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
Specific Duties and Responsibilities
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
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
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
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
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
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
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
Four to five years related progressive experience and/or
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
- Ability to read, analyze, and interpret general business
periodicals, professional journals, technical procedures, or
- Ability to write reports, business correspondence, and
- 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
- Ability to use discretion and judgment and work
- Ability to effectively communicate orally (in person and by
telephone) and in writing.
- Ability to use (or quickly learn) the Employee Data and other
- 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
- Requires the ability to accept, receive, and/or collect
- 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
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