HIRING RANGE: $7,667 - $9,167
- However, offer amount will be commensurate with candidate’s experience, education, skills, and training.
CSU CLASSIFICATION SALARY RANGE: $4,135 - $12,288
PAY BASIS: Monthly
BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.
CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants
SPECIAL INSTRUCTIONS TO APPLICANT:
FOR PRIORITY CONSIDERATION, applications must be received by May 20, 2026; however, the position will remain open until filled.
POSITION PURPOSE: Under the administrative direction of the Director of Talent Acquisition, Classification and Compensation, the HRIS & Payroll Manager is responsible for the day-to-day operations and coordination of payroll and HRIS functions for the university. This position ensures the timely and accurate processing of payroll for all employee groups, in compliance with federal and state laws, collective bargaining agreements, and CSU policies and procedures. The role serves as a key liaison with the State Controller’s Office (SCO), Chancellor’s Office, Human Resources, Faculty Affairs, and other internal and external stakeholders on all payroll-related matters.
The HRIS & Payroll Manager supervises a team of HR professionals, directs daily operations, supports system testing and updates, audits transactions for accuracy, and assists in the development and implementation of policies and procedures to enhance efficiency and compliance. The incumbent supports campus operations through sound fiscal practices, effective customer service, and the coordination of HRIS and payroll systems and business processes.
DUTIES & RESPONSIBILITIES:
Payroll Operations & Administration
- Coordinate and oversee the end-to-end processing of payroll transactions for all employee groups, ensuring accuracy, timeliness, and compliance with applicable policies and regulations.
- Manage payroll actions including appointments, status changes, leaves, promotions, separations, retirements, settlements, and related transactions. Review and resolve complex payroll issues.
- Oversee and administer pay adjustments such as garnishments, docks, retroactive pay, and other compensation corrections.
- Maintain and audit attendance data using the Absence Management system.
- Provide guidance and serve as escalation point to staff processing employment verification requests to ensure accuracy, consistency, and compliance with applicable policies and procedures.
- Oversee and administer loan forgiveness program requests, including the review, processing, and certification of employment information to ensure accuracy, timeliness and compliance with program requirements.
- Reconcile payroll-related financial records, including revolving fund accounts, receivables, and retroactivity reports.
- Analyze and resolve accounts receivable issues, including causes of overpayment/errors and follow up with timely communication.
- Develop and maintain the annual payroll calendar.
- Coordinate student payroll processes with relevant departments to ensure accuracy and compliance.
- Review, recommend, and approve updates to payroll-related documentation and operational guidance issued to campus departments.
- Interpret and apply payroll-related regulations and provide payroll guidance to employees and departments ensuring a high level of customer service and confidentiality.
HRIS Systems & Data Management
- In coordination with the Director, support administration of CHRS and payroll systems to ensure data integrity, functionality, and system performance.
- Test and implement system updates, enhancements, and fixes; maintain table setups and configurations.
- Serve as system security administrator for payroll-related platforms and tools including managing authorization records for payroll certifications and check distribution.
- Establish and support functional requirements, testing protocols, and data validation standards for system updates, patches, and new functionality.
- Generate and analyze reports using campus and systemwide data tools to support operations and decision-making.
- Oversee the entry and maintenance of employee data in CHRS, ensuring compliance with applicable policies, procedures, and collective bargaining unit agreements, prior to PIMS entry. This includes but is not limited to new hires, data changes, mass updates, separations, and leave of absence determination.
- Collaborate with Faculty Affairs to ensure entry of faculty employment data is accurate through auditing and reporting.
- Maintain employee data information and ensure data integrity between CHRS and PIMS.
- Oversee position management in CHRS including creating and modifying positions to ensure data accuracy and alignment with approved organizational structures and position control processes.
- Support maintenance of HR systems, (i.e., PeopleSoft, PageUp, ADP, and PIMS) including security, upgrades, and testing.
- Recommend process improvements and assist in the implementation of procedures related to HRIS functions.
- Oversee record and document management related to HRIS functions, ensuring compliance with retention and confidentiality requirements.
- Coordinate with Information Technology, systemwide offices, and external vendors to resolve system issues and implement enhancements.
- Ensure HRIS services goals align with and support the overall mission of the university.
Compliance, Auditing, & Data Integrity
- Ensure payroll operations comply with federal and state wage and tax laws, CSU policies, and collective bargaining agreements.
- Oversee the accuracy and timely entry of personnel and payroll transactions into relevant databases.
- Interpret and apply policies, regulations, collective bargaining agreements, and technical directives governing payroll operations.
- Identify and resolve payroll discrepancies through research, analysis, and collaboration with Human Resources, Faculty Affairs, and external agencies.
- Oversee data clean up across HR systems to maintain data integrity (i.e. CHRS, PageUp, ADP, and PIMS).
- Anticipate payroll and system impacts resulting from changes in union contracts and regulatory requirements; recommend operational adjustments.
- Perform internal audits to identify and resolve discrepancies, strengthen controls, ensure compliance with policies and regulations, and improve overall accuracy and efficiency
- Serve as the primary campus contact for CHRS and payroll-related inquiries, training, testing, and procedural updates from the State Controller’s Office and other regulatory bodies.
- Serve as the designated HR/payroll representative for internal and external audits involving payroll records and processes.
- Maintain payroll and HR records (i.e. OnBase) in compliance with retention and confidentiality standards.
- Support identification of reporting and analytical data needs.
Staff Supervision & Leadership
- Lead and supervise assigned staff by providing direction, managing workloads, reviewing work, and assigning priorities.
- Participate in the recruitment, hiring, and onboarding of new staff.
- Provide ongoing training and professional development opportunities to enhance staff skills and knowledge.
- Conduct performance evaluations, provide feedback, and recognize contributions.
- Collaborate with team members to establish goals and objectives in alignment with departmental priorities.
- Address and resolve conflicts and mediate issues within the team and between stakeholders, in coordination with the Director as needed.
- Support the implementation of systemwide initiatives or regulatory changes impacting payroll and HR operations.
- In coordination with the Director, identify and contribute to the development and refinement of operational procedures and workflow improvements.
REQUIRED QUALIFICATIONS:
EDUCATION & EXPERIENCE – Equivalent to a Bachelor’s degree from an accredited college or university in human resources, public administration, business administration, accounting, finance, or a related field. Minimum of three (3) years of progressively responsible experience in payroll and personnel transaction processing, including one (1) year in a lead or supervisory role. A combination of education and experience that provides the required knowledge and abilities may be considered.
SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –
- Regular and reliable attendance is required.
- Ability to successfully lead others, train, and schedule workload and assignments.
- Comprehensive knowledge of general office methods, practices, and procedures.
- Comprehensive knowledge of CSU policies, procedures, programs, guidelines, applicable state and federal laws, educational codes, and collective bargaining agreements including but not limited to the Uniform State Payroll Procedures Manual, Personnel Information Management System, CalPERS Manual, Executive Orders, and Technical Letters published by the Chancellor’s Office.
- Ability to select, apply, and clearly and concisely explain a wide variety of complex policies, procedures, guidelines, programs, and applicable state and federal laws, educational codes, and collective bargaining agreements that are not clearly described in available guidelines.
- Ability to independently draft and satisfactorily prepare and reconcile pay and personnel transaction reports of staffing, classifications, and employee deductions and salary patterns.
- Ability to independently organize work, set priorities, and meet critical deadlines.
- Ability to maintain a high level of confidentiality with all data and sensitive materials.
- Ability to research, analyze, explore solutions, and present complex concepts and analysis to make recommendations for changes to existing processes and procedures.
- Ability to prepare and implement training programs for others on payroll/personnel/benefit transactions.
- Ability to perform advanced arithmetical calculations, rapidly and accurately work with numbers, names, codes, and symbols.
- Ability to audit and reconcile data; interpret and apply written rules and regulations; review detailed numerical records of transactions to identify, trace, and correct processing errors.
- Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
- Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
- Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
- Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
- Thorough knowledge of English grammar, spelling, and punctuation.
- Ability to interpret, communicate and apply policies and procedures.
- Ability to maintain a high degree of confidentiality.
- Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
- Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
- Working knowledge of or ability to quickly learn University infrastructure.
- Must be willing to travel and attend training programs off-site for occasional professional development.
- Must be able to work occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
PREFERRED QUALIFICATIONS:
- Experience processing payroll in a public sector, higher education, or unionized environment.
- Demonstrated experience with state payroll systems, including the State Controller’s Office (SCO) processes, PIMS, CIRS, and Cal Employee Connect (CEC).
- Experience with CMS/PeopleSoft HR/CHRS or other enterprise HRIS systems to process payroll or manage employee records.
- Experience interpreting and applying collective bargaining agreements, federal and state labor laws, and payroll-related policies.
- Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.
PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.
ENVIRONMENTAL FACTORS: N/A
SPECIAL CONDITIONS:
SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.
BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.
MANDATED REPORTER: The person holding this position is considered a limited mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised July 21, 2017.
CONFLICT OF INTEREST: A “designated position” in the CSU’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.
The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.
Campus contact for our Nondiscrimination policy is Allan Williams, Associate Vice President of Civil Rights & Compliance, (661) 654-2713.
