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California State University - East Bay · 1 month ago

Human Resources & Payroll Services Receptionist (Temporary)

Hayward, CA

Full-time

Onsite

New Grad, Entry Level

California State University - East Bay is a regionally engaged and globally oriented university with a commitment to academic innovation and student success. The Human Resources & Payroll Services Receptionist is responsible for greeting visitors, managing mail, and providing administrative support related to payroll and human resources functions.

Higher Education

No H1B

Responsibilities

Address all walk-in customers, handout information and appropriate new employee packets for each employee category (students, staff, management, and faculty) and ensure accurate completion of all forms

Verify Social Security numbers by accessing the Social Security number verification service

Verify employment eligibility and identity supporting documents compliant with Form I-9

Answer the phone lines and direct calls and campus customers to the appropriate staff

Maintain a departmental “mail stop” (location) where incoming US mail and campus mail can be delivered by Shipping & Receiving

Sort and distribute incoming mail to the appropriate staff

Maintain a supply of intercampus mail envelopes

Package State Controller’s outgoing mail to the various SCO departments and ensure it is regularly collected and delivered to its recipients

Insure and certify mail when appropriate

Understand basic nonresident alien tax laws and regulations

Administer Nonresident Alien employee hires; obtain required information/documents to accurately determine employment eligibility, employees US tax residency status and determine applicable tax withholding rates as provided by the Internal Revenue Service (IRS)

Determine if compensation is exempt from FICA tax, whether a US income tax treaty exists, collect appropriate income tax treaty forms when applicable and file them with the IRS

Maintain active nonresident alien tax files, and archive inactive files

Manage Glacier, NRA tax compliance database, assist with IRS tax reporting, track employment eligibility expiration dates, contact employees with expired authorizations, and ensure new authorizations are submitted for continued employment

Manage training and scanning of HR and Payroll documents using OnBase

Identify software issues and submit service tickets when problems arise

Ensure that all forms/documents are scanned appropriately by index folders and hard copy forms/documents are filed in designated filing spaces

Maximize storage space, label filing drawers, and archive files as needed

Coordinate the program and maintain program information and participant documents

Make sure employees who have obtained a doctoral degree and qualify for loan cancellation for teaching in the CSU, are reported to the W2 Unit to withhold Federal taxes on such income

Reports are mailed by the 10 th of each pay period

Log and complete verifications of employment

Typical types of verification of employment are mortgage, apartment rentals, phone, and written letters as requested by current and former employees

Collect appropriate information from employees and complete the W2 Duplicate Request form

Assist employees who did not receive a W2 and determine if the agency is responsible for the replacement fee or if the employee(s) failed to update his/her address

Order and maintain appropriate inventory of all supplies including state forms

This includes organization and record keeping

Must keep accurate records of expenditures and purchase orders

Assist with the Fee Waiver Benefit Program, Prepare Appointment Letters, and help with other HR functions

Assist the Benefits team as needed

Qualification

Office methods knowledgeDocument imaging programsMultiline telephone experienceMS Office applicationsWritten communication skillsCustomer service skillsVerbal communication skillsProblem-solving skills

Required

High school program or its equivalent

Some office work experience, or a combination of training, education and work experience

Experience with multiline telephones

Ability to professionally and effectively interact with co-workers and colleagues, including ability to deal with potential problems and complaints

Demonstrate competence in understanding, interpreting and communicating procedures, policies, information, ideas and instructions

Ability to quickly and accurately develop, retain, interpret, and apply comprehensive knowledge about CSU/CSUEB employment/payroll policies

Thorough knowledge of office methods, procedures, and practices

Excellent written and verbal communication skills in English, including thorough knowledge of grammar, punctuation, and spelling

Ability to learn and use administrative computing systems, instant messaging, document imaging programs, web-based information resources, and MS Office applications