Payroll Coordinator

Official Title: Payroll Coordinator

Pay Grade: 18S

Salary Range: 18S Entry Level Pay $76,510.98 to Pay Range Maximum $112,765.12

Starting Pay: $76,510.98 

Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.

Departmental Mission Statement: The Fiscal Affairs Department of the Trial Court responsible for the administration and oversight of the financial functions of the Trial Court. This work is accomplished through the seven organizational units in the Department, including: Accounting; Budget; Internal Audit; Fiscal Systems; Grants; Payroll; and Procurement. The Fiscal Affairs Department oversees and processes all financial transactions from funds appropriated by the legislature and available through grants, trusts, and capital allocations for 119 court divisions, the Administrative Office of the Trial Court, the Administrative Offices of the seven Trial Court departments, the Sentencing Commission, the Office of the Commissioner of Probation, and the Office of the Jury Commissioner.

ORGANIZATIONAL PROFILE:

http://www.mass.gov/courts/admin/fiscal.html

Position Summary: Manage employee timekeeping data to support accurate payroll administration. Serve as Group Insurance Coordinator (GIC) for Trial Court employees and Trial Court Justices. Perform payroll-related tasks to ensure proper administration and delivery of employee-related benefits, and accurate expense tracking. Participate in the onboarding workflows of new hires, including benefit enrollment, payroll-related transactions, accurate processing of payments as identified, and reconciliation of payroll or reimbursement discrepancies. Provide employees with timely payroll support and information as needed.

Supervision Received: Works under the direction of the ACFO for Payroll or their designee.

Essential Functions and Responsibilities:

• Serves as the Group Insurance Commission (GIC) Coordinator for the Trial Court workforce and the Justices of the Trial Court.
• Prepares, processes, and maintains payroll and employee benefits documentation for assigned court, inhouse, and administrative office payrolls.
• Manages GIC health insurance enrollments, including Optional Life Insurance, Basic Life Insurance, Long-Term Disability, and Dental and Vision insurance plans.
• Oversees the GIC Annual Enrollment process, including the administration of new enrollments for HCSA, FSA, and DCAP programs.
• Administers Deferred Compensation (SMART Plan) monthly enrollments, updates, and changes, and enters all associated payroll deductions for employees.
• Interfaces with the Payroll Service Portal to ensure timely processing of employee inquiries and transactions, and service referrals from HR.
• Reviews and approves time and attendance records and payroll reports. Investigates payroll issues and determines effective resolutions to ensure timely and accurate support for employees.
• Responsible for entering direct deposit information, employee address changes, federal and state tax withholdings, Local 6 and NAGE union dues, third-party insurance deductions, and deferred compensation elections.
• Works closely with the State Comptroller to manage and process employee wage garnishments.
• Completes Medicare Employer Information forms in accordance with applicable requirements.
• Manages State Retirement Board (MSRB) documentation, including Salary Request and Release forms, MSRB Transfer of Deduction forms, and Verification of Employment requests related to housing, short-term disability, auto insurance claims, and MassHealth premium assistance.
• Processes Average Weekly Wage (AWW) forms to determine Workers’ Compensation eligibility and calculations.
• Processes Payroll Refund Receipt Vouchers (PRRVs) in accordance with established procedures.
• Works closely with the Workers’ Compensation (WC) adjuster to resolve all WC-related issues and ensure timely case management.
• Works closely with the ACHRO for Leaves, the HR Leaves Department, and theHuman Resources Division (HRD) to manage Workers’ Compensation (WC) claims.
• Processes payroll adjustments for underpayments and overpayments, ensuring accurate calculations and efficient repayment arrangements.
• Acts as a liaison between external agencies, including the State Comptroller, State Treasurer, State Retirement Board, Group Insurance Commission, Local 6 and NAGE unions, outside vendors, city, town, county, and other retirement boards.
• Works closely with other state agencies to resolve complex issues affecting Trial Court employees.
• Participates in orientation sessions for Court Officer (CO) Academy new hires and processes and monitors all CO benefit enrollments and payroll-related documentation.
• Processes benefit enrollments and payroll-related documentation for all new hires, including the management and processing of required materials in the PageUp system.
• Processes Paid Leave Bank, Judicial Paid Leave Bank, and Statutory Paid Leave Bank enrollments as needed.
• Reviews and enters Fitness for Duty (FFD) and Court Officer Training Stipend (COTS) information in accordance with established procedures.
• Manages and processes all Trial Court employee travel vouchers, including those for Mass Probation Services and Trial Court Judges, ensuring accurate calculations and verification of required supporting documentation.
• Processes vacation and sick leave buybacks for terminated employees, including those separating due to retirement, resignation, or death.
• Maintains strict confidentiality regarding all labor and personnel matters.
• Assists with interdepartmental projects related to payroll operations.
• Processes Search Warrant project entries as needed.
• Maintains payroll expenditure reports for assigned court departments.
• Prepares and maintains employee files for designated Trial Court departments and Trial Court Justices.
• Processes Labor-Cost Management (LCM) transactions to ensure proper allocation of funding within the MOSAIC system.
• Maintains and creates payroll and travel files for the upcoming fiscal year as well as prior fiscal years.
• Provides training and support on payroll procedures and guidelines to local courts and departments, including Self-Service Time and Attendance (SSTA).
• Maintains clear and professional communication with current and former court employees and Judges.
• Performs other related duties as assigned.

Job Competencies: 

Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording opportunities to those they supervise as scheduling permits.
Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
Applied Knowledge: Demonstrated ability to perform full range of case management functions.
Problem Solving: Accurately assesses operational and administrative problems and develops feasible solutions.
Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements:

Education and Experience
● Associate’s degree from an accredited college or university
● Three (3) years of related work experience
● Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities:

Knowledge of:
● HR/CMS, PageUp, Service Now and payroll functions
● MOSAIC system
● Trial Court and State Fiscal Procedures
● Trial Court Travel Policy and Procedures
● Microsoft Office Suite, Outlook, Adobe

Skill in:
● Data analysis and data entry
● Verbal and written communication
● Organization and prioritization
● Time management
● Detail-oriented work
● Training and staff support

Ability to:
● Assess problems and provide solutions.
● Analyze job specific reports.
● Evaluate operational processes to solve issues.
● Maintain working relationships.

Supervisory Responsibility: The Payroll Coordinator may serve as a Lead Worker advising and training local court administrative and fiscal personnel on payroll related matters.

Working Conditions: Work is frequently performed in office or similar indoor environments.

Physical Demands: This position requires sedentary work, which involves exerting up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects.