Director, Payroll and Records

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.

• 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

• Performs all other duties as assigned.

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.

Required Education:

• Master's degree

Required Experience:

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

License/Certification:

• None required

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

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

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

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.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.