Associate Director, Payroll Services - San Francisco, United States - California College of the Arts

Description

The Associate Director, Payroll Services oversees and directs all aspects of payroll administration while maintaining operational effectiveness and support services for 1,700+ employees including faculty, staff, and student workers.

Reporting to the Acting Chief Financial Officer and Treasurer, the associate director leads the maintenance of compliant & efficient payroll operations to ensure the accurate and timely bi-monthly payroll process.

A systems-minded and detail-oriented team player with an aptitude for continual improvement and compliance, this is a great opportunity for someone looking to provide exceptional support to our employees.

• Manages the processing of multiple semimonthly payroll cycles, including iterative and final reviews of payroll data; system integrations with payroll vendors, and coordination of check distribution.
• Manages special payrolls as required.
• Maintains appropriate payroll records, ensuring regulatory compliance.
• Prepares journal entries for posting to the general ledger, and supporting reports.
• Coordinates processing of all required payrollrelated paperwork for international visiting faculty and scholars.
• Researches and sets up new tax jurisdictions for payroll tax filing.
• Ensures payroll tax payments are in compliance with applicable federal, state, and local tax laws.
• Performs regular audits of HR/ADP/Workday system data to ensure accuracy.
• Serves as a key resource for payroll preparation, and primary contact for inquiries related to annual fiscal and benefit plan audits.

• Prepares semimonthly workstudy wage analysis reports.
• Runs quarterly state and federal tax integrations and reviews output from 3rd party vendors.
• Coordinates yearend W2 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 payrollrelated systems.
• Collaborates with HR on employeerelated 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 semimonthly, monthly, quarterly and yearend 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 crosschecks, tieouts, better formats, formulas, etc.

• Provides daytoday 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 offcycle 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

• This position supervises the Senior Payroll Specialist.

• 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,