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Payroll Specialist

Company: Harvard University
Location: Cambridge
Posted on: September 22, 2022

Job Description:

Harvard John A. Paulson School of Engineering and Applied Sciences59588BRJob SummaryReporting to the Payroll Manager, this position is responsible for accurate and timely processing of all SEAS paid appointments for biweekly, weekly, and course assistant payrolls. Responsible for assisting with processing the faculty and student monthly payrolls. Responsible for reviewing and submitting to PeopleSoft database all payroll actions generated from SEAS Human Resources, Academic Programs, and Research Administration to ensure compliance with University/SEAS policies and procedures. Responsible for reviewing and reconciling all PeopleSoft time entry, absence and personnel pre payroll audit reports. Monitors, runs, and signs off on all payroll registers to satisfy SEAS payroll and Harvard internal key controls. The Payroll Specialist supports SEAS departments and employees by addressing payroll issues, questions, troubleshooting problems, and providing guidance and training on weekly and biweekly payroll policies and procedures. Collaborates with HR and staff to improve efficiencies, workflow, and provide customer service. Other responsibilities include default account reconciliation for invalid costing, processing costing changes and other monthly payroll actions via Aurora application. This position collaborates closely with HR, Academic Affairs, Central Payroll, research portfolio managers and faculty coordinators.Position Description

  • Serves as local expert and primary contact for departments, including Central Payroll, Harvard Student Employment Office; Harvard Work Study; and SEAS Academic Programs, Sponsored Research, and Human Resources regarding payroll policies and procedures for biweekly staff payroll, and student/temporary weekly payroll.
  • Reviews and approves all payroll documentation for completeness, accuracy, and compliance. This includes reviewing and submitting temporary job hires, staff appointments, job data change forms, additional pay requisitions, and uploads in the PeopleSoft database.
  • Calculates and enters all retroactive and vacation payouts.
  • Executes and reconciles biweekly payrolls in accordance with Central Payroll processing deadlines.
  • Reviews and processes requests for off-cycle, stop payment, and reissue check requests.
  • Monitors payroll registers, time approval, and payroll auditing reports including but not restricted to reported time, approved/unapproved time; payable status; and under/overpayment to satisfy SEAS internal key controls and audit guidelines to ensure accuracy. Makes corrections via Central Payroll when in process and adjusts PeopleSoft records when needed after payroll closes. Digitally signs and sends final reports to Payroll Manager for secondary review and storage.
  • Works closely with SEAS HR to ensure all time worke.d and absences are entered and approved on a timely basis and conform to Harvard, Federal, and state policy.
  • Performs time entry adjustments where necessary.
  • Enters FLMA payments approved by Lincoln Financial.
  • Maintains a listserv of current students and course assistants; sends weekly reminders to enter time.
  • Ensures student and non-student temporary employment compliance with Harvard policies, work study policies, and federal and state regulations.
  • Responds to temporary employee policy questions from SEAS staff and updates policy and procedural changes accordingly.
  • Assists with processing Graduate Student payroll, working with Graduate Aid Manager as needed.
  • Assists with running, reconciling, and authorizing final versions of the monthly faculty payroll. Basic QualificationsAssociates degree in accounting or equivalent experience. Minimum 3-5 years of experience working in payroll and/or financial operations and processing.Additional Qualifications and SkillsExperience with Harvard University financial systems is preferred, including working knowledge of the university's payroll/HR system (PeopleSoft). Familiarity with Harvard's Aurora system a plus. This position requires excellent interpersonal and communication skills (verbal and written), a professional attitude, and the ability to work in a deadline-driven, busy, customer service-oriented office where accessibility is key. We seek someone who is self-motivated, proactive, organized, and able to work independently. The Payroll Coordinator must be able to juggle multiple priorities and handle complex and confidential information with discretion. Competency in Microsoft Word and Excel required.Additional Information
    • The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in -Harvard's Vaccine & Booster Requirements . -Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's "COVID-19 Vaccine Information" webpage: - . -
    • Applicants should submit a resume and cover letter.
    • The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.This position will be based in Allston, MA. The department is currently operating with a hybrid workplace model. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, and VT). Individual flexible and remote work options for this role will be discussed during the interview process.Commitment to Diversity
      SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.
      -About SEAS
      The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard's teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit to Equity, Diversity, Inclusion, and BelongingHarvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.EEO StatementWe are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Keywords: Harvard University, Cambridge , Payroll Specialist, Human Resources , Cambridge, Massachusetts

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