Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist - Non Exempt

Anticipated Hiring Range: $3,879 - $4,763 per month

Work Schedule: Monday - Friday; 8:00am-5:00pm

THE DEPARTMENT:

Payroll and Benefits Services has two units; Payroll Services and Benefits. Payroll Services updates and maintains personal data and employment data; updates and maintains leave accounting and time and attendance records; counsels, approves and maintains medical and personal leaves of absences, and processes all types of pay for all categories of CSU employees. All data related to these functions is maintained in the State Controller's Office Personnel Information Management Systems (SCO PIMS) and in the campus HCM PeopleSoft database. Benefit programs include: medical, dental and vision plans; Flexcash; retirement programs (CalPERS and PST); Tax-Sheltered Annuity Program (TSA); Savings Plus Program; Tax Advantage Premium Plan (TAPP), Dependent Care Reimbursement Account (DCRA, Health Care Reimbursement Account (HCRA), COBRA, death benefits, life insurance, long term disability programs, and various voluntary insurance programs.

DUTIES AND RESPONSIBILITIES:

Knowledge and Application: Conduct independent research, analyze, and interpret CSU benefit plans, programs, and processes. Stay updated by attending monthly CSU Benefits webcasts and calls, ensuring a comprehensive understanding of current and upcoming programs.
Processing and Auditing: Execute day-to-day processing of benefits for all employee transactions. Conduct audits supporting these transactions. Ensure compliance by interpreting and applying Federal, State, CSU, and CalPERS policies and procedures related to benefits functions.
Policy: Recommend modification, and implementation of organizational unit's benefit policies and procedures in alignment with best practices.
Employee Counseling: Provide information and counseling to employees regarding retirement, long-term disability insurance claims, employer-paid life insurance claims, etc. Manage employee death reports and determine benefits eligibility for various employee groups.
Transaction Processing: Handle diverse benefit transactions, including medical, dental, vision, life insurance, LTD plans, COBRA, FlexCash, flexible spending programs, and tax-deferred voluntary retirement programs.
Compliance and Reporting: Maintain compliance with Affordable Care Act requirements by keeping up with data entry and reporting to the State Controller's Office (SCO).
Time-Sensitive Demands: Manage time-sensitive demands on a daily basis, ensuring timely submissions to SCO and Dental interfaces.
Judgment and Discretion: Exercise considerable judgment and discretion in addressing benefits-related issues, making policy recommendations, and devising innovative methods to achieve program goals effectively.
Coordination and Representation: Collaborate with individuals across all organizational levels, act as a liaison with external entities and vendors as needed.
Oversight and Direction: Provide day-to-day oversight of program operations and offer work direction to administrative staff, ensuring accountability for results. In summary, the role demands comprehensive knowledge of benefits programs, efficient processing, adherence to policies and regulations, strategic thinking, and effective communication and coordination within and outside the organization to ensure the successful administration of employee benefit programs.
Focus on efficiently managing the fee waiver benefit program and coordinating its implementation in accordance with organizational and external requirements:
Explanation and Review of Fee Waiver Benefit: Responsible for elucidating the fee waiver benefit to eligible individuals, including faculty, staff, FERP (Faculty Early Retirement Program), and eligible dependents.
Review employees' Career Development Plans (ICDPs) to verify their eligibility for receiving the benefit. Review waiver applications each quarter/semester.
Coordination with Other CSUs: Coordinate benefits in alignment with other CSUs' deadlines by collaborating with various departments such as Admissions & Outreach, the Registrar's Office, and Finance and Administrative Services.
Processing and Auditing: Perform day-to-day processing of benefits for all employee transactions and conduct audits to support these transactions. Ensure compliance and accuracy in benefit processing.
Taxation Implications: Interpret the taxation implications related to federal and state laws concerning fee waiver benefits.
Customer Support and Consultation: Respond to inquiries regularly and provide one-on-one consultation when necessary to resolve processing issues within stipulated deadlines.
Determining Eligibility: Assess fee waiver benefit eligibility for employees and their dependents across eight bargaining units. Overall, this role involves not only managing the fee waiver benefit program efficiently but also ensuring compliance with taxation laws, collaborating with various departments for coordinated benefit implementation, and providing essential support and guidance to eligible individuals seeking these benefits.

