Payroll Supervisor

Posting Details

Position Information

Position Title
Payroll Supervisor

Position Type
Regular

Job Number
SA52724

Full or Part Time
full-time 40 hours weekly

Fair Labor Standard Act Classification
Exempt

Anticipated Pay Range
$83,200 - $87,000

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

Under the general supervision of the Director of Payroll Services, the Payroll Supervisor oversees timely and accurate processing of all pay cycles. Coordinates and prioritizes the day-to-day payroll functions, activities, and schedules to meet deadlines and support university needs. Keeps current on labor laws for all jurisdictions in which Chapman operates. Acts as a liaison to HR partners to provide guidance, builds working relationships, and facilitates the flow of job data to payroll data. Makes recommendations for process improvement to support efficiency, security, and accuracy. Assists with payroll accounting, journal entries, and regulatory reports. Performs other payroll related duties as assigned.

Responsibilities

• Planning & Directing: Coordinate and prioritize payroll input and processing for the weekly and monthly payrolls for all university employees, ensuring accuracy and compliance with university policies and legal requirements.
• Compliance: Ensure compliance with federal, state, and local payroll, wage, and hour laws. Stay current on changes in payroll laws and regulations.
• International Compliance: Ensure that international employees complete and provide the necessary information, such as the Glacier report, to determine the individual's tax residency status, treaty limit, and FICA tax status.
• System Management: Maintain and update payroll system records, including employee data, pay rates, direct deposit information, and tax withholdings.
• Employee Support: Address and resolve payroll-related inquiries and issues from employees promptly and professionally. Handle escalations for payroll-related inquiries and issues. Interpret and apply labor law and university policy to employee situations to determine the appropriate course of action.
• Team Supervision: Provide daily guidance and support to payroll staff, including student employees, to ensure high performance and professional development.
• Training: Provide ongoing training and development for payroll staff to ensure compliance with new regulations and improved practices.
• Recordkeeping: Assist in the maintenance of payroll records, logs, and files in accordance with university policy and state and federal regulations.
• Payroll Processing: Process the monthly Faculty/Admin payroll. Ensure all handwrites and cost transfers are recorded in the appropriate month by overseeing and processing month-end payrolls.
• Reporting: Prepare and review weekly payroll reports, including earnings, deductions, benefits, taxes, leave balances, and check registers.
• Audits: Conduct regular audits of payroll procedures and records to ensure accuracy and compliance.
• Process Improvement: Identify and recommend process improvements to enhance the efficiency and accuracy of payroll operations.
• Payment Requests: Prepare and transmit requests to internal and external partners for wage payments, foreign tax deposits, credit union transfers, union dues, and other payroll-related payments.
• Journal Entries: Prepare and post payroll-related journal entries, ensuring accuracy and proper account coding.
• Month-End Close: Assist the Director of Payroll in researching payroll expense entries and providing backup documentation as needed.
• System Testing: Participate in testing for tax updates, image updates, and tool upgrades to ensure payroll system integrity and compliance.
• Interdepartmental Meetings: Meet with HR and other departments as needed to maintain good working relationships with our campus partners.
• Year-End Close: Assist the Director of Payroll with fiscal year-end close processes, including researching payroll expense entries and providing backup documentation as needed.
• Performance Reviews: Provide input for annual performance reviews for payroll staff, offering feedback and contributing to goal setting for professional development.
• Audits: Assist with internal and external audits as necessary, providing required documentation and responding to auditor inquiries.

Required Qualifications

• Bachelor's degree in Accounting, Finance, Human Resources or related field or an equivalent combination of education and related work experience.
• Demonstrated knowledge of policies and procedures related to payroll. Demonstrated ability to independently research and solve problems. Experience interpreting complex state and federal tax codes associated with withholding. Displays organizational and planning skills necessary to handle multiple priorities for the timely completion of work assignments. Produces high volume, quality work with minimal errors. Ability to work independently.
• Demonstrates experience with customer service in payroll related environment requiring excellent interpersonal and communication skills. Specific experience working with payroll practices and payment inquiries. Displays effective written and verbal communication skills to explain and resolve payroll matters.
• Experience using payroll software (e.g. ADP, Workday, Peoplesoft) including troubleshooting and implementation. Experience using Microsoft Office Suite, particularly Excel.
• 2-3 years Supervisory experience. Demonstrates effective leadership qualities and the ability to promote team building and development. Ability to represent Financial Services in a professional and positive manager in all meetings. Ability to maintain a high level of confidentiality in handling sensitive matters.
• Ability to effectively work with diverse groups or individuals.
• A minimum of one year of experience in developing internal payroll processing procedures, including form creation and systems testing.

Desired Qualifications

• Payroll Certification (FPC) is a plus but not required.

Special Instructions to Applicants

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References
3

Maximum Number of References
5