4445 Payroll Manager

POSITION IDENTIFICATION

TITLE Payroll Manager

CLASSIFICATION NUMBER 4445

GRADE 46

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Chief Financial Officer

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The Payroll Manager is responsible for the production and timely delivery of three payrolls (monthly salaried, monthly hourly, and semi-monthly).  The Payroll Manager uses an understanding of the University’s in-house payroll system to accurately pay employees in compliance with federal and state laws and regulations, such as the Internal Revenue Service (IRS) rules and regulations and the Fair Labor Standards Act (FLSA).  The Payroll Manager assures proper tax treatment, accounting, and disposition of withholdings, such as taxes, deductions for benefits, charitable contributions, retirement contributions, other savings, etc.  The Payroll Manager works closely with the Office of Human Resources, Student Employment, Computer Services, and other University departments as well as the state payroll and retirement offices, Internal Revenue Service, Social Security Administration, and others receiving the proceeds from payroll deductions.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required; a degree in a business-related field and/or twenty hours of coursework in Accounting is preferred.

Experience: Four years of progressively responsible in-house payroll accounting management experience is required.  Experience producing payrolls with in-house payroll systems is required. Supervisory experience is preferred. Payroll experience with a major employer with at least two-hundred fifty employees is preferred.

Skills:  Knowledge of accounting principles, payroll methods, Department of Labor regulations, federal and state tax regulations, and international tax requirements is required.  Skill in understanding and using in-house payroll processing systems is required.  Proficiency with Excel and/or other spreadsheet and database applications is required. A record of inclusive conduct and evidence of multicultural skills in the workplace is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures proper payment of wages and salaries by supervising the preparation of three payrolls, assuring that the in-house payroll system is correctly processing salaries and reported hours worked, correctly utilizing paid leave and holiday pay, correctly accruing compensatory time, and correctly computing overtime.

2. Assures that the in-house payroll system is working as expected and in compliance with federal and state laws, rules, and regulations by establishing controls, monitoring results, and collaborating with Human Resources and Computer Services to modify and adapt programming, processing methods, and reporting in response to changes in regulations, withholding rates, reporting needs, etc.

3. Oversees and monitors the eligibility to work in the United States and proper tax treatment of wages of international employees.

4. Generates records of each payroll showing each payee, hours worked for nonexempt employees), wages paid, associated withholdings for retirement, benefits, and other contributions, and taxes withheld, supervises the maintenance of payroll records and accounts, and prepares journal entries related to payroll in a timely manner.

5. Monitors control procedures related to the preparation and disbursement of direct deposits of payroll checks.

6. Ensures the timely completion of all payroll tax reporting requirements and the issuance of W-2s.

7. Responds to all payroll audit requests.

8.  Prepares periodic reports on Missouri State Retirement, Old Age Survivor and Disability Insurance (OASDI), federal withholding, state withholding, unemployment compensation, and other related reports of expenditures and balances of various accounts by compiling, researching, and analyzing data regarding these program expenditures.

9. Facilitates employee participation in various voluntary payroll deduction options by processing voluntary deduction forms, which includes verifying employee eligibility and checking the accuracy of completed forms; and by ensuring the authorized deductions are made from employee paychecks and disbursed to the proper agencies and/or companies designated by the employee.

10. Develops a competent and efficient Payroll Office staff by supervising accountants and accounting technicians, assigning and monitoring their tasks, and preparing employee performance evaluations.

11. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Chief Financial Officer.

13. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Contributes to the overall success of the Office of Financial Services by performing all other duties and responsibilities as assigned.

SUPERVISION

The Payroll Manager is supervised by the Chief Financial Officer and supervises accountants and accounting technicians.

OFFICE OF HUMAN RESOURCES

REVISED MAY 2013

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 5 - 2350 Points: Work involves primary accountability for a larger department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.