Job Summary

Reporting to the Manager, Payroll and Employee Support Services and receiving work lead direction from the Employee Support Services Lead, the Employee Support Services Representative works independently under general supervision to provide personnel support for all university employees. Incumbent performs moderately complex duties related to processing the full range of personnel transactions and employment-related documents for all categories of University employees. Personnel transactions include reviewing and auditing temporary faculty and academic student employee appointments and ensuring adherence to the Unit 3 (CFA) and Unit 11 (UAW) collective bargaining agreements and Academic Senate policies and procedures. This position also participates in special projects in support of the unit.

Key Responsibilities

• Performs the full range of work related to the administration of employee job transactions in accordance with established policies and procedures.
• Audits and processes appointment paperwork for Unit 3 and Unit 11 temporary employees, including new appointments, rehires, updates/corrections, and ensures adherence to contract provisions and policies.
• Collaborates with Academic Employee Relations Analyst to process and verify Unit 3 entitlements.
• Logs and tracks appointment paperwork on shared Google sheets for colleges.
• Researches, analyzes, and resolves personnel administration transaction related problems ranging from routine to moderate complexity.
• Maintains and ensures the integrity and accuracy of data in automated information systems and generates reports as requested.
• After thorough analysis, prepares and processes various employment related documents and information.
• Maintains confidential employee personnel files and records.
• Troubleshoots and resolves Help Desk tickets involving PeopleSoft issues that are fielded to the Employee Support Services unit.
• Recommends initiatives and changes to improve quality and services.
• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
• Ensures completeness, accuracy, and timeliness of all operational functions of the unit.
• Works with other units to coordinate workflow and activities to ensure efficient business operations.
• Prepares and submits reports as requested and required.
• Researches and develops resources that create timely and efficient workflow.

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• Thorough knowledge of methods, procedures, and practices; English grammar, business writing, punctuation, and spelling
• Demonstrated knowledge and experience working with the Federal Form I-9
• Working knowledge of software applications: word processing, spreadsheet, and database management
• Ability to interact and communicate effectively with people at all levels of the organization and of different cultures
• Ability to quickly become familiar with university infrastructure, policies, and procedures as they relate to temporary faculty appointments
• Ability to analyze and interpret technical procedures or regulations
• Ability to learn and establish expertise with MyCalPERS, PIMS and PeopleSoft HR software
• Ability to compose and appropriately format correspondence and reports
• Ability to quickly learn and apply a variety of state, federal, CSU and SJSU policies and procedures
• Ability to conduct formal presentations on a weekly basis to diverse groups through the use of multimedia, various handouts, and other materials

Required Qualifications

• A bachelor's degree and/or equivalent training
• Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

• Bachelor’s Degree
• Two years’ experience working in an HR office or performing HR functions
• Experience working with PeopleSoft HR
• Experience working with a high volume of diverse customers
• Experience working with spreadsheets
• Experience with OnBase and DocuSign
• Experience analyzing and auditing employee data
• Experience in higher education
• Knowledge of faculty processes

Compensation

Classification: Administrative Analyst/Specialist - Nonexempt
Anticipated Hiring Range: $4,818/month - $5,154/month
CSU Salary Range: $3,518/month - $6,791/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: May 18, 2023 through May 31, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).