Title: Payroll Manager
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Position Purpose:
The Payroll Manager will lead the day-to-day administration and operation of the payroll and student employment functions. The Payroll Manager oversees the programs, policies and procedures ensuring compliance with state and federal tax laws and regulations for payroll and timekeeping for all employees, and will support annual audit efforts related to payroll. This position serves as a subject matter expert with deep functional knowledge of payroll. The Payroll Manager promotes a strong customer service orientation and engages daily in the negotiation of mutually beneficial solutions that serve the best interests of both the College and the individual campus constituents. This position implements systems and process improvements that strengthen the efficiency, functionality, and security of the payroll function.
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Job Duties:
PAYROLL
- Provides hands-on tactical direction and day-to-day oversight of the central payroll function.
- Ensures timely and accurate administration of bi-weekly and monthly payroll payments.
- In coordination with the Senior Director, establishes efficient and effective procedures to ensure the College payroll is uninterrupted and confirmed biweekly/monthly.
- Performs overpayment audits and reviews keying errors to develop specific external department and Payroll team training recommendations to reduce errors.
- Serves as a back-up to review the bank reports for Automated Clearing House (ACH) returns and submits reversals and stop payment requests.
- Responsible for maintaining accurate leave balances, as well as annual leave processes related to personal holidays and medical leave, etc.
- Responsible for processing payments of a sensitive nature (i.e. beneficiary or settlement).
- Responsible for creation, submission and distribution of Form W-2 for all employees.
- Responsible for inputting the data used to create the 1042 file uploaded into the IRS FIRE system for the non-resident alien employees and scholarship recipients for the calendar year. Distributes the 1042-S forms to recipients.
- Files the quarterly/annual Federal and State reporting, as well as other state/government required reports.
- Responsible for making timely deposits of federal and state tax withholding.
- Supplies information to other departments that are responsible for the completion of the Form 990.
- Assists in annual and interim audit preparations.
- Resolves bank statement and payroll reconciliation items including accrued payroll and accrued vacation.
- Reconciles general ledger balances monthly and prepares month-end and year-end journal entries.
- Provides customer service and support to internal departments related to payroll inquiries.
- Assists in special projects as needed by the Senior Director.
- Supervises payroll staff to insure best practices are consistently developed and applied.
- Represents the payroll function of the College to outside agencies or groups.
- Understands the key underpinnings of the Accounts Payable function, including differentiation between independent contractors and employees, and fundamentals of the systems and processes related to employee reimbursement.
- Where relevant, collaborates with the Accounts Payable function, particularly around overlapping employee and student disbursement processes and functions, and maintenance of internal controls, and user support.
- In addition to the above job responsibilities, other duties may be assigned.
STUDENT EMPLOYMENT
- Manages the student employment function including coordinating with hiring managers to post job vacancies.
- Advocates and collaborates with other Bates offices to promote student employment opportunities.
- Works collaboratively with assigned HR Partners to serve as a resource for students and managers when employment issues arise.
- Maintains Student Employment Office website for students and managers.
- Analyses and reports on program statistics and effectiveness.
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Education
- Bachelor’s degree in business related field required.
- Certified Payroll Professional (CPP) designation via the American Payroll Association or the ability to obtain the designation within 18-24 months of hire.
Experience
- 5+ years of leading a payroll function with 1,000 – 2,000 employees.
- 5+ years of demonstrated experience with applicable payroll concepts and regulations (e.g., labor laws, employment classification, payments to non-resident aliens, leave payouts, benefit deductions, etc.)
- 5+ years of experience working with Enterprise Resource Planning (ERP) systems such as Banner Payroll/HR or other automated payroll systems in a high volume environment.
- 5+ years of experience managing and mentoring staff in payroll and data entry including organizing, prioritizing and scheduling work assignments.
- Experience interpreting and applying regulatory payroll requirements (federal and state) and proposing business practical solutions.
- Experience with student employment and international tax compliance highly desired.
- Familiarity with the academic environment and higher education a plus.
Skills and Knowledge
- Excellent communication (written, verbal and presentation) skills.
- Must exercise a high degree of professional discretion at all times, particularly in highly sensitive situations.
- Directional knowledge of payroll processes, best practices, general accounting principles, federal / state regulations, and payroll tax laws.
- Excellent analytical and problem solving skills; ability to synthesize complex or diverse information.
- Ability to work independently and manage multiple priorities with minimal supervision.
- Strong organizational (time, task, project management) skills and ability to coordinate resources and staff within the college community.
- Effective interpersonal skills and ability to develop and maintain collegial relationships.
- Proficiency in data management systems and computer applications (e.g., Word, Excel, PowerPoint).
- Interest and ability to on-board additional applications as needed.
- Ability and willingness to work weekends, evenings and other non-traditional schedules during peak times as needed.
- Personal commitment to excellence and to the mission of a top-tier small liberal arts college.
- Demonstrated commitment to diversity and inclusivity and to serving the needs of a culturally and educationally diverse and inclusive community with diplomacy and tact.
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Benefits:
Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 13 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug and smoke-free workplace.
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Equal Employment Opportunity Statement:
Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.
Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu.
About Bates:
Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.
Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.
Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.
Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.
The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.