Careers

Title: Payroll Manager

Department: Vice President for Fin & Planning

Duration: Indefinite

Employment Status: Exempt, Full-Time

Job Summary

Reporting to the Controller, the Payroll Manager oversees the accurate and timely processing of semi-monthly and bi-weekly payrolls in a high-volume, high-accountability, and strictly confidential environment. This leadership role manages payroll operations, ensures compliance with federal and multi-state regulations, and implements best practices to improve payroll processes. The Payroll Manager serves as a key liaison across campus departments, fostering collaborative relationships, providing strategic guidance, and resolving complex or escalated payroll matters. Responsibilities include reviewing and approving payroll calculations, directing the preparation of federal and multi-state tax payments, and managing the preparation of federal and state tax returns on a monthly, quarterly, and annual basis for review and signature by the Vice President for Finance and Planning or the Controller, as appropriate.

Job Duties

• 50% - Leads the daily operations of the Payroll Office, providing direct supervision to the Payroll Processor and working in close collaboration with the Kronos Administrator to ensure the accurate and timely processing of multiple payrolls. The Payroll Manager ensures strict adherence to established policies and procedures, maintaining compliance with all applicable federal, state, and institutional regulations. This role is responsible for ensuring the accurate withholding and remittance of all legally required taxes and deductions, as well as the proper handling of garnishments, union dues, and other mandated payments. The Payroll Manager reviews, approves, and records payroll-related journal entries, ensuring accuracy and alignment with accounting standards. - (Essential)
• 20% - Leads the development and refinement of college-wide payroll policies and procedures by initiating and directing process improvements, optimizing workflows, and strengthening internal controls. The Payroll Manager is responsible for delivering training and ensuring compliance with all payroll-related policies, including accurate timekeeping and approval protocols. In collaboration with senior management, IT, and systems support teams, the Payroll Manager drives the design, testing, and implementation of new or enhanced payroll system processes to support operational efficiency and compliance.. - (Essential)
• 15% - Oversees the preparation, review, and submission of year-end W-2 files and ensures the timely and accurate completion of all required quarterly filings, including the federal 941 returns, California DE-3D and DE-9C, and various multi-state payroll tax reports. The Payroll Manager ensures compliance with unemployment and disability reporting requirements across multiple states and manages submissions to the third-party administrator. Reviews all completed filings in coordination with the Assistant Controller for Disbursements and secures the Controller’s authorization prior to submission, maintaining accountability and compliance with all applicable deadlines. - (Essential)
• 10% - Leads the resolution of complex technical payroll issues by collaborating with ITS, ERP consultants, and cross-functional departments to identify root causes and implement effective solutions. The Payroll Manager provides expert guidance on payroll systems, processes, and related matters, ensuring clear and consistent communication across stakeholders. Escalates critical or unresolved issues to the Assistant Controller for Disbursements as appropriate. Partners with the Assistant Controller for Disbursements and Human Resources to manage and maintain the payroll calendar, ensuring accuracy and timely updates to the payroll website. Drafts and distributes campus-wide communications, subject to final review and approval, and ensures a complete and accurate audit trail of payroll activities and correspondence is maintained for compliance and transparency. - (Essential)
• 5% - Oversees the secure electronic storage and organization of payroll registers, ensuring adherence to established procedures and consistent naming conventions. The Payroll Manager is accountable for maintaining accurate, complete, and well-organized records of all payroll transactions, in compliance with institutional and regulatory requirements. Coordinates with Human Resources to ensure that relevant payroll documentation is appropriately forwarded for inclusion in employee personnel files, while managing college-wide payroll-related record keeping to support audit readiness and long-term accessibility. - (Essential)

Minimum Qualifications

• Bachelor’s degree in related field to position duties such as Accounting, Finance, Business Administration or equivalent combination of education and experience.
• Five years of progressively responsible payroll experience in a high-volume, multi state environment. Experience with payroll tax reporting and compliance at the federal and state levels. Experience working with payroll systems (e.g., ADP, Workday, Kronos, or similar) and ERP systems (e.g., Banner, Oracle, PeopleSoft). Two years of supervisory experience.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google
  drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any
  combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing
  potential problems and handling a wide variety of tasks with efficiency and accuracy.
  Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high
  accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and
  prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a
  timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally
  across functions, disciplines, levels, and with diverse groups.
• Knowledge of contemporary leadership and management methods to ensure employee success
  and achievement, and demonstration of related and applicable skills as evidenced by the ability
  to effectively direct, assess and evaluate performance of direct reports.
• Ability to effectively design, define, describe and document job functions, responsibilities, tasks,
  and required qualifications associated with supervised positions, and the demonstrated skills in
  assessing candidates’ experience, knowledge, skills and abilities when hiring for vacant
  positions, ensuring the best choice of candidate.
• Ability to provide employee development, training and opportunities for direct reports to
  demonstrate performance achievement and success; recognizing performance of both above
  standards and needs improvement and respond accordingly.
• Skilled at communicating feedback verbally, in writing and electronically; and documenting performance via introductory and annual performance appraisals.
• Skilled in developing and determining corrective employment/performance/behavioral strategies, as needed. Demonstrated ability to design and execute performance improvement

Preferred Qualifications

• Certified Payroll Professional Certification
• Experience in higher education environment.

EXPECTED HIRING RANGE: $82,800/yr- $103,504/yr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.