Deputy Administrator, Payroll And Records - Unclassified

Job Summary

The Deputy Administrator for Central Payroll & Records serves in a critical leadership role responsible for the strategic direction, oversight, and operational integrity of statewide payroll, accounting-related functions, and employee records management. This position ensures accurate, timely, and compliant payroll processing while maintaining strong financial controls, audit readiness, and adherence to generally accepted accounting principles. This position plays a vital role in ensuring employees are paid accurately and on time while maintaining the financial integrity of payroll expenditures.

The Deputy Administrator's leadership directly impacts employee trust, fiscal accountability, audit outcomes, and compliance with critical legal and financial requirements. This role requires deep technical expertise in payroll, finance, and accounting, along with strong leadership skills and the ability to drive consistency, accuracy, and fiscal accountability across all agencies.

Minimum of seven (7) years of progressively responsible professional experience in payroll, accounting, finance, or a related field, with at least three (3) years in a supervisory or management capacity.

Preferred Qualifications:

• Bachelor's degree from an accredited college or university in accounting, finance, business administration, public administration, or a closely related field is preferred.
• Certified Public Accountant (CPA), Certified Payroll Professional (CPP), or similar professional certification.
• Experience in public sector or large governmental organizations.
• Knowledge of state and federal employment laws, tax regulations, and public sector payroll requirements.

Leadership & Oversight

• Provide direct leadership and supervision to Central Payroll & Records staff, fostering a culture of accountability, professionalism, and continuous improvement.
• Serve as a trusted advisor to the Administrator and executive leadership on payroll operations, financial risk, compliance, and internal controls.
• Establish clear expectations, performance standards, and measurable outcomes for staff and statewide payroll and records functions.

Payroll & Financial Administration

• Oversee the accurate and timely processing of statewide payroll, ensuring compliance with all federal, state, and internal policies.
• Ensure proper financial accounting of payroll transactions, including reconciliation of payroll expenditures, benefits, tax with holdings, and liabilities.
• Monitor payroll operations to identify errors, trends, and systemic issues; implement corrective actions and preventive strategies.
• Partner with fiscal units to ensure alignment between payroll processing, budgeting, and financial reporting.

Accounting, Auditing & Internal Controls

• Establish and maintain strong internal controls over payroll and records processes to safeguard public funds and ensure compliance.
• Lead and coordinate internal and external audits related to payroll, financial reporting, and records management.
• Review audit findings, develop corrective action plans, and ensure timely implementation of recommendations.
• Conduct periodic internal reviews and reconciliations to ensure accuracy, completeness, and compliance with payroll-related financial data.

Records Management & Compliance

• Ensure the integrity, accuracy, and security of all employee records in accordance with applicable laws, regulations, and retention requirements.
• Maintain compliance with statutes, administrative codes, collective bargaining agreements, and audit standards.
• Oversee documentation practices that support transparency, audit readiness, and legal compliance.

Policy Development & Process Improvement

• Develop, interpret, and implement payroll, accounting, and records policies and procedures to ensure consistency across all agencies.
• Identify opportunities for process improvements, automation, and system enhancements to increase efficiency, strengthen controls, and reduce risk.
• Collaborate with IT and fiscal stakeholders on system upgrades, testing, and implementation of payroll and financial systems.

Expectations of the Role

• Operate with a high level of integrity, discretion, and accountability.
• Demonstrate strong attention to detail while maintaining a strategic, big-picture perspective.
• Apply sound financial judgment and ensure stewardship of public funds.
• Hold agencies and staff accountable for meeting deadlines and maintaining accuracy.
• Communicate clearly and effectively, especially when addressing complex or sensitive financial and operational issues.
• Proactively identify risks and implement solutions before issues escalate.

Knowledge of:

• The structure, functions, and processes of State government, including legislative, executive, and judicial branches.
• Relevant federal and State laws and regulations, and agency policies and procedures.
• Practices of the Legislature and the Executive Branch.
• Regulatory submission and approval processes.
• Program development and…