Payroll Manager (71101) ID-19468
The Payroll Manager is responsible for the administration, accuracy, and timeliness of the Institute's payroll and directing the daily activities of the payroll staff related to the processing, auditing, analyzing and reporting of the Institute's payroll processing. The role will oversee processing of approximately 3,000 employees including, full time and part time faculty and staff in addition to student employment.
This role oversees Institute payroll operations, including taxes, garnishments, reconciliations, and check distribution. Collaborates with HRIS administrator for Kronos and Benefits administrators for Paylocity. Acts as Systems Administrator for Paylocity, liaising with account representatives. Must possess problem-solving skills, manage departmental needs, coach staff, and enhance efficiency. Ensures timely processing of weekly, bi-weekly, semi-monthly, and monthly payrolls, reviewing payroll processing for accuracy before transmission to Paylocity.
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This position reports to the Controller and directly supervises three payroll specialists.
Reviews in detail payroll processing before transmitted to Paylocity for completeness and accuracy by reviewing the following:
- Review approved Personnel Action Forms (PAF) from Human Resources for accuracy and timely payroll processing of all new hires including foreign nationals, salary adjustments, reclassifications, promotions, reassignments, terminations and retirements
- Review the reconciliation of Paylocity's preprocessed export reports before payroll transmission.
- Review and approve payroll journal entries to ensure Paylocity post process payroll reports are reconciled to the payroll staff's distribution worksheets.
- Review and approve reclass of earnings when needed.
- Liaison between Human Resources, Payroll Staff, and the Pratt Community.
- Responsible for the accurate calculation of the yearly salary increases approved by the Board of Trustees for the various staff units.
- Recommends and assists in developing and implementing new and/or revised policies and procedures to ensure efficient processing of payroll.
- Work closely with Pratt's IT department to implement various policies and procedures to ensure payroll data integrity.
- Assist with the Fiscal Year-End in reviewing and approving all accrual and reversal entries. Assist with the all union audits upon request.
- Assist HR and the Controller's office in reconciling the 403b and 990 data in preparation for the annual audits.
- Reconciliation of payroll processing to the general ledger on a monthly basis to ensure all outstanding items are reconciled with the Accounting team.
- Review and reconcile 941 reports and other payroll related analysis.
The calendar year-end audit is performed to insure accurate processing of all W-2's.
- Work closely with Paylocity in the preparation for W-2's to ensure that all year-end adjustments are included and that payroll and deduction information are complete and accurate.
- Reconcile W-2 reports to the 941s and W-3 reports.
- Review and approve W-2's in preparation for a timely release to ensure all W-2's are distributed to employees on or before the IRS deadlines.
- Ensure Paylocity files the IRS electronic report, NYS and NYC year-end withholding reports by jurisdiction due dates.
- Ensure Paylocity deposits tax related items timely.
- Assist Accounting and HR with periodic analysis and reconciliation of general ledger payroll accounts including but not limited to; payroll accounts receivables, payroll cash, payroll withholding for taxes, TIAA contributions, SRA, union dues, medical insurance contributions and all other deductions.
- Oversees the reconciliation of benefit premiums and payroll deductions such as child support orders, garnishments, GTL, health insurance for employee and employer, dental, life insurance, taxes, and retirement.
- Provides information, assistance and/or training for Paylocity administrators when needed. Assist the HR trainer to make sure all materials are covered in Paylocity Training provided to the entire Pratt community. Provides technical and procedural assistance to payroll staff on policies and procedures when needed. Answers employees' questions during payroll editing and check process.
System Administrator rights of various payroll systems.
Paylocity:
- Troubleshoot problems for employees using Paylocity self-service on a continually basis
- Registration
- Reset passwords
- Schedule meetings if employee is unable to access website
- Provides documentation and guidance to employees
- Consistently in communication with Paylocity for various issues and schedule weekly meeting to review Paylocity performance
Kronos:
- Timekeeping system for bi-weekly and weekly hourly staff
- Informs and assists HR with ongoing issues for time and attendance
- Work with HR to implement Kronos upgrades
NextGen
- Timekeeping for all student employment employees
- Grant supervisor access
- Assist supervisors and students navigate through NexGen
- Approve student employment payroll schedule
- Prepare reports using NextGen reporting tools, NextGen Budget Dashboard
Qualifications
- Bachelor's degree in business administration, accounting or a related field.
Experience
- Minimum of 5 years payroll experience, higher education a plus.
Skills
- 3 years supervisory experience in general ledger and integrated accounting system. Experience with system implementation a plus.
- Knowledge of the principles and practices of payroll accounting and applicable laws. Ability to interpret and apply laws, rules, standards and procedures.
- Demonstrated experience using software such as MS Office (MS Word, MS Excel and MS Access) and Google Suites. Knowledge of Ellucian.
- Colleague ERP system a plus. Knowledge in payroll software and time and attendance, Paylocity, NextGen, and Kronos strongly preferred.
- Experience with system implementation a plus.
- Exhibit a thorough knowledge of policies, procedures, and outside regulations pertaining to the position.
- Possess a working knowledge of operational and fiscal analysis techniques.
- Take initiative and independently plan, organize, coordinate and perform.
- Work in various situations where numerous and diverse demands are involved.
- Hire and train payroll staff. Ensure staff have the tools and support they need to complete their work responsibilities.
- Anticipate, investigate, and analyze problems and address them proactively.
- Communicate effectively, both orally and in writing.
- Establish and maintain effective working relationships with all constituencies of the Institute; faculty, staff, students and the public.
- Exhibit solid organizational skills and be detail oriented.
- Exercise discretion and good judgment at all times and in all contexts and maintain confidentiality.
- Collect, organize, analyze and present information in a meaningful manner.
- Collaborate and be effective in working with diverse populations.
Salary is competitive and commensurate with experience and qualifications. Salary range is $84,000-84,000. The position will be onsite a minimum of 4 days/wk.
Generous Benefits:
- 403B Retirement Program
- Supplemental Retirement Account
- Tuition Benefits for Employees and Dependents
- Tuition Program
- Summer hours Exchange
- Flexible Spending Accounts - commuter, medical, dependent care
- Child Care Benefit
- Basic life and AD&D insurance provided by Pratt
- Medical, Dental, and Vision Care Coverage
About Pratt Institute:
Pratt Institute provides the creative leaders of tomorrow the professional knowledge and experience to make a better world. A world-class and internationally ranked college with programs in art, design, architecture, liberal arts and sciences, and information studies, Pratt offers nearly 50 undergraduate and graduate degree programs.
The Institute's impact expands beyond its 25-acre residential campus in Brooklyn to cutting-edge facilities throughout the borough, a landmark building and public gallery in Manhattan, as well as an extension campus, Pratt Munson College of Art and Design in Utica, New York. On Governors Island, Pratt is a core partner on the Stony Brook University team selected to develop the New York Climate Exchange, a research and educational hub poised to establish New York City as the global leader for the most pressing issue of our time: climate change. Another extension of Pratt's campus is the Research Yard, a 20,000-square-foot facility that brings together the research activities of Pratt Institute under one roof in the Brooklyn Navy Yard (BNY).
Application Instructions
- Please submit your cover letter and resume.
- If you are selected for an interview, please be prepared to provide at least 5 References via our online reference tool system. At least 2 of your References must be, or have been, your direct managers.
