Payroll Lead

Job Description

Under the general supervision of the Director of Payroll Services, the Payroll Lead 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, build working relationships, and facilitate 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.
• 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.
• 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.
• 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.
• 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.
• 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 culturally diverse groups or individuals.
  
  

Company Description

Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities.

Chapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.

Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities. Chapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.