Payroll Manager

Payroll Manager And Administrator

The Payroll Manager and Administrator is responsible for the accurate and timely administration of payroll, compensation, benefits-related reporting, and payroll accounting processes. This role oversees biweekly payroll processing, payroll reconciliations, payroll-related tax reporting, and retirement plan reporting, while ensuring compliance with federal, state, and local regulations.

The Payroll Manager partners closely with People & Culture, Finance, managers, and external vendors to maintain payroll accuracy, data integrity, and strong internal controls within our HRIS/Payroll system, Paylocity. This position also supports audits, reporting, and payroll-related financial analysis, and serves as a key operational resource for payroll systems, reporting, and process improvement initiatives.

As SAM heads into its second century, we are boldly reimagining what we can and should be. Our goal is to be a model for the future of museums - a bold, dynamic hub of creativity, belonging, and cultural leadership, shaping the future of art and community. Embracing new ways of engaging communities and seeking innovative partnerships - all while keeping art and community at the center of what we do.

This ambitious effort represents a transformative shift and radically redefining how art museums operate. This is a pivotal moment for SAM, and we are seeking great talent to join us on our journey. Working at SAM is not just a job—it's a chance to be part of a vibrant, creative community.

Payroll Processing & Administration

• Administer and process payroll accurately for 350 plus employees, in accordance with internal policies and regulatory requirements, and on schedule for all employees
• Manage and own the payroll process, being the knowledge expert on all employee and payroll policies and procedures
• Knowledge expert of Paylocity and other payroll systems
• Review and validate payroll data including earnings, deductions, taxes, accruals, and direct deposits
• Audit payroll transactions prior to processing to ensure accuracy and compliance
• Support regular and off-cycle payroll processing
• Ensure payroll changes are entered accurately and effective dated appropriately
• Maintain payroll records and supporting documentation
• Coordinate payroll processing timelines and communicate deadlines to stakeholders
• Review payroll to ensure that payroll is accurate, and submitted in accordance with deadlines
• Prepare reports to reconcile payroll on a biweekly basis
• Calculate wages, bonus and deductions and ensure that they are taxed appropriately
• Work closely with People & Culture to ensure that all employee changes are entered accurately, and the payroll system is accurate in calculating information
• Knowledge expert of position and roles, reviewing Employee Forms for accuracy in employee information, department coding, grant coding, and employee status

Payroll Change Management

• Review employee payroll changes for accuracy, including:
  • Compensation changes
  • Promotions and transfers
  • Status changes (FT/PT, exempt/non-exempt)
  • One-time payments and stipends
  • Deduction updates
  • Retroactive adjustments
• Validate approvals and supporting documentation prior to processing changes
• Partner with HR and Finance to ensure changes align with organizational policies and approved workflows

Time & Attendance Administration

• Support timekeeping administration within Paylocity
• Review and troubleshoot timecard discrepancies, missed punches, and payroll exceptions
• Monitor timecard approvals and follow up with managers as needed
• Ensure compliance with wage and hour requirements, including overtime and meal/rest break requirements

Leave & Benefits Coordination

• Coordinate payroll impacts related to leaves of absence, including paid and unpaid leave
• Process benefit deductions accurately and timely
• Support benefits and payroll reconciliation activities
• Coordinate final pay processing and PTO payouts for employee separations
• Reconcile monthly benefits invoices and statements
• Prepare and provide reports for pension and 403(b) plan administration
• Support annual audits for the defined benefit pension plan and 403(b) retirement plan
• Along with Controller, serve as key administrator for the 403(b) audit process
• Prepare required Paylocity reports and census data for retirement plan administration
• Reconcile retirement plan reports and resolve discrepancies

Compliance & Reporting

• Maintain compliance with federal, state, and local payroll laws and regulations
• On an annual basis, prepare employee FTE report and coordinate with People & Culture in review and analysis
• Review and prepare compensation budget reporting to review analysis to budget
• Prepare compensation reporting on headcount growth
• Support payroll audits and provide documentation as requested
• Prepare and review payroll-related reports and reconciliations
• Support year-end payroll activities including W-2 processing
• Maintain confidentiality of payroll and employee information
• Coordinate with the Revenue Accountant to:
  • Provide…