Dependent Eligibility Verification

This position is responsible for the mandated Dependent Eligibility Verification (DEV) under Government Code 22843.1 and 22959. This process requires re-verification of benefit eligibility of spouses, domestic partners, children, stepchildren, and domestic partner children (family members) enrolled in CalPERS health and CSU dental benefits. The eligibility of family members must be re-verified once every three years. The re-verification period is based on the employee's birth month and this three-year cycle repeats. Notices are sent to employees, verification of acceptable documents received, document the receipt of these documents in PeopleSoft, audit Cal PERS to insure the verification was processed. If employees do not comply, dependents are deleted from all benefits, if the verification is submitted at a later date (after the designated cutoff), complete benefits documents to re-enroll, review deduction payments and provide account receivable letters when needed.
Documentation, Evaluation, Auditing and Problem Solving: This position is responsible for overseeing the Affordable Care Act (ACA) ensuring the benefits staff is knowledgeable of the ACA requirements and that the campus meets the ACA benefit reporting requirements. The analyst will audit and evaluate benefit eligibility from HCM PeopleSoft Job Data, tracking the employee's notification and response in PeopleSoft, and completing documentation requirements in the State Controller's Office ACA Module. The analyst will monitor on a daily basis and problem solving for benefit determination based on length of employment and time base. Will lead in resolutions that resolve issues with the SCO ACA Audit Report against Benefit Ad min. The analyst will train staff to review and audit ACA reports and key as needed. The analyst will create procedures and document the eligibility process, which will include the following information:
The eligible and ineligible employee must be assigned a benefits status code based on the employees' full or less than full-time status, benefits eligibility and whether or not benefits have been accepted, declined or not eligible. Employee Status Codes for IRS Reporting The employee status codes that will be implemented for the purposes of IRS reporting are based on the following four (4) categories: Benefits Offered, Benefits Not Offered, Benefits Accepted, Benefits Not Accepted Each reporting category has a status code(s), and each status code is tied to an effective date and assigned a description to clarify when each code would be assigned to an employee.
Communication, Training and Preparedness: The analyst will be responsible for: leading trainings, participating in leadership meetings as required, develop communication tools, such as accessible PowerPoints, etc., prepare and present monthly informational workshops (benefit orientations), meet individually with employees to respond to questions and provide CalPERS retirement consultations, create communications to enhance employee understanding of the university benefit programs and related procedures including Benefit Alerts to campus, provide website updates to the communication and web development teams
Train HRS Customer Service Center representatives regarding benefits to provide higher quality customer service
Lead benefit trainings for the campus
Provide direction to CPP student interns assigned to Benefits
Other administrative duties as assigned to meet the needs of the Payroll and Benefits 5% Services departments. This may include assisting in open enrollment processing, setting up meeting notices (Sum Total), sending department campus-wide communications and responding to Payroll and Benefits emails.

QUALIFICATIONS:

Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Driver License, Valid and in State Valid CA Driver's license with insurance.
Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships

PREFERRED QUALIFICATIONS:

The desirable or preferred qualifications for this position include: 1. One to two years of directly related work experience: Demonstrating the ability to perform the essential functions of the position. 2. Working knowledge of CSU benefit programs: Including familiarity with medical, dental, vision care programs, and retirement plans within the CSU system. 3. Ability to liaise with representatives from other state agencies and entities: Capable of handling sensitive benefits-related matters while interacting with diverse stakeholders from public and private entities. 4. Experience in operating PeopleSoft-Ben Admin benefits programs: Proficiency or experience working with PeopleSoft-Ben Admin systems related to benefit administration. 5. Knowledge of ACA eligibility documentation: Experience with documenting Affordable Care Act (ACA) eligibility within the State Controller's Office ACA Module (PIMS). 6. Experience in CSU Payroll: Previous exposure or familiarity with CSU Payroll systems and procedures. 7. Strong ability to prioritize work: Demonstrated capability to effectively prioritize tasks and manage multiple responsibilities within deadlines. 8. Training and direction skills: Ability to train others in benefit procedures and provide guidance to CPP student interns regarding benefit-related matters. These preferred qualifications highlight the specific experiences, technical skills, and abilities that would be advantageous for a candidate applying for this position, enabling them to excel in managing benefit administration within the CSU system.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $3,879 and maximum $7,488 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a “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 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

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