Payroll Specialist

General Statement of Duties and Responsibilities:

The Accountant II - Payroll must possess and provide strong customer service to varying constituents and employees of the university. Will assist employees with the self-service module related to payroll. Responsible for hiring contractors and students; auditing and correction for biweekly payroll for all populations including: full time employees, trust fund students, federal work study students, and contract employees processed through the Commonwealth of MA (HRCMS) payroll system and Labor Cost Management System (LCM). Assists in the preparation and maintenance of payroll records, contracts, tax documents and spreadsheets. Reviews and verifies records and attendance and calculates wages, taxes and adjustments.

Specific Duties and Responsibilities:

• Provides excellent customer service to all employees and constituents of the university, must assist with greeting customers, assist with payroll helpline and email or person-to-person such as resetting passwords, correct time labor codes and training employees to utilize self-service.
• Review and process hire paperwork, including tax setup, direct deposit, and deductions.
• Assist with the I-9 verification process for student employees, performs verifications, review forms for accuracy, and ensures compliance.
• Ensure payroll and timekeeping records are input correctly and accurately, auditing and approval of time and attendance payroll data.
• Resolve payroll issues promptly and accurately.
• Process payroll expenditures and transfers through the Massachusetts Management Accounting and Reporting System (MMARS) and the Labor Cost Management (LCM) system and Mosaic.
• Communicate regularly with departmental hiring managers and employees regarding policies, procedures, and deadlines for all employee's payroll and employment.
• Interpret pay and data related policies and ensure compliance with university policies, HR policies, collective bargaining agreements, and federal and state regulatory requirements and follow the University's internal controls.
• Assist with the completion of verification of employment request forms from financial institutions or appropriate agencies.
• Audits payroll to insure accuracy and financial integrity.
• Assists in the preparation and maintenance of payroll records, contracts, tax documents, spreadsheets and data entry.
• Provides training to campus constituents on the student hiring process and time and attendance.
• Hires students in HRCMS and maintains the student active employment list; monitors and assists students with time and labor for Federal Work Study and/or Student Trust Fund Payroll.
• Hires contractor (part-time) employees in HRCMS and maintains the contractor active employment list.
• Responsible for safeguarding employee's personally identifiable information (including social security numbers, bank account information, etc.).
• Handle confidential information with the utmost discretion.
• Produces and reconciles various payroll summary and discrepancy reports.
• Assists employees with completion of payroll forms.
• Maintains electronic payroll files including federal and state legal documents.
• Responsible for assisting with payroll administrative tasks, including maintenance of payroll change cards, special projects, filing/routing reports to appropriate departments and agencies, preparing paychecks for distribution, answering phones and other applicable duties.
• Assists with HR/CMS payroll reporting utilizing Mobius and Warehouse database reports.
• May supervise Student employees, responsible for approving time and tracking award amounts.
• The position is designated as an essential employee.
• Performs related duties consistent with the Accountant II classification.

Applicants must have at least (A) two years of full-time, or equivalent part-time, professional experience in accounting or auditing, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required experience. *

A Bachelor's or higher degree with a major in accounting, business administration or business management may be substituted for the required experience. *

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

• Must be organized, detail oriented, and possess a high degree of accuracy.
• Experience with payroll software, Peoplesoft preferred, proficient with Access and Excel.
• Knowledge and experience with use of personal computer utilizing Google Suite Microsoft Office and or Google Suite products including Excel, Access, and Microsoft Word.
• Experience working in a high-volume payroll office environment.
• Ability to take initiative, work independently, and have a strong working knowledge of payroll rules, regulations, and best practices.
• Ability to deal tactfully with others and exercise discretion in handling confidential information.
• Ability to maintain accurate records, spreadsheets and prepare reports.
• Ability to work independently and meet critical deadlines, and work collaboratively within a team environment.
• Ability to maintain harmonious working relationships.
• Ability to perform above duties with or without reasonable accommodation.
• Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check) and a background check satisfactory to the university.

Candidates who are bilingual in English and Spanish are strongly encouraged to apply.

This AFSCME union position is part of the Commonwealth Human Resources Division Classification Specifications. Click this link or follow the URL https://www.mass.edu/forfacstaff/classificationspecs/ for a full description of the classification specifications.

This is a full-time, benefited, non-exempt position. The position is governed by the AFSCME/1067, Council 93 Collective Bargaining Agreement. The agreement outlines the grade and step compensation model with an annual salary of $56,700.80 which is non-negotiable in adherence with the CBA. This position is a salary grade16, step 01. Hours are Monday through Friday 8:30 a.m. to 5:00 p.m. The application deadline is 10/14/25.

Fitchburg State University offers a competitive benefits package that includes:

• Nine different pre-taxed, health insurance plan options.
• Competitive retirement plan.
• Life insurance up to 8x the annual salary.
• Long-term disability coverage.
• Dental insurance.
• Accrued vacation and sick days.
• Personal days.
• Paid holidays.
• Tuition remission for self, spouse, and dependent children.

Fitchburg State University is an equal opportunity employer.