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Payroll Specialist - (240002AH)

Description

The Executive Office of Energy and Environmental Affairs seeks to protect, preserve, and enhance the Commonwealth’s environmental resources while ensuring and promoting a clean energy future for the state’s residents. Through the stewardship of open space, protection of environmental resources, and advancement of climate resilience and end environmental justice. the Executive Office of Energy and Environmental Affairs works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family.

Who We Serve:

Massachusetts was the first state in the nation to combine energy and environmental agencies under one Cabinet secretary. The Executive Office of Energy and Environmental Affairs (EOEEA) serves Commonwealth residents interested in outdoor recreational activities, clean energy solutions and those who work with animals and livestock. Equally, EOEEA works with energy consumers, power companies, clean energy providers, farmers, work with cities, towns and organizations, and environmental justice populations to delicately balance the interaction with environmental protection laws and regulations while being a cornerstone for our economic prosperity.

EOEEA Human Resources (HR) Shared Services provides support and administers human resources programs and services to current and prospective EOEEA employees and agency business partners for the Secretariat including Massachusetts Environmental Police, and its six agencies and their divisions including: Department of Agricultural Resources and the State Reclamation Board – Mosquito Control Projects; Department of Conservation and Recreation; Department of Environmental Protection; Department of Fish and Game; Department of Public Utilities, and the Department of Energy Resources.

This is an exciting time to join the Executive Office of Energy and Environmental Affairs (EOEEA) Human Resources Shared Service Team as we work to strengthen the Human Resources function throughout the Secretariat and its agencies. EOEEA is a mission-driven state environmental organization that is experiencing strong, sustained growth, placing increased demand on its Human Resources services. 

Payroll Specialists in EOEEA are responsible for ensuring accurate and timely processing of payroll transactions for employees throughout the Secretariat and its agencies. This role involves analyzing payroll data, identifying discrepancies, and implementing corrective measures to maintain compliance with relevant regulations.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

1. Prepare, verify, and enter data to process a variety of HR/Payroll transactions for new and existing employees, in the Human Resources Compensation Management System (HR/CMS) application. Transactions may include but are not limited to benefit deductions, hiring, promotions, transfers, leaves, suspensions, terminations, and retirements; etc.

2. Process new hires/rehires/seasonal employees in HR/CMS ensuring that entries are accurate, and paperwork received is complete to meet tight deadlines.

3. Enter new hire employee direct deposit banking information into HR/CMS. Processes checks and/or direct deposits, including bank transit and account numbers; notifies Payroll Director to resolve problems or discrepancies pertaining to direct deposit.

4. Complete employee/external partner requests for verifications of employment and background check information.

5. Verifies employee salaries on employment withdrawal forms of employees terminating state employment; calculates and provides employee salary projections for retiring employees and submits to agency CFOs for approval any related buyout calculations, and submission to the Massachusetts State Employees’ Retirement System or other retirement systems as appropriate.

6. Collaborate with agencies in EOEEA to resolve payroll-related inquiries.

7. Respond to and resolve requests/inquiries from employees via the HR Shared Services mailboxes as needed as well as requests received via fax and the general HR Shared Services number. Process assigned requests in a timely manner.

8. Work in collaboration with other HR staff within EEA HR Shared Services as well as other agency staff and external business partners including but not limited to the Employee Service Center (ESC), CTR (Office of the State Comptroller) and HRD (Human Resources Division).

9. Develop and monitor a variety of payroll reports in the CIW (Commonwealth Information Warehouse) and HR Analytics. Weekly, verify Mobius reports, follow up and correct any issues.

10. Process collective bargaining increases and retroactive payments.

11. Review and research Self-Service Time and Attendance (SSTA) audit reports on a weekly basis for unapproved/unreported employee time/exceptions and contact departments with questions regarding missing data or approvals. Verify accuracy of hours. Notify agency staff of any outstanding unapproved time reporting requirements.

12. Maintains accounting of employee sick, personal, longevity bonus, salary adjustments, COLAs, and annual leave balances, and certifies leave balances for employees transferring employment to other state agencies.

13. Update and maintain SSTA “reports to” function required for position management and accurate time reporting and approvals. 

14. Calculate Dynacash payments for employees missing hours on payroll. Initiate Stop Payment on checks as needed.

15. Assist in the development and implementation of payroll processes, procedures, and improvements as requested.

16. Interact in a professional manner with other agency personnel and external partners on related matters.

17. Maintain accurate payroll records.

18. Demonstrated proficiency with Microsoft office products (Word, Excel and Access) as well as Commonwealth Information Warehouse/HR Analytics.

19. Attend HR/CMS User Group Meetings and other required training and meetings.

20. Perform other related duties as needed and assigned and assist with special projects and ad-hoc requests as needed and requested.

21. Demonstrated proficiency in managing concurrent tasks and responsibilities.

QUALIFICATIONS REQUIRED AT HIRE

1. Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development

2. Knowledge of the methods of general report writing

3. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures governing EEA HR Shared Services

4.Ability to analyze data and make recommendations

5. Ability to prepare and use charts, graphs/tables

6. Ability to create and reports through HR Analytics/Commonwealth Information Warehouse

7.Ability to follow written and oral instructions.

8.Ability to communicate effectively in oral and written expression

9. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinate’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

10. Ability to establish and maintain harmonious working relationships with others.

11. Ability to always deal tactfully with others in a professional manner.

12. Ability to exercise discretion in handling confidential information.

13. Ability to exercise sound judgment.

14. Ability to work independently and as a member of a Team.

15. Adaptable and able to effectively manage shifting priorities and competing requests to meet deadlines.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*

  • Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Official Title: Program Coordinator III

Primary Location

: United States-Massachusetts-Boston-100 Cambridge Street

Job

: Administrative Services

Agency

: Exec Office Of Energy and Environmental Affairs

Schedule

: Full-time

Shift

: Day

Job Posting

: Feb 16, 2024, 3:44:56 PM

Number of Openings

: 1

Salary

: 73,566.74 - 107,580.72 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Melixza Esenyie - 6176261282

Bargaining Unit: 06-NAGE - Professional Admin.

Confidential: No

Potentially Eligible for a Hybrid Work Schedule: Yes

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Confirmed an hour ago. Posted 30+ days ago.

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