Payroll and Benefits Coordinator

Commonwealth of Massachusetts • Boston, MA

11d • Hybrid

About The Position

The Executive Office of Housing and Livable Communities (EOHLC) is seeking a Payroll & Benefits Coordinator/Personnel Analyst III in the Deputy Secretary’s Office/Human Resources. The Payroll and Benefits Coordinator provides guidance and expertise across the Secretariat on payroll, benefits, and Self-Service Time and Attendance (SSTA). They ensure that all transactions processed through HRCMS comply with Human Resources Division (HRD) policies and procedures. The Payroll and Benefits Coordinator performs a broad range of human resources functions supporting payroll administration, benefits administration, time and attendance, leave management, onboarding, and personnel transactions. The incumbent is responsible for ensuring the accurate and timely processing of payroll and personnel actions in HRCMS and related Commonwealth systems while maintaining compliance with applicable federal and state laws, collective bargaining agreements, Commonwealth policies, and established procedures. They serve as a primary resource for employees by providing guidance on payroll, benefits, leave administration, retirement, and time and attendance matters. Responsibilities include processing personnel transactions, administering employee benefit and leave programs, conducting new employee onboarding, monitoring time and attendance compliance, maintaining personnel records, preparing reports, and responding to employee inquiries. The position requires sound judgment, attention to detail, strong customer service skills, and the ability to manage multiple priorities while maintaining confidentiality and ensuring the accurate administration of human resources programs.

Requirements

• Four years of full-time, or equivalent part-time, professional or paraprofessional experience in personnel work, the major duties of which included classification, staffing, job analysis and/or job evaluation.
• Of which at least two years must have been in a professional capacity.
• Of which at least one year must have been in a supervisory, administrative, or managerial capacity.
• An Associate's degree may be substituted for a maximum of one year of the required (A) experience.
• A Bachelor's degree or higher may be substituted for a maximum of two years of the required (A) experience.
• Possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License may be required.

Nice To Haves

• Demonstrated ability to communicate effectively, both orally and in writing, with employees, managers, and external stakeholders.
• Proficiency using Microsoft Office Suite, including Word and Excel, with the ability to use HR information systems and related technology.
• Ability to work independently, prioritize competing responsibilities, and manage multiple deadlines in a fast-paced environment.
• Demonstrated ability to exercise sound judgment and maintain confidentiality when handling sensitive personnel and payroll information.
• Strong interpersonal and customer service skills, with the ability to communicate tactfully and professionally while resolving complex or sensitive employee issues.
• Knowledge of the Commonwealth of Massachusetts Human Resources/Compensation Management System (HRCMS), payroll and benefits administration, Commonwealth benefit and compensation programs, applicable collective bargaining agreements, and Human Resources Division (HRD) policies and procedures.
• Experience interpreting and applying personnel policies, payroll procedures, leave administration requirements, and applicable federal and state laws, regulations, and collective bargaining agreements.
• Strong attention to detail and ability to maintain accurate records while ensuring compliance with established policies, procedures, and payroll deadlines.

Responsibilities

• Process all personnel transactions in HRCMS, including new hires, transfers, promotions, demotions, terminations, leaves, salary changes, and other payroll actions, ensuring accuracy, appropriate approvals, and compliance with payroll deadlines.
• Enter, review, and maintain employee payroll records, including tax withholdings, retirement contributions, benefit deductions, and direct deposit information.
• Update employee banking information for direct deposit and communicate when payroll processing timelines may result in issuance of a paper check.
• Monitor employees on leave or off-payroll status to determine the impact on step increases, leave accruals, and other payroll-related benefits.
• Respond to employee and management inquiries regarding payroll processes, leave balances, salary administration, and applicable Collective Bargaining Agreement provisions.
• Prepare and process unemployment documentation and verify employment and wage information for the Division of Unemployment Assistance.
• Review annual "Use or Lose" vacation reports and advise employees and supervisors regarding forfeiture deadlines and leave usage requirements.
• Process payroll refund transactions, including receipt vouchers, repayment reconciliation, MOSAIC entries, Retirement Board and Comptroller submissions, and compliance with year-end processing deadlines.
• Process accounting distribution changes and payroll charge requests in HRCMS for MOSAIC in coordination with budget staff.
• Coordinate emergency payroll payments through Dyna-Cash when necessary, due to payroll, fiscal, or budget errors, working with Agency Accounting and obtaining Senior HR Business Partner approval prior to processing.
• Enroll new employees in HRCMS Self-Service Time and Attendance and assign the appropriate time reporting method.
• Establish and maintain employee work schedules within HRCMS and update schedules as approved.
• Monitor time and attendance records, reports, and exceptions to ensure accurate reporting and timely payroll processing.
• Review employee time and attendance records and HRCMS exception reports to identify, investigate, and resolve time reporting discrepancies, including missing punches, incorrect Time Reporting Codes (TRCs), holiday reporting errors, and unapproved timesheets.
• Review Employee Service Center (ESC) Monday timesheet exception reports to identify unresolved or unapproved time. Follow up directly with employees and supervisors to obtain timely resolution and escalate unresolved issues to Agency Liaisons, Division Heads, and/or the Senior HR Business Partner by Monday afternoon, as appropriate.
• Provide guidance to employees regarding work schedules and departmental timekeeping procedures, referring all other questions to the Employee Service Center, as appropriate.
• Enter time reporting for employees on continuous leave with appropriate leave codes.
• Conduct new employee onboarding and benefits orientation in accordance with HRD’s Onboarding Guidelines, and the most current version of the Employee Orientation Guide, ensuring completion of all required employment, payroll, and benefits documentation.
• Verify employment eligibility by completing Form I-9 requirements, monitor temporary work authorization expirations, and maintain compliance with federal employment verification requirements.
• Process federal and state tax withholding elections and enter tax information into HRCMS.
• Provide information to employees regarding health and life insurance benefits offered through the Group Insurance Commission (GIC), as well as Flexible Spending Accounts (FSA), commuter benefits, and other Commonwealth benefit programs. Process payroll deductions.
• Serve as liaison with VOYA to resolve employee concerns regarding transit/parking.
• Process general deductions changes including flexible spending, commuter choice and union dues
• Coordinate annual open enrollment activities for the Group Insurance Division, including employee communications, and documentation review.
• Maintain Health Insurance Responsibility Disclosure ( HIRD) documentation and ensure annual compliance for employees who waive GIC coverage.
• Serve as the primary HR resource for employee benefits, retirement, leave administration, workers' compensation, and supplemental retirement programs.
• Coordinate Family and Medical Leave Act (FMLA), Paid Family and Medical Leave (PFML), and Workers' Compensation processes, including employee consultations, leave tracking, ServiceNow requests, reporting, entry into HRCMS, and coordination with the HRD’s Office of Leave Planning Assistance (OLPA ).
• Provide guidance to employees regarding the retirement process, referring employees to the State Retirement Board, as appropriate.
• Process Retirement Salary Request and Refund/Rollover Forms
• Maintain complete and accurate personnel records, ensuring all personnel actions are supported by required documentation before processing.
• Prepare, modify, and distribute HR reports to support operational, compliance, and management reporting needs.

Benefits

• Outstanding suite of employee benefits that add to the overall value of your compensation package.
• Work experience that supports you, your loved ones, and your future.
• Health and life insurance benefits offered through the Group Insurance Commission (GIC).
• Flexible Spending Accounts (FSA).
• Commuter benefits.
• Other Commonwealth benefit programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree