Payroll Services Coordinator

Job Summary:

Reporting to the Controller, the Payroll Services Coordinator is responsible for the management of the Harvard Library (HL) biweekly and weekly payroll. Working with the Controller and HL Human Resources, the incumbent serves as a payroll expert at HL.They will also communicate procedure and policy to all HL managers and staff and ensure that payroll documentation and processes comply with University Internal Controls under the Hire-to-Pay Controls matrix issued by the University Controller’s office. 

Job-Specific Responsibilities:

• Acts as primary payroll customer service contact to HL.

• Serves as payroll expert for library and others on library payroll team. Serves as backup to other payroll team members, including FAS Libraries payroll. Acts as an interface with University Financial Services team (policy, practice, best practices). 

• Communicates payroll deadlines and deliverables, including special timelines leading up to holidays, etc.

• Process payroll reports in accordance with University Key Controls under the Hire-to-Pay Controls Matrix, to ensure all time has been entered properly, contact managers or staff if time is incorrect and will result in underpay or overpay.

• Works closely with team members to analyze and resolve data and pay discrepancies.  Proactively monitors and resolves issues with employee pay errors including Time & Labor and Absence Management as well as data errors. 

• Generates and analyzes standard and ad hoc reports for payroll.

• Partners closely with Human Resources on payroll actions that involve job actions, such as promotions, transfers, terminations, etc. Processes vacation and TDA payouts. Process employee payroll costing changes. Assists with the administration and processing of uploads and batch duties. Make adjustments in PeopleSoft to employee work schedules.

• Monitor employee compliance with time and labor reporting, communicating with employees and managers when necessary, and adjusting time and absences.

• Process security requests.

• Provide training to managers, staff and HR on payroll guidance, practices and processes as well as be aware of schedules for payroll processing and changes to schedules due to holidays or system upgrades. 

• Ensure compliance with- and understanding of- payroll-related policies regarding time off, shift differential, holiday time earned, meal money, etc. Knowledge of contractual language and obligations for applicable unions in partnership with Human Resources.

• Monitor all leaves of absence to ensure transition on and off the payroll and make certain benefits office charges correct coding during leaves.

• Performs other duties, as assigned, consistent with the functions of the work unit and level of responsibilities.