Human Resources & Payroll Services Receptionist; Temporary

Position: Human Resources & Payroll Services Receptionist (Temporary)

Human Resources & Payroll Services Receptionist (Temporary)

California State University - East Bay

Salary And Benefits: The starting salary is anticipated to be in the range of $3,565 to $4,346 per year (Step 1-11). Benefits include medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick leave, 14 paid holidays, one personal holiday, and tuition fee waiver.
Note: This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.

About the Position: Temporary through June 30, 2026, with possibility of reappointment. Review of applications begins December 8, 2025. Under general supervision of the Director, Benefits and Payroll Services, the Administrative Support Assistant/Receptionist is the first point of contact for visitors to the Office of Human Resources and Payroll Services.

Responsibilities:

Front Desk Receptionist

• Address all walk‑in customers, provide appropriate new employee packets and ensure accurate completion of all forms.
• Verify Social Security numbers via the Social Security number verification service.
• Verify employment eligibility and supporting documents compliant with Form I‑9.
• Answer the phone lines and direct calls and campus customers to appropriate staff.

Mail Management

• Maintain a departmental mail stop and distribute incoming mail.
• Maintain a supply of inter‑campus mail envelopes.
• Package State Controller’s outgoing mail to SCO departments and ensure delivery.
• Insure and certify mail when appropriate.

Manage Nonresident Alien Tax Compliance

• Understand basic nonresident alien tax laws and administer hires, collect required documents, determine eligibility and withholding.
• Maintain active tax files, archive inactive files, manage Glacier database, assist with IRS reporting, track eligibility expiration dates, contact employees, ensure new authorizations.

File and Document Imaging Management

• Manage training and scanning of HR and Payroll documents using OnBase.
• Identify software issues and submit service tickets.
• Ensure all documents are scanned, indexed, and filed; maximize storage and archive as needed.

Chancellor’s Doctoral Incentive Program

• Coordinate program and maintain participant documents.
• Report qualifying employees to the W2 Unit for tax with holdings and mail reports by the 10th of each pay period.

Verifications of Employment

• Log and complete verifications of employment for mortgage, rentals, phones, etc.

Manage Duplicate/Replacement Requests of W2 Wage Statement

• Collect information, complete duplicate request form, assist employees with fee responsibilities or address updates.

Supplies and Inventory

• Order and maintain inventory of supplies and state forms, keep accurate records of expenditures and purchase orders.

HR and Benefits Assistance

• Assist with the Fee Waiver Benefit Program, prepare appointment letters, and support other HR functions.

Required Qualifications:

• High school diploma or equivalent.
• Some office work experience or combination of training, education, and work experience.
• Experience with multiline telephones.
• Professional interaction skills, ability to manage problems and complaints.
• Competence in understanding, interpreting, and communicating policies and procedures.
• Accurate knowledge of CSU/CSUEB employment/payroll policies.
• Thorough knowledge of office methods and practices.
• Excellent written and verbal communication in English.
• Ability to learn and use administrative computing systems, instant messaging, document imaging, web resources, and MS Office.

Condition(s) of Employment: Satisfactory completion of a background check (Live Scan, criminal records, verification of credentials, licenses, credit history, references). Conditional offer subject to findings.

EEO Statement: All university programs and activities are open to all regardless of race, sex, color, ethnicity, national origin, etc. Cal State East Bay provides equal opportunity and complies with relevant civil rights laws.

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