Assistant Controller for Payroll
POSITION TITLE: Assistant Controller for Payroll
POSITION ID: #6836
The assistant controller is a key position of the senior management team within the Controller's Office that performs the leadership role for Case Western Reserve University payroll. This position has overall responsibility for all aspects of payroll including planning and oversight of payroll for all employees including students, ensuring compliance with all tax regulations/ filings and garnishment rules related to payroll, managing all financial processes and reconciliations in the Payroll Office, and regulating the payroll processes and data within the PeopleSoft HCM system. This position is also responsible for the effective utilization of the Payroll Office in providing an advisory role to the rest of the university and their use of the PeopleSoft HCM system. Work in collaboration with others and/or lead in the development and implementation of operational and/or university-wide policies and procedures to meet the goals of the Controller's Office and the Division of Finance.
1. Oversee the processing of two semi-monthly and one monthly payrolls, in addition to the payroll for non-resident aliens and graduate students. Manage the off cycle payroll check process which includes a weekly off cycle check run. Ensure payroll production is timely and accurate. Work with staff on identifying, resolving and communicating any payroll issues. This includes interaction with internal departments and external organizations that provide interfaces for withholdings. Develop the university schedule for paydates and the related payroll cut offs and processing. Ensure the schedule is communicated to the university community in the proper venues and on a timely basis. Confirm that the paydates in the PeopleSoft HCM system match the published paydates. Ensure that staff are up-to-date on any regulations and/or laws related to their areas of responsibilities. (45%)
2. Manage the day-to-day operations of the Payroll Office. Directly supervise the payroll staff, including training, coaching, assessing and assigning job functions, and evaluating performance and taking any actions required including positive corrective action or termination. Plan, prioritize, delegate and monitor all functions of the Payroll Office. Represent the Controller's Office when interfacing with management centers, departments and individuals within and outside the university as it relates to payroll activity. Ensure strong customer service practices are being used throughout the Payroll Office. Develop and maintain good working relationships with the university community as a whole. Interacts with executive leadership at times. (17%)
3. Supervise the processing of all garnishments, taxes, and deductions. Ensure withholdings are according to state, federal and international laws and are remitted to the appropriate agencies in a timely manner. Responsible for vendor management related to outsourced tax solutions. Reconcile pension contributions/withholdings reported in the payroll system to the amounts received by the investment managers. Collaborate with the Tax Manager on determination of taxability of compensation and benefits. (8%)
4. Administer the annual processing of W-2's and 1042's. Certify that all year-end adjustments to salary and benefits have been completed. Ensure production is timely and coordinate the audit of information to verify accuracy. In addition, reconcile and sign off on the year-end files transmitted to the outsourced tax provided on a timely basis. Responsible for the distribution of W-2's/ 1042's to all employees and the proper filing with government agencies. Process and track executive compensation and benefits within the payroll system. Audit W-2's of all executives. Collect annual payroll information required for the Form 990. (8%)
5. Function as key interface with the HCM Payroll technical team. Serve as the functional lead responsible for integration, testing, and sign off on updates and upgrades to the system. Govern the payroll portion of HCM PeopleSoft module (in conjunction with the ERP Group), including system tables, screens, reports, enhancements, and issues. Assess the adequacy of delivered reports and current processes, and in conjunction with U[Tech] and the user departments, develop new reports as needed. Act as advisor to the university community and on projects related to the system. (5%)
6. Manage the accounting functions for payroll, which includes salary distribution in the general ledger module and account reconciliations. Monitor salary variances between paid and distributed and work closely with the management centers to ensure the timely resolution of variances by fiscal year end. Supervise the processing and collection of salary receivables (crossbills) and billings (such as Postdoc insurance). Ensure that the receivables/ billings are kept current and escalate collections, efforts, and communications when needed. (5%)
1. Review, develop, and maintain payroll policy and procedures for the university as a whole. Develop a communications/implementation plan for changes and a training program for the university community. Continually assess the adequacy of current procedures to ensure effective utilization of resources and the successful achievement of goals and standards set by management. (3%)
2. Serve as lead with our banking partner regarding payroll functions. Maintain a relationship with the ACH representative for the bank and work on solutions to payroll issues in that area. (2%)
3. Research payroll tax issues in collaboration with the Tax Manager. Respond to correspondence from government agencies. Maintain knowledge of current tax laws and regulations. Act as advisor to the university community. (2%)
4. Oversee the tracking of sick and vacation time. Ensure that proper communication and processes are used in the case of overuse. (2%)
5. Perform other duties as assigned. (3%)
Department: Daily contact with Payroll staff, Controller's Office staff and Controller.
University: Daily contact with Human Resource staff and management center staff; frequent contact with the ERP group, Information Technology Services, Treasurer's Office and Accounts Payable; periodic contact with executive staff.
External: Weekly contact with tax and government agencies, insurance companies, pension providers and bank representatives. Monthly contact with peer group.
Students: Daily contact regarding payroll matters.
This position has direct supervision of one supervisory level staff and two clerks.
Experience: 10 years of work experience related to payroll required of which 5 years are in a leadership role; experience in an academic environment and/or within a complex organization preferred.
Education/Certification: Bachelor's degree required; advanced degree or payroll certification desired (or actively working towards).
1. Must be self-motivated and have the ability to lead.
2. High level of integrity and professionalism.
3. Ability to work independently and as a team member.
4. Strong organizational, time management and written/verbal communication skills.
5. Project planning and implementation skills.
6. Ability to work with individuals at all levels, including tax agency representatives, directors and managers in other departments, students and technical staff.
7. Maturity and judgment necessary to handle sensitive and confidential information.
8. Honed customer service skills; ability to deescalate high stress situation
9. Ability to work under pressure and manage deadlines while attending to details is crucial.
10. Proven problem solving skills and the ability to make sound decisions.
11. Ability to manage and lead staff.
12. Knowledge of accounting principles and practices, especially in the payroll area. Must be able to analyze and interpret data/reports in order to make recommendations regarding strategic planning.
13. Extensive knowledge of payroll and payroll taxes.
14. Proficient with Microsoft Office applications.
15. Ability to effectively navigate the internet and utilize email systems.
16. Experience on an integrated computer system required; experience with ERP payroll systems, PeopleSoft HCM system and/or creating queries a plus.
General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
NOTE / HOW TO APPLY CWRU offers a flexible benefits package including tuition waiver for employees and dependents. Respond in confidence, including salary history to: jobs.case.edu, Human Resources job code #6836.