Associate Director, Payroll Services

at  California College of the Arts

MINIMUM QUALIFICATIONS:

• At least 8 years of progressive work experience; 4 years of progressive HR generalist, payroll, or accounting experience with a minimum of 4+ years directly focused on payroll management in a supervisory capacity.
• Experience working in small, lean teams and a desire to lead a payroll team of one
• Prior experience streamlining payroll and payroll processes, leveraging systems and technology, required.
• Advanced working knowledge of ADP Workforce Now or a similar payroll software.
• Excellent Excel and analytical skills (must be proficient in v-lookups, complex embedded formulas, and linked multi-tabbed spreadsheets)
• A high level of attention to detail and ability to self-manage, prioritize, organize, and work autonomously in a hybrid environment.
• Strong problem solving and critical thinking skills with a passion for continuous improvement.
• Experience writing or improving written documentation such as process manuals.
• Strong organizational and communication skills with a service-oriented mentality
• Experience preparing payroll in a higher education or not-for-profit environment is highly desired.
• Experience with Workday preferred.

Preferred Qualifications:

• Bachelor’s degree in Business Management or similar field or equivalent experience
• Knowledge of accounting and financial reporting

CYCLICAL PAYROLL DUTIES - 40% OF TIME

• Prepares semi-monthly work-study wage analysis reports.
• Runs quarterly state and federal tax integrations and reviews output from 3rd party vendors.
• Coordinates year-end W-2 processing
• Oversees preparation of annual 1042S forms and all mandated filings.
• Oversees preparation of pay period reports detailing employee and employer contributions to 403(b) and 457(b) plans.
• Oversees transmission of employee contributions to flexible spending & commuter spending plans to plan administrators.
• Prepares monthly workers compensation wage reports; coordinates annual plan audit with carrier.
• Prepares payroll related financial reports as requested.
• Works closely with HR and Technology Services to manage the implementation and maintenance of payroll calendars and payroll-related systems.
• Collaborates with HR on employee-related deductions and payroll adjustments related to HR activity (e.g. leaves of absence, changes in benefits, etc) including managing and reviewing the Tristar leave of absence payroll spreadsheets
• Prepare relevant semi-monthly, monthly, quarterly and year-end reports including summaries of earnings, deductions, leave, disability, and nontaxable wages, and reconciliations as required.
• Track and classify payroll and 403(b) processing errors in order to develop, then implement and document internal controls to prevent future errors; make continuous improvements to payroll processing by the addition of cross-checks, tie-outs, better formats, formulas, etc.

NON-CYCLICAL PAYROLL DUTIES - 15% OF TIME

• Provides day-to-day assistance and information to employees regarding payroll related matters, ensuring timely responses to inquiries. Researches and resolves all queries and requests.
• Develop and maintain payroll guidelines and process manuals by writing and updating policies and procedures to ensure standard, equitable, and correct treatment for all payroll scenarios.
• Ensures accurate processing of all garnishment orders.
• Prepares and calculates off-cycle checks and/or on demand checks for terminating employees, etc.
• Troubleshoot and resolve issues in ADP and Workday related to any system errors.
• Lead multiple external audits and provide all auditors and third parties with the information required to issue timely financial statements (403(b) audit) and support pricing (Worker’s Compensation audit).
• Collaborate with the Finance team as required to ensure that the college is compliant in its payroll tax withholdings and wage reporting.
• Adjust and prioritize fluctuating work streams accordingly to time of year to ensure timely payroll process & key deadlines are met; manage the usage of payroll temps as needed
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, studying existing and new legislation etc.
• Oversee Escheated Check project and implement appropriate protocols to ensure state compliance