Shared Services Specialist

Duquesne University • Pittsburgh, PA

20h

About The Position

The primary purpose of this position is to oversee and execute labor and non-labor activities for the various areas that Shared Services supports (including but not limited to Facilities Management, CTS, Treasury Services, etc.). This position budgets, monitors, projects and analyzes the day-to-day labor activity for these areas but not limited to; exempt, non-exempt employees, those eligible for overtime, union, non-union, student workers; full time and part time positions. Labor related is defined as the administration of biweekly payroll reporting and reviewing for the above departments and job classifications; the annual development and continual monitoring of labor salary and overtime budgets; managing the workflow for personnel requisitions, separations, new hires, rehires, etc. and preparing the necessary paperwork (appointment letters, Scheduled Payroll Authorizations, award notices, and onboarding checklists).
Serves as a liaison between the departments and central offices (Planning & Budget, HR).

Requirements

• Bachelor’s degree in business administration, accounting or finance from an accredited institution and 1-3 years of work- related experience.
• Experience with time and attendance software application is required.
• This position requires proficiency within Microsoft Office products, preferably Excel. Incumbent must have strong verbal and written communication skills, as well as the ability to work independently, confidentially, and think critically through difficult discussions and situations; while maintaining a high level of discretion. The incumbent must be able to adapt to an evolving department where process improvement is critical, and be comfortable with taking initiative when appropriate. The ability to plan and project anticipated labor expenses are also important skills and abilities important to this position.
• This position also requires the incumbent to have the ability to learn new technical skills quickly; use of assertiveness and diplomacy and the ability to determine when each is required; follow detailed processes and procedures and communicate these to other team members and stakeholders. Problem solving skills are required with the ability to utilize resources as means to solve problems. The ability to maintain accurate and detailed records is important, as well as strong organizational skills.
• The incumbent shall be knowledgeable of different budgeting models related to budgeting and forecasting labor costs, and have knowledge experience of utilizing applications for payroll processing (Kronos preferred).
• Ability to establish and maintain effective working relationships with the University Community.
• Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

Nice To Haves

• Experience working in a robust work environment with large volume of and diverse pool of employees is highly preferred.
• Experience in working with union collective bargaining agreements is highly preferred.

Responsibilities

• Reviews and approves leave time entry for payroll processing (Banner) verifying time entered aligns with hours worked for employees (biweekly). Serves as the internal UKG Ready(Kronos) expert; communicating, training, and working with time managers to maximize system efficiency and proper use. Investigates payroll issues and determines the necessary corrective measure to execute in alignment with University policies and/or labor agreements.
• Collaborates directly with Shared Services stakeholders to ensure all HR procedures and deadlines are followed regarding payroll; personnel, including the on/off boarding of employees, position changes, succession planning, raises, etc. Initiates, reviews and executes all HR documentation (i.e. Appointment letters, SPAs, Personnel Requisitions, etc.).
• Serves as the internal labor expert by providing management and oversight of the labor budgets for Facilities Management and CTS, totaling in excess of $23M and nearly 300 FTEs & PTEs in a variety of position types, including but not limited to union, non-union, exempt, professional/eligible for overtime, non-exempt, student workers, etc.
• Performs any necessary corrective measures to ensures budget accuracy (included but not limited to budget transfers and journal entries) and labor expenses are allocated correctly. Shares findings with key stakeholders and Shared Services Director providing any recommendations and strategies to maintain proper financial stewardship.
• Assists with Shared Services daily operations, including assisting in managing the Shared Services workspace in TeamDynamics. Monitors ticket requests and executes to completion. Performs Shared Services processing including but not limited to; departmental chargebacks, invoicing, reconciliation and ordering. Assists with other duties as assigned.
• Performs quarterly distribution to IUEO, Local 95 members education fund; processes invoices for Concentra pre-employment tests; tracks probationary period for union members and notifies appropriate parties as to milestone leave time earnings. (i.e. 90 days, 120 days, 180 days).
• Completes other duties as assigned.

Benefits

• Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level