Vicariate Payroll Administrator

Overview

The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency.

The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.

Reporting to the Pastoral Center Payroll Manager, the Vicariate Payroll Administrator is responsible for leading and overseeing the entire payroll process for multiple locations that are assigned within their geographical region, ensuring accuracy and compliance with federal and state regulations, wage and hours laws, and internal policies. This role is the primary control point to ensure accuracy and compliance before the payroll is finalized.

The Vicariate Payroll Administrator has a key role in reviewing and auditing payroll. They must perform in-depth analysis, variance checks, and final approvals before payroll is posted. This position is in a shared service environment, which works in conjunction with the local Operations Directors/Human Resources Payroll Administrators (HRPA). This role operates in a hybrid capacity and requires travel to off-site facilities for designated projects.

• Managing and executing the full payroll cycle, ensuring accurate and timely processing, which includes reviewing and auditing of payroll.
• Ensuring compliance with federal, state, and local wage and hour laws, tax regulations, and internal policies.
• Overseeing the accurate input of payroll data, reviewing and approving changes in the HCM solution (e.g., new hires, terminations, leaves, promotions, salary changes, benefits, and deductions) and conducting regular audits to ensure data integrity and alignment with compensation practices.
• Managing the collection, calculation, and documentation of all necessary payroll data, including personal information, employee details, pay rates, and deduction information.
• Reviewing and auditing time and payroll files, ensuring all deductions, taxes, and benefits are correctly calculated to ensure employees are paid accurately and on time.
• Administering special pay requests (e.g., bonuses), calculating retroactive pay, and coordinating off-cycle payments to ensure accurate processing and reporting.
• Reviewing and validating General Ledger (GL) files to ensure accurate posting of payroll records and accruals.
• Overseeing and preparing year-end processes, including W-2 preparation, reconciliation and distribution.
• Developing ad-hoc reports for financial analysis and auditing.
• Analyzing payroll policies and procedures to identify opportunities for optimization and efficiency to reduce manual processing.
• Supervising, training, and assisting Operations Directors/HRPAs on payroll policies, procedures and systems.
• Leading or assisting with special payroll related projects (e.g., system implementation).
• Other duties as assigned.

• Bachelor’s degree in business, human resources, accounting or related field preferred.
• 5+ years of payroll processing experience required, preferably in a shared service environment.
• Demonstrated experience in guiding and training large teams in payroll operations.
• Certified Payroll Professional (CPP) or Professional in Human Resources (PHR) certification preferred.
• Strong knowledge of payroll compliance, federal/state/local tax regulations and the ability to analyze and provide solutions and/or issue resolution.
• Detail oriented, accuracy with numbers and efficient in multi-tasking.
• Proficient in Microsoft Excel, including working knowledge of pivot tables and VLOOKUP, as well as experience with data analysis and reporting.
• Experience with HCMs and timekeeping systems such as UKG Pro, Workforce Management (WFM), and Lawson.
• Excellent organizational skills and detail.
• Experience working for a company…