What are the responsibilities and job description for the Payroll Manager position at Lincoln University?
Lincoln University
Position Description
Job Title: Payroll Manager
Classification: Professional
Division: Finance & Administration
Department: Controller’s Office
Reports: Controller
FLSA Status: Salaried, Exempt
Job Summary:
The Payroll Manager is responsible for the accurate production and the timely delivery of payrolls and tasked with effectively utilizing the University’s payroll system to compensate employees in compliance with federal and state laws and regulations such as the Internal Revenue Service and the Fair Labor Standards Act. The Payroll Manager assures proper tax treatment, benefit deductions, retirement contributions, and the overall completeness and accuracy of payrolls. The Payroll Manager works closely with the Office of Human Resources, Student Employment, Faculty Affairs, and various other University departments, any outside payroll provider, state payroll and retirement offices, Internal Revenue Service, Social Security Administration, and others who may receive proceeds from payroll deductions. The Payroll Manager is responsible for payroll, benefit and retirement plan related journal entries, account reconciliations, internal and external reporting, and contributes towards the financial and benefit plan audits.
Essential Duties and Responsibilities:
- Ensures that the payment of salaries and wages is both complete and accurate, through direct participation and the supervision of others, and that appropriate records are maintained in support of payroll activity
- Provides that the payroll system is correctly processing salaries, hourly rates, and reported hours worked, that all paid leave time is appropriately utilized and approved, and that all overtime is properly computed and has received prior approval
- Assures that the payroll system is working as expected and in compliance with federal and state laws, rules, and regulations by establishing controls, monitoring results, and through collaboration with Human Resources to modify and adapt programming, processing methods and reporting in response to changes in regulations, withholding rates, taxing authority rates and reporting needs
- Generates records of each payroll identifying the payee, hours worked for nonexempt employees, wages paid, and associated withholdings for retirement plans, benefits, other deductions and taxes withheld, and ensures the maintenance of payroll records and supporting documentation
- Monitors control procedures related to the preparation and disbursement of direct deposits
- Ensures the timely completion of all payroll tax reporting requirements and the issuance of W-2s
- Completes the compilation and posting of payroll, benefit and retirement plan journal entries
- Maintains general ledger account reconciliations for all payroll, benefit and deduction activity, verifies the accuracy of vendor invoicing of the payroll provider and benefit providers, and provides reporting of salary and benefit activity to include labor distribution and actual versus budget
- Responsible for the accuracy and completeness of submissions and funding of the retirement benefit plan, and contributes under the direction of the Controller to the retirement benefit plan audit
- Maintains complete and accurate documentation for all Payroll activity in support of both the financial statement audit and the benefit plan audit. This includes the retrieval and storage of any reports or documentation sourced from an external payroll provider or benefit plan administrator
- Develops and maintains a complete library of Payroll process and procedure documentation
- Facilitates employee participation in various payroll deductions by processing approved deduction advisements, verifying employee participation and eligibility, checking the accuracy of all completed forms, and by ensuring the authorized deductions are processed and disbursed to the proper agencies and/or companies designated by the employee
- Fosters a competent, effective and reliable Payroll Office staff by supervising payroll representatives, assigning and monitoring tasks, maintaining collaboration and communication, and performing regular performance discussions and formal performance reviews
- Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds
- Contributes to the overall success of the Office of the Controller by performing all other duties and responsibilities as assigned
Education:
- A Bachelor's degree in a business related field is required
- Payroll professional certifications are preferred
Experience:
- Five years of progressively responsible payroll processing and management experience is required.
- Experience producing payrolls with in-house payroll systems is preferred.
- Supervisory experience, to include performance evaluations, is required.
- Payroll experience with an employer with at least two-hundred fifty employees is preferred.
Qualifications:
- Knowledge of payroll methods, Department of Labor regulations, federal and state tax regulations, and international tax requirements is required
- Skill in understanding and using payroll processing systems is required
- Proficiency with Excel and/or other spreadsheet and database applications is required
- Exceptional communication skills, both written and oral, is required
- A record of inclusive conduct and evidence of multicultural skills in the workplace is preferred
Payroll Manager Skills and Qualifications:
- Managing Processes
- People Management
- Data Entry Management
- Reporting Skills
- Compensation and Wage Structure
- Benefits Administration
- Worker Compensation
- Employment Law
- Developing Standards
- Financial Skills
Physical Demands:
Moderate lifting up to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and body mobility to stoop, kneel, and bend and reach.
Work Environment:
Work is primarily performed in a university campus environment and requires a flexible schedule including evening and weekend work. Travel for administrative work is expected. The employee is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperature changes.
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