Payroll Assistant

The Massachusetts Executive Office of Education (EOE) works to connect all Massachusetts residents with an education that creates opportunities. While Massachusetts' students rank first in the nation on many educational measures, the Executive Office of Education strives to strengthen the foundations of education reform, empower schools and educators, and develop pathways to college and careers so all students in the Commonwealth can succeed, regardless of their zip code.

EOE works with the Department of Early Education and Care (EEC), Department of Elementary and Secondary Education (DESE), Department of Higher Education (DHE), Children’s Trust, and the state's 29 public colleges and universities to coordinate programs and policies across the entire public education system.

The Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce.  We encourage an authentic workplace where colleagues show up as their full selves, where collaboration, innovation, and connections are key to realizing our mission that all children, youth, and families thrive socially, academically, and economically.  We seek teammates who are committed to promoting a diverse and inclusive work environment, where everyone is valued and engaged.  We encourage you to apply and identify your strengths in these areas.

This position follows a hybrid model of required in-office days and remote work availability. The primary work location is Everett.

The Payroll Department, within the Executive Office of Education (EOE), serves the payroll needs for all staff employed by one of EOE’s agencies (Executive Office of Education, the Department of Elementary and Secondary Education, the Department of Early Education and Care, and the Department of Higher Education.

Role Overview

The Executive Office of Education is seeking a Payroll Assistant to perform various payroll functions such as verifying accuracy of HR/CMS, SSTA, Mosaic and MobiusView reports; reviewing and cross referencing all HR/CMS transactions; reviewing step increases for all agencies on a bi-weekly basis and make adjustments if needed. The Assistant will process travel reimbursements and overtime/comp time, and labor exceptions in Mosaic/LCD as needed. They will provide employment verifications to various institutions and answer inquiries by telephone, email or in person to provide administrators or employees with required information regarding leave balances, accruals, salary and history records.

Responsibilities and duties include, but are not limited to

• ·Verify and research records and reports to identify any possible errors in advance or their occurrences
• ·Review and process overtime/comp time requests; ensure accuracy and appropriate approvals. Respond to questions regarding overtime/comp time policies and procedures
• ·Review and process travel reimbursement; ensure accuracy and appropriate approvals; enter labor exceptions in Mosaic/LCD if needed
• ·Enter and approve restricted Time Reporting Codes and approved payable time as needed in employee’s timesheet
• ·Approve time on behalf of approvers as needed
• ·Assist employees to navigate and report time in SSTA
• ·Review various reports from SSTA, HR/CMS, MobiusView to ensure all employees receive appropriate pay on a bi-weekly basis prior to payroll run each pay period
• ·Review the payroll register report and prepare Payroll Expenditures for each pay period
• ·Run and review various CIW queries to ensure all special earning codes, sick usage and earned overtime are reported correctly after payroll run each pay period
• ·Facilitate exception management and inquires with the Employee Service Center
• ·All HR/CMS transactions are cross referenced to ensure data is consistent and all necessary changes are made prior to payroll run each pay period; and Payroll Director is informed timely of potential discrepancies
• ·Process employment verification requested by researching the information as required to provide prompt and accurate completion of the request
• ·Monitoring and ensuring all step increases are implemented according to schedule on bi-weekly basis; review unpaid leave reports and delay step dates for employees who had unpaid leave during the year
• ·Enter payroll deductions, tax withholdings, direct deposit, transit/parking and saving plans as employees requested; verify and process HCSA and DCAP during enrollment each year; reconcile information/data between employees and Ameriflex
• ·Verify new hire information and ensure all information is accurate in HR/CMS
• ·Process cash out and complete all payments for termination employees; inactivate all records and final term in HR/CMS

Required Qualifications

• ·Knowledge of HR/CMS & SSTA
• ·Knowledge of Mosaic/LCD
• ·Knowledge of CIW
• ·Knowledge of employee benefits
• ·Ability to research payroll inquiries
• ·Ability to write clearly and concisely
• ·Ability to assemble payroll information in accordance with established procedures
• ·Ability to prepare reports by expressing thoughts clearly

Preferred Qualifications

• ·Knowledge of laws, rules & regulation governing the State personnel/payroll system
• ·Knowledge of laws & rules governing assigned unit activities
• Please include a cover letter with your resume.
• Questions regarding this position and the application process should be directed to [email protected]
• 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 experience in work simplification, management analysis, program analysis, methods analysis, economic analysis, fiscal analysis, financial analysis, budget analysis, program administration, or program management or (B) 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, public administration, industrial engineering or industrial management may be substituted for a maximum of two years of the required experience.*

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

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

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

NOTE: Educational substitutions will be permitted for a maximum of three years of the required 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.