Clerk IV (Payroll Specialist)

Apply now Job no:521643
Work type:Staff Full Time
Location:UMass Amherst
Department: Auxiliary Services
Union: Non-Unit Non-Exempt
Categories:Administrative & Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate, and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Payroll Specialist will support Administration and Finance (A&F) payroll for Facilities, Auxiliary Services, Physical Plant, Residential Life, Transportation, and University Health Services. The Payroll Specialist ensures the operation of the HR service desk area in the A&F Payroll office. This position provides Payroll and HR support and superior customer service to a high-traffic, fast-paced office; develops and recommends changes to existing workflow and procedures to ensure effective and efficient payroll processing of benefited, non-benefited, and student staff.

Essential Functions

• Supervises, trains, plans, and organizes student payroll staff. Assigns and reviews work and ensures prompt processing of HR transactions.
• Oversees payroll reporting such as exception reporting, overtime, corrections, shift differentials, changes of work week and end-date reports to maintain staff payroll status.
• Supplies information in response to inquiries about general personnel and human resources issues, employment opportunities, and rules and regulations governing employment including pay rules and regulations, immigration, ADA, UMASS disability services, Family Medical Leave, Workers Compensation and Faculty and Staff Assistance Program
• Investigates and resolves problems/questions regarding time entered and employee pay statements and processes Time & Attendance correction forms as need.
• Develops standard procedures and provides training and support for department users on the workforce time management payroll system (Kronos). Ensures proper time entry and tracking. Investigates and resolves timecard issues.
• Interprets union contract(s) language (AFSME Units A & B, USA/MTA, PSU Units A & B, GEO, 03 and non-unit) regarding all time and attendance issue that arise.
• Acts as liaison for time and attendance issues with Central HR. Follows Central HR policies and procedures and assists with payroll related problems, questions, or policy clarifications.
• Assumes additional responsibility for human resources functions when positions are vacant or during periods of staff leave; performs cross-functional tasks as needed to ensure timely completion.
• Prepares and/or processes personnel actions such as promotions, appointments, demotions, terminations, transfers, and leaves of absence by recording such actions and completing forms for approval.
• Establishes and maintains personnel files to include materials such as personnel action forms, correspondence, reports, timecards, accident reports and other material associated with human resources and personnel functions.
• Facilitates leave processes and actions to include, but not limited to Family and Medical Leave Act (FMLA), Sick Bank Leave, and Workers Compensation injury reports and forms. Creates and maintains databases for monitoring personnel activity. Keeps staff and managers informed on the status.
• Maintains complete and accurate records of other leave and accommodation requests in conjunction with Accessibility Office. Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.
• Processes undergraduate and graduate student hires, reappointments, changes, and terminations.
• Develops and revises office processes as needed to ensure effective and efficient customer service. Recommends changes to procedures and workflow to supervisors.
• Assists with planning and executing events such as job fairs, orientation, on-boarding, trainings, and team building activities.
• Participates in campus HR professional development training, conferences, and meetings to learn latest programs and processes.
• Maintains information databases and generates reports as needed.

Other Functions

• Performs other duties as assigned.
• Participates in campus HR professional development training, conferences, and meetings to learn latest programs and processes.
• Serves on departmental and University-wide committees as needed.
• Keeps up to date on labor issues and ensures that labor relations and conditions of employment are maintained in support of the Director(s) of HR.
• Understands, is committed to, and supports affirmative action and non-discrimination goals and customer-focused quality services.
• Demonstrates capacity, skill
, and willingness to engage students, and contribute to student success.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High school diploma or equivalent education and four (4) years' of comprehensive experience in Human Resources, such as timekeeping, attendance, payroll issues, and progressively responsible experience in office management. An associate degree can be substituted for two (2) years’ experience.
• Ability to collaborate effectively with a diverse workforce including managers, union representatives, employees, students, and colleagues.
• Ability to exercise discretion in handling confidential information.
• Ability to understand and apply the laws, rules, policies, and procedures governing the activities of the Human Resources Office.
• Supervisory and training experience.
• Proficiency with Windows based software.
• Possesses excellent organizational, analytical, and people skills
, and the ability to exercise sound judgement and manage competing priorities while exhibiting professionalism and a commitment to teamwork.
• Strong written and verbal skills.

Preferred Qualifications

• PHR certification.
• Experience working in an HR role in a unionized environment.
• Experience working in an HR role in higher education.
• Bilingual.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

• Monday - Friday, 8:30am - 5:00pm.
• Required to work occasional nights and weekends.

Additional Details

Reports directly to the Senior Director of Auxiliary Enterprise Human Resources. Has a dotted line to the Director of HR for FC&S.

Salary Information

Non-Unit; Grade 13

Special Instructions to Applicants  

Along with the application please submit a resume, cover letter, and contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised:Nov 30 2023 Eastern Standard Time
Applications close:Feb 29 2024 Eastern Standard Time