Payroll Manager

Job description

Payroll ManagerDepartment: Office of Financial Services Date: 06/14/2019 POSITION VACANCY

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 2,000 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:

Office of Financial Services

Full-Time, Exempt, Salaried, Administrative Staff Appointment

Reporting to the controller, the payroll manager is responsible for leading a staff of two providing payroll and related tax compliance services to the College’s faculty, students, and staff. The payroll office’s activities include all activities necessary to processing multiple payrolls, including maintaining related records, filing tax reports, processing voluntary deduction reports, handling involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting and updating procedures, and preparing on demand reports for management review. The payroll manager also works closely with members of the Office of Financial Services, Office of Human Resources, and Office of the Provost in order to execute all necessary financial management responsibilities, maintain and adhere to fiscal control policies, and provide support for other relative activities for administration with respect to payroll and tax-related functions. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

Payroll Management
  • Lead the payroll office in a broad range of services to students, faculty, and staff
  • Lead, manage, evaluate, and develop a diverse team of staff members that is professional, service-oriented, and supportive of the campus community
  • Recruit, train, supervise, and retain two staff members; support their ongoing professional development; and sustain a collegial and collaborative environment committed to excellence
  • Responsible for end-to-end, timely processing and oversight of multiple payrolls (exempt, non-exempt, and student payrolls) in accordance with labor regulations and standard accounting and payroll principles
  • Develop and adhere to processes for the collection, calculation, and entering of pay data
  • Perform all accounting-related activity necessary for entry of payroll data into the general ledger
  • Reconcile W-2 information for accuracy; escalating errors in payroll accounting
  • Document and reconcile discrepancies to maintain a clear record of reconciliation and adjustments
  • Manage bill processing associated with payroll wage garnishments, pay levies, and other involuntary court-ordered payments including reporting to the necessary State office or jurisdiction
  • Collaborate with the Office of Information Technology Services (ITS), Office of Human Resources (HR) and other internal College departments and third-party vendors such ADP, HSA Bank, TIAA, etc. to ensure data transmission and security protocols are evaluated, documented, and in place for all pay related systems
  • Partner with ITS, HR, and Provost’s Office to oversee, monitor, and implement payroll system maintenance, upgrades, and new initiatives
  • Work with current pay vendor (ADP) for technical issues with integration and resolve any discrepancies resulting from glitches or malfunction of the time reporting hardware
  • Maintain updated procedure manual for payroll processing and assist in training of other staff in Payroll to troubleshoot general user questions or basic technical issues
  • Work in partnership with Student Financial Services to process and maintain immigration documentation for international students, staff, and contractors, utilizing applicable software to track substantial presence, evaluate treaty eligibility, process tax payments, and submit appropriate year-end statements
Compliance, Tax, and Reporting
  • Process quarterly and fiscal year-end reports including, but not limited to, IRS forms W-2, 1042 and 1042s, 941, 941-X, and 940
  • Keep abreast of current payroll tax requirements and relevant laws and/or regulations associated with processing of employee wage data, including payroll taxes, employee federal and state income and social security taxes, and other required reporting (SUI, workers compensation, deferred benefits, etc.)
  • Advise the Controller on pay practices related to W-9 and W-4 recording, as well as other related trends, process improvements, or best practices within the payroll functions
  • Conduct regular payroll reporting as required and assist with financial audits related to pay records and associated general ledger
Data Integration and System Implementation
  • Serve as a functional lead in the areas of Payroll and Time Tracking for the College’s implementation of a new Human Capital Management and Financial ERP system (Workday) and will serve as an in-house expert thereafter assisting other employees with navigation and trouble shooting
  • Demonstrate knowledge of best payroll practices to assist with the planning and architecture of the system
  • Understand data integration with third party systems and how to set up positions, pay, and deductions to utilize the systems capabilities
Customer Support
  • Respond to high-volume, payroll-related inquiries as the first point of contact via email, walk-in, and phone in a friendly and professional manner with diplomacy and confidentiality in a high traffic office environment
  • Assist with general questions related to payroll, leave accruals, wage deductions, fringe benefits, and other pay related issues
  • Assist employees with general wage and process inquires
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
  • Bachelor’s degree or the equivalent in education and experience
  • Minimum of 5 years of progressively responsible payroll related or business experience
  • Relative work experience in higher education or comparably sized human resources/payroll function in a mid-large organization preferred
  • Familiarity with ADP
  • Experience with payroll, tax and compliance tasks for non-US citizen employees
  • Advanced experience with Microsoft Excel and accounting/finance
  • Excellent customer service, interpersonal skills, and support-oriented
  • Proven problem solving/judgment skills, and high level of attention to detail and accuracy
  • Strong skills using and understanding the flow of transactions in an integrated and automated payroll accounting system
  • Ability to maintain confidentiality and exercise discretion and sound judgement
  • Demonstrated understanding of wage and hourly laws regarding state, and federal, and local payroll taxes
  • Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a diverse community
  • Effective time management practices; self-motivated in a fast-paced environment

Reporting to the controller, this position has significant interactions with administrators, faculty, staff, and other outside constituencies.

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.

Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:
Payroll Manager - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855

If you experience difficulty uploading your documents, you may submit any .doc or .pdf materials to [email protected] Please do not submit duplicate materials.

To apply electronically send to [email protected]. If you choose to apply electronically you do not need to send duplicate copies by U.S. Mail. If your electronic materials are unreadable we will notify you promptly.

A review of applications will begin immediately and will continue until the position is filled. Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

For more information about the College, please visit our web site:




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Job No:
Posted: 6/16/2019
Application Due: 7/15/2019
Work Type: