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Director, Payroll and Records

Basic Position Information

Job Code: 2072

Title: Director, Payroll and Records

Department: Employment Svcs & Operations

Essential Personnel: N

Job Family: Employment Services and Operations

Job Sub-Family: ESO Operations

FLSA Classification: E

Job Grade: 18

Grade Min: $80,937

Grade Mid: $99,147

UHD Succession Plan: N

Criticality of Position: Significant

Career Ladder: Individualized

Campus Security Authority: Y

Screening Committee: Y

Motor Vehicle Record Check: N

Job Summary

The Director, Payroll & Records oversees records and payroll operations, including, but not limited to, policy and procedure development, training and coaching, assigning duties, and supporting employees.

Duties

  • Develops policies and procedures related to electronic records, e-personnel files, records management, etc.
  • Reviews and updates policies as necessary
  • Develops retention schedules and procedures for archiving data
  • Processes payroll records and approves changes made in PASS by employees
  • Makes any necessary corrections in the employee information system
  • Serves as a liaison between the System Payroll office and the university
  • Identifies and corrects all payroll discrepancies
  • Troubleshoots issues and problems that arise in payroll
  • Calculates earnings for terminations, vacation, and contributions and withdrawals to the sick leave pool, performing data entry as necessary
  • Collaborates with IT to develop query reports and to make any necessary upgrades in the records management system
  • Plans document imaging projects for other units and works with unit heads on security levels, document indexing, and scanning needs
  • Analyzes data and maintains personnel records in the system
  • Audits documents scanned by the records support staff
  • Maintains the on-line directory
  • Handles the processing, scanning, and indexing of all sensitive data such as performance appraisals, grievances, and disciplinary action records
  • Processes verification of employment requests from external sources
  • Assists in reviewing data from the employee information system that feeds to other university systems
  • Creates and updates job codes and position numbers in the system
  • Recommends changes to improve filing system efficiency

Marginal Duties

  • Performs all other duties as assigned.

Supervisory Responsibilities

Direct Reports:

  • Full Time Employees

Delegation of Work:

  • Regularly assigns work to subordinate(s)

Supervision Given:

  • Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.

Qualifications

Required Education:

  • Master's degree

Required Experience:

  • Minimum of five (5) years of related job experience

License/Certification:

  • None required

Preferred Qualifications

  • PHR, SPHR, SHRM-CP, SHRM-SCP, or CPP certification is preferred
  • Professional Degree in Human Resources, Business, Finance, Accounting, or a related field

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of the processes, trends, and best practices in the payroll and records functions.

Skills:

  • Strong analytical and problem solving skills
  • Excellent interpersonal and communication skills.

Abilities:

  • Ability to lead and manage a team
  • Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment.

Physical Demands:

  • Work is performed in a typical, comfortable interior work environment which does not subject the employee to any unpleasant elements
  • Individual has discretion in relation to walking, standing etc.
  • Individual has minimal exposure to physical risks

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Customer Relations Management

  • Ensures customer's needs and expectations are addressed within his/her department or section. (Customers can be students, external constituents, employees, or university guests.)
  • Mentors and guides department/section staff by sharing knowledge and best practices to appropriately respond to customer's requests.
  • Monitors staff interactions with customers for professional conduct, consistent application of university policies and procedures, and follow up of outstanding requests.
  • Assumes responsibility for addressing complex or unusual requests.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Operations Management

  • Manages department or section operations consistent with department/section goals and objectives.
  • Administers the department/section budget ensuring effective utilization of financial resources and appropriate disbursement of funds.
  • Fosters a cooperative and productive work environment through motivation, encouragement, and mentorship of staff.
  • Ensures department/section compliance with university and department policies, procedures, and work rules.
  • Keeps management apprised of department/section activities and issues requiring senior management input.

Problem Solving

  • Formulates plans and strategies to proactively resolve anticipated problems.
  • Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
  • Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Supervision

  • Supervises the work of staff employees.
  • Sets clear goals and expectations within reasonable timeframes.
  • Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
  • Provides mentorship and guidance by sharing expertise and best practices.
  • Supports staff by providing essential resources, professional development opportunities, and open communication.
  • Promptly addresses performance issues with appropriate measures and discretion.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:10 AM