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Job ID: 181239

Payroll Specialist III
Worcester Polytechnic Institute

Date Posted Mar. 14, 2022
Title Payroll Specialist III
University Worcester Polytechnic Institute
Worcester, MA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Human Resources
    Fiscal Services

Payroll Specialist III



Worcester Polytechnic Institute - WPI

The Payroll Specialist III acts as the first point of contact for employees for time and attendance, Nonresident Alien taxation, and payroll questions. Responsible for auditing time and attendance and assist employees as needed, interpret and apply rules and regulations. Provides assistance to the Associate Director of Payroll with monitoring data, processing changes, payroll operation and auditing results. All employees are expected to support WPI's commitment to diversity and to bring and support inclusion into the university environment.


  • Interpret and apply rules and regulations to resolve problems; direct employees and supervisors to applicable policies and procedures; select/recommend alternative courses of action.
  • Perform payroll functions and coordinate payroll processes with the financial offices, talent partners and major department heads.
  • Assist the Associate Director of Payroll with detecting and reconciling payroll discrepancies. Validate and enter payroll adjustments, enter time entry adjustments, pay requests, retro payments, overpayments, and benefit corrections.
  • Calculate and issue off-cycle paychecks, manual adjustments, and check reversals.
  • Assist in the collection of overpayments including correspondence and specifying repayment terms. Follow through with collection proceedings when payments are not received.
  • Audits timekeeping records, reports and procedures.
  • Review payroll input for accuracy; identify errors and provide further instruction and/or training where needed.
  • Coordinate payroll deductions and maintain filing systems.
  • Maintain Union related deductions for the campus police and facilities.
  • Follow up on outstanding payroll checks and coordinate efforts with the finance department.
  • Run reports as needed.
  • Assist in preparing and balancing various reports, forms and payroll documents and accounts.
  • Ensure payroll information, files and records are maintained in accordance with relevant record retention requirements.
  • Participate in training sessions as needed for payroll processing with timekeepers, supervisors and department administrative assistants.
  • Responsible for completion of verbal and written verification of employment.
  • Oversee the Windstar program for Resident & Nonresident Aliens.
  • Oversee compliance with the complex immigration and tax treaty rules for all foreign nationals.
  • Coordinate with WPI's International House for foreign faculty, staff, and students to ensure continuing compliance with immigration/employment laws.
  • Establish deadlines and schedules to ensure receipt of Windstar forms and proper documentation from departments and set up appropriate taxation in the payroll system.
  • Monitor procedures for foreign nationals related to year-end closing, ensure appropriate tax designations and update records/systems as needed for accurate transition to the new year.

Minimum Qualifications

  • A minimum of 2 years in a payroll operation with client service experience.
  • Solid working knowledge of payroll methods.
  • Proven ability to perform tasks/projects to successful completion with limited supervision.
  • Ability to organize work to meet departmental expectations of attention to detail, time management and follow-through.
  • Comprehensive level computer skills, including Microsoft Word, Excel, working within companywide enterprise system, and e-mail proficiency.
  • Superior customer service skill with the ability to respond to difficult, stressful, or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintains good working relationships with internal and external customers.
  • Excellent written communication skills. Ability to compose professional documents that are clear, concise, and professional.
  • Ability to manage confidential material.
  • Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.

Preferred Qualifications

  • Experience with Workday Payroll (preferred but not required).
  • A record of promoting inclusivity in the work environment.

Salary range is $25 - $28 per hour. This is a 40 hour per week in person position. Please include a cover letter for consideration.

WPI requires employees to be fully-vaccinated (including a booster shot) for COVID-19. For additional information on WPI's response to COVID-19, refer to

United States of America (Non-Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.

To apply, visit:

About WPI
WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.

Diversity & Inclusion at WPI
WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.

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