Title: Payroll Manager

State Role Title: Financial Services Manager I

Hiring Range: Based on qualifications & experience

Pay Band: UG

Agency: Virginia Military Institute

Location: Virginia Military Institute

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

Virginia Military Institute Payroll Services Department has an exciting opportunity for a Payroll Manager to join our team. Position oversees and supervises the payroll functions of the Institute, ensuring pay is processed on time, accurately, and in compliance with government regulations.

Job Responsibilities:

• Ensure accurate and timely processing of payrolls, including benefits, pay docks, partial payments, garnishments, and child support.
• Prepare monthly Virginia Retirement System reconciliations and online payments through VRS Navigator.
• Ensure accurate and timely preparation of W-2’s, quarterly 941 federal tax returns, and quarterly and annual state returns.
• Monitor and process accurate taxation of taxable fringe benefits, including housing, education, meals, and group life insurance.
• Prepare payroll information for fiscal year-end financial statements, state reports, and NCAA financial statement.
• Assist state auditors as needed during annual audits.
• Oversee accurate taxation of employment, awards, and scholarships for international cadets, faculty, and visitors using International Tax Navigator software. Issue 1042-S tax forms and submit 1042 tax return by deadlines.
• Supervise two full-time payroll employees: review timesheets, prepare annual performance plans and evaluations.
• Ensure adjustments to earnings, benefits, and taxes due to Workers’ Compensation and employee reimbursements or direct deposit changes are processed properly.
• Assist employees and departments as needed; prepare payroll models, research questions, print reports.
• Oversee deferred salary for Superintendent: prepare annual spreadsheet reconciling retirement and deferrals to IRS limits, ensure deposit is wired at year end.

Minimum Qualifications

• High school diploma or three years of relevant payroll experience.
• Proficiency in Microsoft Office applications and Adobe Pro.
• Exceptional interpersonal skills with a strong team orientation.
• Excellent written, listening, and oral communication skills.
• Ability to multitask, meet deadlines, and show initiative.
• Excellent time management, organizational, and analytical skills with attention to detail.

Additional Considerations

• Five years of experience managing payroll functions including three or more years in post-secondary or higher education.

Work Modality:
• Onsite Monday through Friday of each week and may occasionally require work outside of normal business hours.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Include a cover letter that discusses your experience as it relates to the key responsibilities of the job.

Salary is commensurate with experience plus a competitive benefits package.

Contact Information

Name: Tamara Wade

Phone: 540-464-7322

Email: hroffice@vmi.edu

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.