Payroll Manager

Position Title: Payroll Manager                                                      

Department: Financial Services                                                     

Division: Finance & Operations                                                     

Reports to (Title):  AVP Financial Services                      

# Direct Reports:   1

Parameters:   FT                                                           

Primary Location:  Main Campus

Flex Work (Hybrid) Eligible:  Yes                                                 

Remote Eligible (100% off campus):   No

Classification:   Exempt                    

Job Profile #:00093

Salary Range: $80,000-$90,000

POSITION SUMMARY:

The Payroll Manager is responsible for the accurate and timely processing of the university’s payroll in compliance with all applicable laws, regulations, and internal policies. This role oversees all aspects of payroll operations, including payroll processing, tax reporting, auditing, out of state worker compliance, benefit auditing, Workday benefit processing and vendor integrations, and employee inquiries, ensuring a high standard of service and confidentiality.
 

The Payroll Manager leads a payroll specialist, implements process improvements, maintains system integrity, and partners closely with HR, Finance, and external vendors. The role requires strong knowledge of payroll systems (Workday preferred), tax laws, and wage and hour regulations, timekeeping as well as experience managing multi-state payroll.  A detail-oriented mindset, strong analytical skills, and a commitment to operational excellence are essential for success in this role. 
 

ESSENTIAL FUNCTIONS:

• Oversees and manages payroll to ensure all department outcomes are achieved effectively. Coordinates payroll activities and ensures compliance with established financial, legal and/or administrative requirements
• Acts as primary point of contact for payroll related inquiries and errors, to included engaging internal and external parties (such as city, state, federal agencies, etc.) as applicable, providing appropriate research and communicating outcomes timely and effectively to stakeholders and in a manner consistent with excellent customer service
• Define and implement industry standard best practices processes and strong financial controls to foster continuous improvement, and to improve workflow, ensure accurate and timely payroll processing and accuracy of general ledger postings and reconciliations 
• Ensures payroll guidelines/policies/procedures are documented, maintained and updated.
• Acts as primary point of contact for external auditors and also audits employee tax documents, payroll balance sheets, YTD earnings, etc. as needed
• Resolves Workday system/vendor issues/problems by working closely with the IT Services staff and authorizes updates for items impacting payroll. Works with IT Services to correct and test problems with the payroll system due to upgrades and patches.
• ​Verifies a variety of payroll related data to ensure accurate distribution of funds and payroll; this includes review of prepared time sheets, pay changes and detailed registers (such as taxes, deductions, and rates)
• Oversee the processing of bi-weekly payroll to include all Leave payroll adjustments, transmits Direct Deposit and Positive Pay files, calculates, prepares and transmits federal and state tax deposit and calculates, prepares and transmits retirement files
• Performs quarterly/year-end functions and processes forms for current and previous employees to include, preparation and entry of taxable adjustments (Auto, group term life etc.); prepares W-2 Tax Statements, reconciles to the general ledger and makes appropriate adjustments; updates entries to tax tables; and administers quarter and annual closings to the payroll system
• Performs a variety of payroll adjustments and reconciliations to include processing vacation/sick adjustments, preparation of journal entries, processing leave accruals and entitlement changes, and entry of reconciliations to general ledger accounts pertaining to Payroll
• Performs periodic duties to include update and creation of Payroll Procedures /Processing Manual; monitors and runs update process for Campus Employment/Federal Work Study limits; distributes payroll audit information and communicates with audit team; keeps current on all laws related to payroll
• Manages remote workers to ensure compliance with state registration for taxes and applicable state leave programs or other payroll/benefits related to out of state workers
• Completes retirement plan discrimination testing

Payroll Workday Benefits Administrator

•  Facilitates accurate and timely delivery of employer contributions and employee payroll deductions to carriers, plan administrators, or other appropriate service providers
• Reviews Workday benefit and retirement plan integration reports; investigates and resolves integration errors and issues; audit invoices to verify participant coverage
• Completes records, reporting, and other documentation required by federal, state, and provider rules, regulations, and policies
• Programs Workday for Open Enrollment; monitors and audits ongoing benefit processing

GENERAL EXPECTATIONS: Employees are expected to accomplish assigned duties in an efficient, effective and competent manner, and to strive for improvement and excellence in all work performed. Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and a service-oriented demeanor with students, fellow employees, and the public. Employees are expected to follow and abide by all University policies, rules, regulations, and guidelines.

REQUIRED QUALIFICATIONS:

Bachelor's degree in Accounting, Business Administration, Human Resources, or related field required.   Five (5) years of related payroll experience to include extensive knowledge of the payroll function including preparation, balancing, internal control, out of state worker compliance, wage and hour regulations, timekeeping, and payroll taxes.
 

PREFERRED QUALIFICATIONS: Workday proficiency; able to read, write and speak Spanish.

KNOWLEDGE/SKILLS/ABILITIES: Essential to perform in the role

• Knowledge of and ability to follow university policies and procedures. Ability to demonstrate exceptional service in alignment with the Mission and Vision of Marymount University; and to establish and maintain effective working relationships with the campus community.
• Microsoft Office 365 includes proficient skills in Excel, Word, PowerPoint, Teams, SharePoint.  
• Workday proficiency
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.

SPECIAL WORKING CONDITIONS (Ability to travel, work outside of normal business hours, such as weekends, nights, etc.):  May require work outside of normal university hours.

WORK ENVIRONMENT: Office setting.

PHYSICAL REQUIREMENTS:  Able to sit for extended periods of time.  Ability to use a computer and office equipment.

Marymount University is an equal opportunity employer. Marymount University does not discriminate on the basis of race, color, national origin, sex, age, disability, religion, sexual orientation, gender identity and expression, marital status, pregnancy, veteran status or any other protected bases under applicable federal and local laws and regulations in any of its programs or its activities, including employment and admission.  The university also expressly prohibits any form of sex discrimination and sexual misconduct including sexual harassment, dating and domestic violence, rape, sexual assault, sexual exploitation and stalking in any of its programs or activities, including employment and admission.  For more information, please visit:  https://marymount.edu/student-life/health-wellness/title-ix-2/