Payroll Operations Supervisor

Payroll Operations Supervisor

We are seeking a Payroll Operations Supervisor to lead our payroll department and ensure the accurate and timely processing of all university payrolls. Reporting to the Director of Compensation and Payroll, this role is crucial for maintaining compliance, leading a high‑performing team, and delivering exceptional customer service to our entire community. The ideal candidate will have a strong background in payroll administration and taxes, a keen eye for compliance, and a commitment to continuous process improvement.

• Bachelor's degree with three years of related experience in payroll, finance, or accounting; OR an associate’s degree with five years of related experience; OR a high school diploma (or GED) with seven or more years of related experience.
• Demonstrated experience in a supervisory or lead role, with the ability to create a positive work climate and mentor staff.
• Extensive experience with federal, state, and local tax regulations related to compensation.
• Proven experience managing complex tax reporting, including year‑end processes (W‑2s). Experience with payroll retirement reporting and reconciliation.
• Proficiency in MS Office applications, specifically advanced Excel skills (VLOOKUPs, pivot tables) for financial reconciliation.
• Strong analytical, written, and verbal communication skills with a high attention to detail.
• Experience processing payroll in Banner or other Enterprise Resource Planning (ERP) applications.

• Direct experience with 1042‑S tax filing and nonresident alien taxation compliance.
• Experience processing payroll specifically within Ellucian (Banner).
• Previous experience in a Higher Education environment.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) designation.

• Payroll Operations & Team Leadership (40%):
  Directly supervise, mentor, and evaluate payroll specialists; foster a positive work environment, manage workload distribution, and oversee professional development.
• Manage all bi‑weekly and monthly payroll processes, ensuring accuracy and timeliness.
• Serve as the final technical backup for specialists during peak periods.
• Serve as the primary point of contact for complex inquiries, resolving escalations and maintaining strong relationships across university departments.
• Analyze current processes to implement efficiencies; collaborate on reviewing, testing, and implementing system updates within Banner.
• Coordinate all payroll‑related communications, including the annual payroll calendar and critical policy updates.

• Lead the comprehensive year‑end W‑2 process, ensuring all wage and tax data is reconciled, audited, and distributed in compliance with IRS regulations.
• Proactively monitor federal, state, and local payroll regulations to ensure the university remains in full compliance.
• Prepare and execute monthly and quarterly federal, state, and local tax returns.
• Reconcile payroll withholding accounts and manage spreadsheets for tax liabilities.
• Manage and assist with payroll retirement reporting, ensuring accurate contributions, data transmissions, and compliance with plan documents and statutory requirements.
• Execute final sign‑off on all payrolls, process over payments/repayments, and ensure all wages and taxes are accurately reconciled with the general ledger.
• Maintain meticulous records for internal and external audits.
• Research and resolve notices or discrepancies related to taxes, retirement, and child support orders to minimize penalties.

• Perform other related duties as assigned to support the strategic goals of the department.

Typical office conditions.