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Payroll Manager

Kentucky State University
Frankfort, KY

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TITLE: Payroll Manager                                                                                                               

DEPARTMENT: Finance and Administration                                                 

REPORTS TO: Chief Financial Officer/VP Finance and Administration





PRINCIPAL PURPOSE OF JOB:  Directs implementation and administration of mandated payroll regulations and policies, and manages a diverse team of specialist accounting/payroll staff and student employees.

SCOPE OF RESPONSIBILITY: Under limited supervision, manages and coordinates all aspects of the university's payroll function, which services all regular, temporary, and adjunct faculty, staff, student, special compensation, and seasonal employees, both exempt and non-exempt




Oversees all facets of the daily operations of the organizational unit, ensuring compliance with the University, state, and federal laws, policies, and regulations. Oversees the supervision of personnel, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance. Oversees and coordinates the production of all bimonthly payrolls; oversees the issuance of special checks. Ensures the accurate payment and reporting of all university employee benefits, in compliance with the provision of tax laws, federal/state regulations, and university policy. Ensures the accurate and timely issuance of W-2s.Manages the development, implementation, and administration of department records systems and procedures; oversees, monitors, and quality controls the data entry of all payroll records onto the human resources system. Oversees and coordinates the planning, implementation, and administration of programs to develop, adjust, and/or enhance payroll systems and procedures as required, due to changes in tax laws, regulations, and university pay policies/compensation initiatives. Plans and manages departmental workflow; approves all master payroll calendars and monthly processing schedule. Plans, coordinates, and oversees the production and distribution of all employee tax statements and notifications as required by law. Develops and manages annual budgets for the organization and performs periodic cost and productivity analyses. Participates in the development, implementation, and maintenance of policies, objectives, short-and long-range planning; develops and implements projects and programs to assist in the accomplishment of established goals.Represents the organization at various community and/or business meetings; promotes existing and new programs and/or policies.Performs miscellaneous job-related duties as assigned 

QUALIFICATIONS: Bachelor's degree preferred with 3 to 5 years experience directly related to the duties and responsibilities specified, preferred CPP. 

Licensing and Certifications: Certified Payroll Professional (CPP) preferred   




Knowledge of financial/business analysis techniques. Knowledge of project management principles, practices, techniques, and tools. Skill in organizing resources and establishing priorities. Ability to supervise and train employees, including organizing, prioritizing, and scheduling work assignments. Ability to develop and maintain recordkeeping systems and procedures. Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies.Employee development and performance management skills. Ability to process computer data and to format and generate reports. Knowledge and understanding of all facets of payroll principles, methods, systems, and procedures as applied to public institutions. Skill in budget preparation and fiscal management. Knowledge of faculty and/or staff hiring procedures. Knowledge of all relevant payroll, employment, and income tax laws, regulations, and operating guidelines. Skill in the use of personal computers and related software applications. Ability to foster a cooperative work environment. Ability to make procedural decisions and judgments involving sensitive and confidential issues under stressful conditions. Knowledge of the payroll aspects of employee benefits policies, procedures, and reporting requirements. Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures. Ability to utilize and manage automated payroll and/or human resources information systems. Ability to develop, plan, and implement short- and long-range goals. Ability to identify, analyze, and resolve complex, multifaceted payroll problems and developmental issues.  


This position has supervisory responsibilities  



Work is normally performed in a typical interior/office work environment. No or very limited physical effort is required. No or very limited exposure to physical risk. 

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.


Our Mission

Kentucky State University is the state's unique, small, liberal studies institution with the lowest student-faculty ratio in the state system. The University shall serve as a residential institution with a range of traditional collegiate programs appropriate to its unique role.

Geographic Region
Kentucky State University's geographic region shall be state-wide for its liberal studies mission, its land grant functions, and its service to state government. In addition, Kentucky State University's primary service area for commuting students shall be for Franklin and contiguous counties.

Institutional Admission Standards
Kentucky State University shall admit students to the institution under selective admission standards to which exceed the minimum guidelines established by the Council on Higher Education, with only limited exceptions. Institutional policy for admitting under-prepared students, including the removal of academic deficiencies within a specified time frame. Through this approach, the University seeks to provide broad access and high-quality programs.

Degree Levels
Selected associate and baccalaureate degree programs shall be oriented toward liberal studies and selected career opportunities related to state government services. Kentucky State University shall offer selected master's degree programs based on demonstrated need, with priority given to a public administration curriculum to meet the needs of state government.

Strategic Directions/Program Priorities
The University shall focus on liberal studies programming. Drawing upon its African-American heritage, the University will promote the values and methods of interdisciplinary and multicultural education in its liberal studies offerings. All students shall participate in common curricula that explore the liberal studies. Drawing upon the multicultural strengths of the University, emphasis shall be placed on preparing minority students for careers in education and in other selected professions including business, computer science, nursing, human services, and public services. These strategic priorities translate into a core of liberal arts baccalaureate degree programs, in addition to degree programs at the associate [A], baccalaureate [B], and master's [M] levels that may include the following: education [B]; business [B]; computer science [A,B]; nursing [A]; home economics [B]; human services [B]; and public administration [B,M].

Enhancement of Instruction
The University shall emphasize teaching. Meeting student needs shall be paramount. The University shall focus on the needs of its students, which include, but are not limited to, full-time and part-time residential students, commuting students from its primary service area, and state governmental employees.

Service and Research Functions
Kentucky State University, as the 1890 land grant institution in the system, shall carry out its responsibilities under federal law and participate fully in appropriate U.S. Department of Agriculture programs, in accord with the mission of the University.

Kentucky State University shall be the major repository for the collection of books, records, and artifacts relative to the history and status of African-American citizens of the Commonwealth and elsewhere. The University shall make such materials available for casual and scholarly study.

Kentucky State University shall focus on meeting the applied research and service needs of state government.

Collaborative Ventures
The priority master's degree program offered by Kentucky State University shall be carefully articulated with related doctoral programs offered by the doctoral-granting institutions in the system. The University shall develop and employ telecommunication resources to communicate with other institutions in the fulfillment of its mission. Curriculum development shall emphasize the transfer of credits form other institutions toward degree completion.

Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

Efficiency and Effectiveness
Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

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400 E Main St
United States
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