USC Human Resources Administration

Job code: 113217Payroll Specialist

Grade: I |Overtime eligible: Yes |Date approved: July 30, 2004


Performs wide variety of tasks related to the set-up, processing, taxation, preparation, direct deposit and delivery of payroll checks and stipend checks for non-resident alien students. Serves as payroll liaison to assigned home departments.


Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)

% Provides service to assigned home departments. Answers policy and procedure questions. Investigates and resolves complex payroll problems according to FSLA, California State Wage and Labor Code, INS and IRS regulations, and university policies and procedures. Trains home department coordinators in the use of on-line applications as needed.

% Performs on-line processing of payroll check requests and distributes all monthly and bi-weekly payrolls to home departments. Processes termination documents and final checks. Pulls checks and advice slips for special routing or handling.

% Sorts, prioritizes, reviews for accuracy and processes incoming payroll/personnel documents.

% Audits I-9 documents to ensure compliance with Immigration Reform and Control Act (IRCA) requirements. Follows up on problem I-9's, notifies Home Department Coordinators and Senior Business Officers of all I-9 violations.

% Prepares and processes payroll documents for non-resident aliens in accordance with Federal INS and IRS regulations. Updates system according to tax treaties and keeps home department informed of all tax treaty changes.

% Requests, tracks and processes Alien Questionnaires (Form 1001) for non- resident alien students receiving non-qualified or qualified scholarships. Updates the payroll system with qualified scholarship data from Student Information Systems for calendar year end issuance of Form 1042S.

% Processes new-hire packages, exceptions, transfers and promotions. Inputs information to online system to establish taxation status. Researches missing documentation or discrepancies.

% Processes, verifies and updates direct deposit applications, pre-notifications and changes in check depositions. Responsible for pre-note and EFT live dollar transmissions to originating bank.

% Reviews departmental on-line hand drawn checks for compliance to university policies and procedures prior to check signature.

% Processes all stop payment orders through on-line system with Bank of America (BAMTRAC). Re-issues all stop checks.

% Assists with College Work Study (CWSP) Certification process.

% Maintains records and statistics for all general payroll processes (e.g., IRCA, direct deposit, stop payments, bank reconciliations). Maintains and updates the Payroll User's Guide and distributes to all User Guide owners.

% Prepares periodic reports for management on matters such as the number and nature of problems with returned documents.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.


Minimum education Preferred education
High school or equivalent Associate's degree
Minimum experiencePreferred experience
  • 2 years
  • Combined education/experience as substitute for minimum experience
3 years
Minimum field of expertise Preferred field of expertise
Payroll or general office. Demonstrated interpersonal skills.  
  • Answer telephones
  • Assemble and organize numerical data
  • Balance figures
  • Communicate with others to gather information
  • Compute totals
  • Edit routine documents
  • Gather and input data
  • Maintain filing systems
  • Read handwritten text
  • Research information
  • Understand and apply policies and procedures
  • Verify calculations
  • Calculator
  • Computer network (university)
  • Computer and peripheral equipment
  • Photocopier
  • Typewriter
Supervises level
May oversee student, temporary and/or casual workers.


Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer