Payroll and Accounting Specialist

Job description

Payroll and Accounting Specialist

About Westfield State University:

In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.

Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.

Job Description:

Campus Title: Payroll and Accounting Specialist
State Job Title: Accountant I
Department: Financial Accounting
Job Code: H15X12
FLSA Status: Non-Exempt
Funding: 7115-6014
Bargaining Unit: AFSCME
Job Type: Full-Time Permanent
Timeframe: 52 Weeks
Shift: 8:30 a.m.- 4:30 p.m. Sunday through Thursday
Regular Days Off: Friday and Saturday
Supervision Received: Reports to the Staff Assistant, Payroll Manager. Receives functional supervision from the Director of Accounting Operations.
Supervision Exercised: May supervise a part-time or student worker.
Salary: $1,707.31 Bi -Weekly

General Statement of Duties:
Assists in the processing and maintenance of Human Resources / Compensation Management System (HR/CMS) Payroll, specializing in the Dining Services department. Maintains a customer-centric focus while assisting the diverse employee population in a busy dining environment. Also supports Dining Services' procurement and accounts payable administrative functions.
Duties and Responsibilities:
Duties include but not limited to:

  • Maintains HR/CMS Workforce Administration for non-benefitted employees. Includes verification and data entry of temporary employment contracts.
  • Verifies receipt and accuracy of all weekly attendance records, and enters into HR/CMS.
  • Responds to inquiries from banking institutions, division of unemployment and other third parties for employment/salary verifications.
  • Provides high volume customer-centric service (in-person, phone, email, video conferencing, and chat) to University employees and other constituents.
  • Assists with the submission of Dining procurement requisitions in Banner Finance, review and completion of authorizations-to-pay for invoices, as well as assistance with other accounting documents as needed.
  • Uses Microsoft Access, WebFocus Managed Reporting, and Excel to produce reports from data contained in the Commonwealth Information Warehouse (CIW) and from Banner Finance.
  • Acts as a liaison for Human Resources to communicate with Dining employees regarding worker's compensation, leave management, and other areas that correlate with payroll functions.
  • Uses Microsoft Excel, Outlook, and Word to prepare and update files for bulk mail and e-mail merge of payroll related documents and communications.
  • Maintains employee direct deposit and tax withholding records.
  • Additional non-dining financial accounting duties, as assigned.


Qualifications Required at Hire:
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
  • Ability to perform mathematical calculations using formulae to solve accounting problems.
  • Ability to follow written and oral instructions.
  • Ability to maintain accurate records.
  • Ability to communicate effectively in oral expression.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to deal tactfully with others.
  • Ability to establish and maintain harmonious working relationships with others.
  • Ability to exercise sound judgment.
  • Ability to exercise discretion in handling confidential information.
  • Ability to work independently.
  • Ability to work in a team setting.

Qualifications Acquired on Job:

Thorough knowledge and understanding of H.R. practices, policies, and procedures relating to the payroll process; familiarity with all departmental functions in order to direct telephone calls and walk-in traffic; ability to use all hardware and software required to perform duties and responsibilities of the position, including use of Microsoft Word, Excel, Outlook, and Access; ability to produce reports using Warehouse (MS Access) and Excel; ability to use all payroll functions in HR/CMS; ability to use other state computer systems: MMARS/LCM, MobiusView, PayInfo Administration; ability to use local Banner system; ability to navigate legacy payroll program (ADP).

Minimum Entrance Requirements:
  • Applicants must have at least (A) two years of full-time, or equivalent part-time, professional experience in accounting or auditing, or (B) any equivalent combination of the required experience and the substitutions below.
  • An Associate's degree with a major in accounting, business administration or business management may be substituted for a maximum of one year of the required experience.*
  • A Bachelor's or higher degree with a major in accounting, business administration or business management may be substituted for the required experience.*

*Education toward such a degree with be prorated on the basis of the proportion of the requirements actually completed.

Additional Information:

For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures.

State job specifications for this position may be found at the department of higher education website:

Disability Accommodations:
Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.

Background Check:
Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.

Application Instructions:

An online application is required. A resume and cover letter may be attached but this is not required.

Deadline: Review of applications will begin June 12, 2021. The job posting will be open a minimum of ten days and, if needed, will remain open until finalist have been selected.

NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.
Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.

To apply, visit

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Job No:
Posted: 6/10/2021
Application Due: 6/10/2033
Work Type: Full Time