OFFICIAL TITLE:                          Staff Assistant, Payroll Coordinator
SUPERVISION RECEIVED:          Payroll Director
SUPERVISION EXERCISED:       May supervise student and work study employees, as assigned

General Statement of Duties:  Incumbents in this position primarily coordinate payroll data entries relative to adjunct and contracted workers; manage time and attendance and schedules for adjuncts and contracted workers; create, prepare, review and reconcile relevant reports; review payroll transactions; and maintain all relative payroll and attendance records for employees as assigned. Also assists with general payroll tasks as assigned by Payroll Director or Payroll Manager, including the occasional completion of work otherwise assigned to other members of the Payroll office, when necessary. Travel may be required for job-related purposes/training.

Responsibilities:

(E) = Essential

1. (E) Responsible for coordinating all contracted workers and adjunct faculty, including new hire review for compliance; entry of tax, direct deposit, and retirement data; setup of timesheets and schedules; and entry of LCM data into MMARS (budget information). May occasionally include assisting with student contracted workers.
2. (E) Creates and maintains spreadsheets summarizing adjunct pay information, including course(s) taught, number of credits, contracted salary(s), and hours to report each week. Ensures compliance with Affordable Care Act (ACA) recordkeeping requirements regarding hours worked.
3. (E) Reviews and verifies accuracy of payroll payment data and reconciles financial documents utilizing reports from HRCMS, Mobius and the Commonwealth Information Warehouse (CIW).
4. (E) Ensures that pay memos and other requests for payment have the proper approval(s) in Interview Exchange (IE), and uses discretion and judgement to ensure that all payments are in compliance with Commonwealth of MA state ethics regulations, Federal and State wage and hour laws, and Comptroller policies and procedures.
5. (E) Confers with university personnel by telephone, in writing or in person to resolve payroll payment discrepancies and/or to obtain statistical data and documentation for reports and projects.
6. (E) Creates and runs reports as assigned, using CIW and other databases. Builds new queries as needed.
7. (E) Maintains contracts and payroll related data for employees as assigned, according to retention schedule.
8. (E) Provides technical assistance and training to employees on payroll and on-boarding systems to ensure timely payment for work performed.
9. (E) Performs related duties such as preparing payroll refunds, processing earnings verifications, responding to inquiries regarding assigned functions, attending staff meetings and training sessions, providing reports to internal departments and outside agencies, and conferring with others concerning payroll-related matters.
10. (E) Calculates manual check amounts for all contracted staff and adjunct faculty for review and approval by Payroll Manager or Payroll Director.
11. (E) Assists Payroll Manager with document filing, scanning and indexing.
12. (E) May assume related duties of other staff members when required, including Payroll Manager.
13. (E) Responsible for contributing to the WSU Strategic Plan.
14. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
15. (E) Performs other duties as assigned.

Required Qualifications:

• Associates degree with a major in accounting, business administration, or business management.
• 2 - 3 years of full-time, or equivalent part-time, experience in payroll processing required; preferably within higher education.
• Ability to maintain accurate records.
• Knowledge of the methods of general report writing as well as how to prepare general reports.
• Ability to gather information by examining records and documents and through questioning individuals.
• Ability to read and interpret documents such as reports; to analyze data, draw conclusions and make appropriate recommendations.
• Ability to understand, explain and apply the laws, rules, policies and procedures governing assigned unit activities.
• Ability to perform mathematical calculations using formulae to solve accounting matters.
• Ability to deal tactfully with others and to exercise discretion in handling confidential information.
• Ability to follow oral and written instructions and to give oral and written instructions in a precise and understandable manner.
• Ability to exercise sound judgment and work independently as well as in a team setting.
• Ability to communicate effectively and professionally in both written and oral manner.
• Strong organizational skills; ability to manage multiple tasks, deadlines and systems.

Preferred Qualifications:

• Bachelor's degree. 
• Exceptional customer service skills.
• Computer proficiency with a focus on Microsoft Office (Excel, Word) required: experience with HRCMS, MMARS, and Warehouse experience.

This is a full-time, benefited, exempt, professional Non-Unit position. The firm annual salary for this position is $58,000.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

Worcester State University offers a competitive benefits package that includes:

• a choice of 8 different pre-taxed, health insurance plan options
• a choice of pension or 401(a), and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 20 vacation days accrued per year 
• 15 sick days accrued per year 
• 5 personal days per year 
• paid holidays 
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply. 

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About Worcester State University

WORCESTER STATE UNIVERSITY is a vibrant public university located in the residential west side of Worcester, Massachusetts, the second largest city in New England and home to 38,000 college students at more than a dozen colleges and universities. Situated on a compact 58-acre campus, the University offers 50 undergraduate and graduate academic programs to more than 6,400 students annually. The Princeton Review ranks us as one of the 75 "Best Value" public colleges in the country, as well as a "Best in the Northeast" college.

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