"Human Resources & Payroll Services Receptionist (Temporary)"

About the Position

This position is temporary through June 30, 2026, with the possibility of reappointment.

Please Note: Review of applications will begin on December 8, 2025.

Under general supervision of the Director, Benefits and Payroll Services, the Administrative Support Assistant/Receptionist is the first contact for visitors to the Office of Human Resources and Payroll Services. The incumbent is responsible for greeting and assisting customers with new employee sign-in and separation documents and providing varying levels of general office, administrative, and clerical support. Work activities include processing incoming and outgoing mail, answering and directing phone calls, maintaining files and tax records, distributing department attendance, order and maintain office supplies, complete verifications of employment, manage W2 replacements/duplicates, prepare general office correspondence, assists with gathering data for payroll audits. Supervise and delegate assignments to student employees. Administer and manage Payroll’s Nonresident Alien Tax database, scan HR & Payroll documents to OnBase Document Imaging System, assist with the Fee Waiver Benefit Program, manage the Forgivable Loan Program, and other special projects are assigned as needed.

Responsibilities

Front Desk Receptionist

• 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.

Mail Management

• 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.

Manage Nonresident Alien Tax Compliance

• 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.

File and Document Imaging Management

• 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.

Chancellor’s Doctoral Incentive Program

• 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 10th of each pay period.

Verifications of Employment

• 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.

Manage Duplicate/Replacement Requests of W2 Wage Statement

• 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.

Supplies and Inventory

• 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.

HR and Benefits Assistance

• Assist with the Fee Waiver Benefit Program, Prepare Appointment Letters, and help with other HR functions.
• Assist the Benefits team as needed.

Required Qualifications

• 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 effective 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.

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,565 to $4,346 per year (Step 1 - Step 11).

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.