Assistant Payroll Manager

ABOUT THE POSITION

The Assistant Payroll Manager supports the administration, compliance, and operational functions of payroll for seven separate entities of The Claremont Colleges. This position serves as a technical payroll specialist with responsibility for ensuring payroll compliance with federal, state, local, and international reporting requirements; auditing payroll transactions and tax with holdings; monitoring multi-state payroll compliance; and supporting payroll processing activities. The role works closely with the Payroll Manager to help ensure accurate and timely payroll operations while identifying opportunities for process improvement, system optimization, and enhanced internal controls.

This position serves as the primary backup to the Payroll Manager and supports business continuity by developing comprehensive knowledge of payroll operations, compliance, payroll systems, taxation, and reporting requirements. Working closely with the Payroll Manager, the incumbent participates in cross-training, knowledge transfer, and continuous process improvement to ensure the effective delivery of payroll services. The Assistant Payroll Manager serves as a subject matter expert in payroll taxation, regulatory reporting, payroll compliance, and payroll system controls.

Working collaboratively with Human Resources, Finance, Benefits, Information Technology, and external agencies, this position supports accurate and compliant payroll operations, assists with complex payroll issues, and contributes to the continuous improvement of payroll processes and services.

Monitor and ensure compliance with federal, state, and local payroll tax regulations, wage and hour laws, and institutional policies. Review payroll transactions to ensure accurate employee taxation, earnings, deductions, and benefit with holdings. Coordinate payroll compliance activities related to employees working in multiple states, including tax registrations, withholding requirements, reciprocal agreements, and unemployment insurance reporting. Monitor and maintain compliance with payroll requirements for nonresident aliens, international employees, visiting scholars, and other foreign nationals.

Coordinate tax treaty administration, nonresident alien tax reporting, and annual Form 1042 and 1042-S reporting requirements. Prepare, review, and reconcile quarterly and annual international payroll tax filings and related supporting documentation. Research and interpret changes to payroll regulations and communicate impacts to payroll operations, management, and institutional stakeholders. Assist with establishing and maintaining employer tax registrations and reporting requirements in additional states as needed.

Conduct detailed audits of payroll registers, tax reports, deduction reports, and payroll reconciliations to ensure accuracy and compliance. Perform payroll account reconciliations and assist in resolving payroll-related discrepancies. Develop and maintain audit procedures, internal controls, and quality assurance processes designed to strengthen payroll accuracy and compliance. Prepare audit schedules, supporting work papers, and documentation for internal and external auditors. Research and respond to payroll-related audit findings, inquiries, and compliance reviews.

Assist in coordinating payroll processing activities to ensure timely and accurate payroll delivery. Review and validate payroll calculations including supplemental payments, retroactive adjustments, taxable fringe benefits, and special compensation arrangements. Provide technical support and guidance to payroll staff, Human Resources personnel, and campus constituents regarding payroll taxation and compliance matters. Assist in payroll system testing, upgrades, implementations, and validation of payroll-related system changes.

Develop and maintain payroll procedures, documentation, and training materials. Respond to complex payroll inquiries regarding tax withholding, wage reporting, international taxation, and multi-state payroll matters.

Prepare and analyze payroll compliance reports, tax reports, reconciliation reports, and year-end reporting schedules. Monitor payroll trends and identify opportunities to improve payroll controls, processes, and operational efficiencies. Support annual payroll year-end activities, including Forms W-2, W-2C, 1042-S, 990 and other regulatory reporting requirements. Generate and review reports used to verify payroll accuracy, tax compliance, and reporting integrity.

Serve as a payroll compliance resource and subject matter expert for payroll staff and institutional stakeholders. Provide training and guidance regarding payroll regulations, multi-state taxation, and international payroll requirements. Assist the Payroll Manager in mentoring payroll staff, supporting cross-training…