The Assistant Director manages and oversees the daily activities, transactions and staff of seven payroll professionals who are responsible for the weekly processing of time and attendance data and the compensation – to include regular, overtime, differential and detail pay – of the Department’s 2,500 employees.
The regular duties and responsibilities of the position include:
1. Manage all daily functions of the Department's Payroll Unit and supervise the staff of payroll professionals. This activity includes calculating all regular pay, compensation from other appropriations and funding sources, and pay associated with retroactive payments due to collective bargaining, reclassifications, promotions, demotions and other personnel transactions; overseeing data entry of time and attendance exceptions for 2,100 sworn employees, and monitoring of agency payroll in SSTA for approximately 500 civilian employees; overseeing and accounting for all overtime payments to employees which are paid against more than a dozen separate accounts; implementing internal operating procedures for and training staff relative to use of enterprise and internal data systems for transactions, queries and cost reports, including activities in the Commonwealth Information Warehouse; producing monthly Attendance Exception reports and preparing and accounting for the bi-weekly payroll of employees assigned to work for Mass Port and MassDOT. Work with the Director of Payroll to prepare payroll hold (PH) documents; prepare accounts payable payrolls and monitor accounts payable payments against available funds. Maintain employee leave balances and issue Use or Lose letters to all employees in danger of losing vacation time.
2. Work with the Payroll Director and the Receivables Manager to monitor the State Police Private Paid Detail program and Interdepartmental Paid Detail program payments to employees. Work with Human Resources to ensure that HR/CMS transactions (new hires, promotions, demotions, terminations, etc.) are processed timely and accurately.
3. Coordinate the collection and compilation of financial information related to payroll operations by working with the staff Internal Auditor IV: HRIS Specialist and relevant accounting staff in the Finance Section. Such reporting and analysis involves projecting the cost of the annual education incentive program, reporting and projecting payroll and overtime costs, developing and maintaining a series of queries and tables in data base form for projecting the effect of retirements and other personnel transactions on the salary account; calculating the cost of the components of pay which include base pay and various premiums that are inclusive of the base pay; calculating the cost of step increases and of salary increases provided for in the eight (8) collective bargaining agreements in effect in this Department, and for managerial salary merit increases as set forth by HRD policy.
4. Prepare accounting forms for processing through the MMARS Labor Cost Management system relative to personnel expenditures. Generate Payroll Refund Receipt Vouchers for deposit of income into original appropriation accounts and to employees’ deduction accounts (federal and state taxes, health and life insurance, deferred compensation, etc.); expenditure corrections for reassigning payroll and overtime expenses; expenditure refunds, payroll rejects, insufficient funds, Intergovernmental encumbrances), and chargeback forms for Medicare tax, unemployment, worker’s compensation and universal health.
The Assistant Director manages and oversees the daily activities, transactions and staff of seven payroll professionals who are responsible for the weekly processing of time and attendance data and the compensation – to include regular, overtime, differential and detail pay – of the Department’s 2,500 employees.
The regular duties and responsibilities of the position include:
1. Manage all daily functions of the Department's Payroll Unit and supervise the staff of payroll professionals. This activity includes calculating all regular pay, compensation from other appropriations and funding sources, and pay associated with retroactive payments due to collective bargaining, reclassifications, promotions, demotions and other personnel transactions; overseeing data entry of time and attendance exceptions for 2,100 sworn employees, and monitoring of agency payroll in SSTA for approximately 500 civilian employees; overseeing and accounting for all overtime payments to employees which are paid against more than a dozen separate accounts; implementing internal operating procedures for and training staff relative to use of enterprise and internal data systems for transactions, queries and cost reports, including activities in the Commonwealth Information Warehouse; producing monthly Attendance Exception reports and preparing and accounting for the bi-weekly payroll of employees assigned to work for Mass Port and MassDOT. Work with the Director of Payroll to prepare payroll hold (PH) documents; prepare accounts payable payrolls and monitor accounts payable payments against available funds. Maintain employee leave balances and issue Use or Lose letters to all employees in danger of losing vacation time.
2. Work with the Payroll Director and the Receivables Manager to monitor the State Police Private Paid Detail program and Interdepartmental Paid Detail program payments to employees. Work with Human Resources to ensure that HR/CMS transactions (new hires, promotions, demotions, terminations, etc.) are processed timely and accurately.
3. Coordinate the collection and compilation of financial information related to payroll operations by working with the staff Internal Auditor IV: HRIS Specialist and relevant accounting staff in the Finance Section. Such reporting and analysis involves projecting the cost of the annual education incentive program, reporting and projecting payroll and overtime costs, developing and maintaining a series of queries and tables in data base form for projecting the effect of retirements and other personnel transactions on the salary account; calculating the cost of the components of pay which include base pay and various premiums that are inclusive of the base pay; calculating the cost of step increases and of salary increases provided for in the eight (8) collective bargaining agreements in effect in this Department, and for managerial salary merit increases as set forth by HRD policy.
4. Prepare accounting forms for processing through the MMARS Labor Cost Management system relative to personnel expenditures. Generate Payroll Refund Receipt Vouchers for deposit of income into original appropriation accounts and to employees’ deduction accounts (federal and state taxes, health and life insurance, deferred compensation, etc.); expenditure corrections for reassigning payroll and overtime expenses; expenditure refunds, payroll rejects, insufficient funds, Intergovernmental encumbrances), and chargeback forms for Medicare tax, unemployment, worker’s compensation and universal health.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in financial management work (i.e. budgeting, accounting, auditing, management analysis, program evaluation, financial reporting of program results) or (B) any equivalent combination of the required experience and substitutions below
Substitutions:
I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience.
II. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience.
III. A Graduate degree in a related field may be substituted for three (3) years of the required experience.
IV. A Doctorate degree in a related field may be substituted for the four (4) years of the required experience.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics?Explore our Employee Benefits and Rewards
An Equal Opportunity / Affirmative Action Employer.Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in financial management work (i.e. budgeting, accounting, auditing, management analysis, program evaluation, financial reporting of program results) or (B) any equivalent combination of the required experience and substitutions below
Substitutions:
I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience.
II. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience.
III. A Graduate degree in a related field may be substituted for three (3) years of the required experience.
IV. A Doctorate degree in a related field may be substituted for the four (4) years of the required experience.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics?Explore our Employee Benefits and Rewards
An Equal Opportunity / Affirmative Action Employer.Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.