People Strategy, Equity, and Culture

Payroll Director

  • Title: Payroll Director
  • Class: Management
  • FLSA: Exempt
  • Grade: N

Job Summary

Under the direction of the Associate Vice President Finance and Administration, the Payroll Director oversees and manages multifaceted payroll functions for the college.  Provides complex, confidential support requiring discretion and judgment in matters of significance.

Distinguishing Characteristics

The Payroll Director is distinguished from other management positions by its responsibility for providing oversight to the College’s payroll, tax compliance and reporting and payroll record retention in addition to the College’s PERS contributions. Assignments require a high degree of confidentiality and involve interactions with diverse individuals and stakeholders across the district..

Typical Duties and Responsibilities

Director of Payroll is responsible for hands on management of the weekly and biweekly payroll operations in a multi-state environment using Workday Payroll System. Ensures data integrity and accuracy of payroll processes while complying with payroll and tax laws and audit requirements. Provides support in payroll audits and special projects relating to payroll.

Essential Functions

  • Manages the day-to-day payroll operations which include the timely and accurate processing of weekly and biweekly both on-cycle and off-cycle payroll through the use of Workday applications.
  • Responsible for compliance to established regulatory requirements in accordance with federal, state and local tax laws affecting payroll practices.
  • Responsible for cash flow planning in regards to regular and off-cycle pay, PERS contributions, tax liabilities, flexible spending accounts, and individual retirement contributions.
  • Audit reconciliation of payroll settlement, taxes, PERS funding as part of the payroll completion process each pay cycle.
  • Ensures the accurate and timely filing of quarterly and annual payroll taxes, tax payments and workers compensation for state and local agencies for multiple jurisdictions. Research and resolve ongoing tax agency issues.
  • Responsible for payroll funding preparation and variance analysis as well as general ledger inquiries including payroll journal entries, accruals, and payroll account reconciliations.
  • Provides direction and support in the reconciliation of all PERS related items.
  • Documents and communicates payroll operation procedures and controls; maintains such documents on an ongoing basis and adheres to internal controls without exceptions to ensure compliance.
  • Maintains appropriate internal controls and ensures compliance with payroll laws and regulations at the state, federal and local level.
  • Drives continuous process improvement throughout the operations to increase efficiency and productivity levels.
  • Participates routinely in the on-going maintenance and design specifications for system updates. Recommends changes to payroll processes and systems, executing payroll related objectives on company initiatives.
  • Develops and improves payroll policies and processes to ensure compliance, efficiency, and standardization across entities.
  • Stays current on changes to payroll processing policies, internal procedures and software updates.
  • Supports quarterly and annual financial statement reviews and audits.
  • Performs analyses for payroll related liabilities for quarterly and year end reporting.
  • Provides required reports to management, PSEC, Accounting, Finance and others as needed as well as support in providing audit support for internal and external audits.
  • Researches, analyzes, and resolves problems or questions presented by employees or managers by utilizing knowledge of accepted payroll practices, company policy and the payroll system functionality.
  • Maintains high level of discretion, employee confidence and protects operations by keeping information confidential.
  • Organizes the payroll processes to achieve efficient and effective operation of the payroll team.
  • Provides support if necessary to the Treasury team, including uploading ACH, wire transfer and positive pay batches.
  • Achieves operational excellence through a geographically and culturally diverse team of Payroll professionals.
  • Enhances the employee experience related to payroll and related benefit disbursements, coordinating across internal resources and third-party relationships.
  • Partners with business, IT and third-party vendors to scope and implement new technology functionality; enhance existing processes and solutions.
  • Evaluates controls and compliance risks and remediate as required.
  • Maintains updated operational and controls documentation in compliance with global, federal, state, and local requirements.
  • Actively manages, monitors, and continually enhances partnerships with third party vendors.
  • Provides metrics and reporting to track performance of payroll processes, identification and remediation of issues, and enhancement of operational efficiencies.

Minimum Qualifications

  • Bachelor’s degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.
  • Five (5) years of progressively responsible professional managing experience.

Preferred Qualifications

  • Master’s degree in business administration or public administration.
  • CPP (Certified Payroll Professional) preferred.

Knowledge and Skills

  • Overseeing and managing of payroll staff;
  • Identify and realize efficiencies by improving process and leveraging technologies;
  • Strong understanding and ability to operationalize financial and operational controls;
  • Coordinating activities with other internal departments and/or external agencies;
  • Ability to work well under pressure, with good organizational skills in order to meet critical deadlines.
  • Developing and monitoring budgets;
  • Office management practices and standard operating procedures;
  • Customer service principles;
  • Applicable federal, state, and local laws, rules, regulations, codes, and guidelines, college district processes and procedures;
  • Recordkeeping procedures and filing practices;
  • Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;

Work Environment and Physical Requirements

This job operates in a professional business office environment on a PCC campus. While performing the duties of this job, the employee is regularly required to maintain a stationary position for long periods of time (sitting or standing); communicate with employees, partners, and stakeholders; and operate a computer to develop work products, communicate, and carry out responsibilities. Occasionally the employee is required to move around the campus to attend meetings, access items, and utilize equipment, and, rarely, move or transport items up to 10 pounds. Ability to provide own transportation to and from campuses and/or offsite functions may be required.

NEW: 8/2023