What are the responsibilities and job description for the Payroll Manager position at Ursinus College?
Department
Human Resources
Overview
The Payroll Manager is responsible for overseeing the accurate and timely processing of payroll for all employees at Ursinus College. This includes managing all payroll-related activities including overseeing the accounting activities of payroll for the College, ensuring compliance with federal, state, and local regulations, and maintaining effective payroll systems for faculty, staff, and student employees. The Payroll Manager works closely with HR, Finance, and other departments to support a smooth payroll process, assist with employee inquiries, and implement best practices.
Responsibilities
Key Responsibilities:
- Payroll Processing & Administration:
- Oversee the processing of bi-weekly, monthly, and other payroll schedules for employees, ensuring timely and accurate payment.
- Ensure all payroll deductions, including taxes, benefits, retirement contributions, and garnishments, are processed correctly.
- Manage payroll data, including review of new hires, terminations, promotions, pay adjustments, and other changes in employment status that have been entered by HR team.
- Review and validate timesheets, attendance records, and any payroll-related documentation that have been approved by managers.
- Compliance & Reporting:
- Ensure compliance with all federal, state, and local tax regulations, labor laws, and College policies related to payroll.
- Stay updated on changes in tax laws, regulations, and compliance standards related to payroll processing.
- Prepare and submit accurate payment of tax liabilities including submission through the Internal Revenue EFTP file transfer; submit tax filings including federal and state tax returns, and manage year-end reporting (e.g., W-2, 1099 forms).
- Generate and distribute internal reports related to payroll, tax filings, benefits deductions, and other financial data including the Employer’s Quarterly Federal Tax Return (941), 941C, and the US Department of Labor Unemployment Quarterly reports.
- Generate scheduled and ad hoc reports for HR, Finance, and other departments including but not limited to summaries of earnings, deductions, and tax liabilities.
- Employee Communication & Support:
- Serve as the primary point of contact for payroll-related inquiries from employees.
- Provide exceptional customer service by resolving payroll issues and answering questions regarding deductions, tax withholdings, and pay discrepancies.
- Educate employees on payroll-related policies, benefits, and deductions.
- System & Process Management:
- Oversee the integration of payroll with other HR and financial systems.
- Continuously evaluate payroll processes for efficiency and accuracy, implementing improvements as needed.
- Manage the payroll system, ensuring data security, confidentiality, and proper documentation of payroll transactions.
- Collaboration with Other Departments:
- Collaborate with Human Resources to ensure accurate benefits administration, employee classifications, and compensation changes are reflected in payroll.
- Work with the Finance department to reconcile payroll accounts and ensure accurate financial reporting.
- Provide and oversee training sessions to groups and individuals of the College concerning payroll functions, rules, and regulations.
- Support budgeting efforts by providing payroll projections and data to leadership.
- Participate in developing, implementing and maintaining policies, objectives, short- and long-range planning; develops and implements projects and programs to help accomplish established goals.
- Audit & Reconciliation:
- Perform regular audits of payroll records and transactions to identify discrepancies and ensure accuracy.
- Reconcile payroll accounts to ensure all wages and deductions align with institutional budgets and financial records, including the General Ledger.
- Ensure reliability of information provided to College stakeholders, Board of Trustees, State and Federal agencies and other external sources to develop credibility and reliability.
Working Conditions:
- Typical office environment, with the option for hybrid (up to twice a week) following initial training.
- May require occasional after-hours work during payroll cycles or peak periods.
Requirements and Qualifications
- Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
- 5 years of payroll management experience, ideally in a higher education setting or other large, complex organizations.
- 2 years of supervisory experience of payroll personnel.
- In-depth knowledge of payroll software systems (e.g., Oracle, Banner, PeopleSoft, ADP).
- Strong knowledge of federal, state, and local payroll tax laws, regulations, and compliance requirements.
- Excellent organizational skills with a high attention to detail and accuracy.
- Strong problem-solving abilities and the ability to manage multiple priorities in a fast-paced environment.
- Knowledge of financial/business analysis techniques.
- Knowledge of project management principles, practices, techniques, and tools.
- Knowledge and understanding of all facets of payroll principles, methods, systems, and procedures as applied to higher education institutions.
- Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
- Ability to identify, analyze, and resolve complex, multifaceted payroll problems and developmental issues.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Effective communication skills, both written and verbal, with the ability to explain complex payroll information to employees.
Preferred Skills and Competencies
- Certified Payroll Professional (CPP) certification preferred.
- Experience with Oracle for payroll preferred.
- Experience with higher education payroll systems preferred.
- Knowledge of wage and hour laws, and employee benefits in a higher education context.
Application
Once you create an applicant account, you will be prompted to upload your cover letter, resume, and a list with contact information for three references to the applicant database.
Ursinus is an EEO employer. Ursinus College does not discriminate on grounds of race, color, national origin, gender, sexual orientation, gender identity or expression, religion, age, creed, ancestry, veteran status, marital status, disability, or other classification protected by applicable law in the administration of any of its educational programs or activities or with respect to employment.
