Manager Payroll

General Statement of Job

The payroll manager oversees the daily payroll processes for the University and its staff. They are responsible for the accuracy of pay and making sure all necessary documents are processed on time. They also are responsible for answering any questions regarding timekeeping and payroll. Must be able to communicate and cooperate with other members of the staff. The payroll manager works closely with Human Resources, the Accounting department and other positions that oversee finances. The payroll manager must possess the ability to: organize and prioritize, use programs such as Microsoft Excel and Word, and also have familiarity with state and federal tax regulations.

Specific Duties and Responsibilities

Essential Duties:

Manage the operational, personnel and financial activities of the payroll operation and function.

Supervises the work of non-exempt staff in processing payroll and bill payment processes. Prioritize and schedule work assignments.

Researches, Interprets and updates university policy and government regulations affecting payroll procedures.

Stays abreast of International tax treaties to ensure accurate payroll processing and reporting of International employees. Updates system to report and comply with international employment laws.

Reviews data and corrects or initiates information concerning changing employee’s pay rates, hours, contracted compensation, and or special payroll processes. Reviews salary increases for professional and classified personnel and faculty contract amounts. Coordinates the payroll process with other department personnel to ensure all hours worked, pay and deductions are processed according to university policies.

Compiles payroll and statistical data such as: compensation, hours worked, taxes, insurance, benefits, leave usage and various deductions to be withheld in accordance with university policy.

Research and communicate with multiple states for business registration, withholding tax reporting and unemployment Insurance requirements. Maintain compliance in all areas associated with payroll processes.

Oversees the data entry and processing of bi-monthly student payroll, bi-weekly non-exempt payroll and the monthly payroll of exempt faculty and staff. Reviews wages computed and corrects errors to ensure accuracy of payroll.

Records changes affecting net wages such as exemptions, insurance coverage, and other deductions for each employee to update master payroll records. Adjusts payroll and other benefits or deductions as needed.

Prepares periodic reports of earnings, taxes, and deductions such as W-2s, 1095’s, monthly and quarterly Federal reports, Monthly State Reports, Tax Deposit Reports, Quarterly Unemployment Reports, etc.

Reconcile and process monthly payments for insurance, retirement, garnishments, etc. Balance accounts and communicate with outside vendors for accuracy of billing and payments.

Technical ability: determine need for and set up of new accounting/payroll codes that affect a complex payroll system. Maintain all pay codes as changes and updates occur.

Coordinate with IT department staff regarding necessary modifications and maintenance to computer system supporting payroll processes. Advise and confer regarding software upgrades and maintenance of table development and forms, processes, and other payroll processes.

Completes salary and wage surveys. Provides reports and data to outside departments as requested for audit and review purposes. Prepares material for internal/external audits for various entities. Reconciles payroll budget accounts on a monthly and annual basis.

Works with Treasurer’s office personnel to coordinate required accounting processes for monthly, quarterly and yearly reporting. Performs various journal entries, account reconciliations, and provides General Ledger support.

May periodically serve on a committee (ie. Shared Sick Leave committee, Staff Senate committee, etc.).

Assists Human Resources staff by having a general understanding of HR processes and procedures, providing coverage, answering routine questions as necessary.

Performs other related duties as required.

Education, Experience, and Licenses

High School diploma required. Bachelor’s degree preferred for this position.

Four to five years related progressive experience and/or training required.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of administrators, faculty, staff, students, vendors, government agencies and the general public.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to use discretion and judgment and work independently.
• Ability to effectively communicate orally (in person and by telephone) and in writing.
• Ability to use (or quickly learn) the Employee Data and other software systems.
• Ability to multi-task, yet maintain close attention to detail and timeliness of work production.
• Ability to maintain highest level of confidentiality.
• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, vendors and members of the public), including disgruntled individuals.
• Requires the ability to accept, receive, and/or collect payments.
• Requires the ability to use small office equipment, including ten-key, copy machines or multi-line telephone systems.
• Requires the ability to use computers for data entry, word processing and/or accounting purposes.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, feel or use computer keyboard; reach with hands and arms; and talk or hear including the use of a telephone. The employee frequently is required to stand and walk. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close perception, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Requires the ability to see, hear, and speak.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.