Job Description Under the direction of the Controller, the Manager oversees and manages system and payroll processing functions for all employee categories of the institution. Functions include, but are not limited to: managing payroll transactions, record maintenance, recurring and ad hoc reporting, data analysis, procedure documentation and design, regulatory tax reporting (including international tax issues), and systems maintenance. The Manager identifies and recommends updates to the payroll process and software systems, as well as leverages industry knowledge and best practices to promote the mission of the College. Responsibilities
Principal Responsibilities: - Oversees the life-cycle semi-monthly payroll processing of two campuses across the institution including the preparation, processing, and disbursements of all regular and off-cycle payrolls, adjustments/corrections, additional compensation, deferred compensation, payroll taxes (including multi-state), and employee retirement plan payments, as well as certain deductions (garnishments and United Way payments).
- Manages and communicates payroll scheduling and relevant payroll milestones to ensure timely and accurate execution of all payroll activities.
- Prepares and maintains accurate records and reports of payroll transactions. Responds to all payroll data inquiries, including requests for the annual external financial audit and the Single Audit.
- Coordinates with Human Resources on the setup and review of payroll system inputs including new hires, changes in salary, overtime, terminations/retirements, benefits, tax withholdings, annual elections, EFT information, etc. for all salaried and hourly employees.
- Improves, automates and documents all payroll processes, procedures, and internal controls. Leads all payroll projects.
- Promotes communications and training, as needed, in order to keep others informed of College payroll policies and processes, important deadlines, and changes to Federal and state rules and regulations concerning the payroll function.
- Addresses all system issues related to payroll processing and is the main point of contact for all technical issues, updates, and modifications.
- Performs periodic administrative tasks for the 403(b) retirement plans, as requested by the Plan Administrator and TIAA.
- Works collaboratively with all campus constituents, including department payroll supervisors and Academic Affairs to prepare and process student payroll, adjunct faculty payments and faculty overload payments.
Compliance and Reporting - Ensures compliance with Federal, state and local payroll, wage, and hour laws and best practices.
- Manages administration of nonresident alien payroll payments and issues, and compliance with relevant international tax withholding and reporting requirements.
- Coordinates with the Controller/Chief Accounting Officer to manage and complete the annual audit of the College's 403(b) ERISA Retirement Plan, including planning, providing requested documents and reports, and responding to auditor inquiries. Identify potential compliance issues during the year and provide timely resolution, including any required distributions of participant deferrals or other contribution adjustments. Perform required annual and period nondiscrimination testing.
- Assist with other internal/external audits by providing records, documentation, and reporting to auditors.
- Provide Payroll related reports and review all year-end payroll reporting (including fringe benefit calculations, W-2's) for accuracy and completeness in collaboration with outside vendor (ADP). Review all Form 941 filings in collaboration with outside vendor (ADP).
- Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies in order to remain current with all applicable regulations and ensure compliance.
Additional Responsibilities: - Performs such other college-related duties as directed by the Chief Accounting Officer and Vice President for Business Services.
Qualifications
- Bachelor's degree from an accredited institution in Business Administration, Accounting, Human Resources, or related discipline required.
- Minimum of four (4) years' experience in payroll processing, general accounting or related experience required. Higher education experience preferred.
- Strong PC skills, including proficiency in Word, Excel and other Microsoft Office applications required.
- Experience with Oracle Cloud HCM strongly preferred. Experience with outside payroll providers such as Paycom, Paychex, ADP, or other outside payroll service provider desired.
- Candidate should also have excellent communications skills (written and verbal), and the ability to deal sensitively with employee information and maintain strict confidentiality.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS: - Sedentary work: Lift, carry, push, pull or otherwise move objects up to 20lbs. Sedentary work involved sitting most of the time and occasionally walking and standing.
EXPECTATIONS OF ALL EMPLOYEES Flagler College pursues its institutional goals based upon a Service Philosophy and Service Standards. An employee's job performance must support and exhibit the College's Service Standards by being:
Courteous - Treat everyone with dignity and respect. Act in a friendly manner - Greet with a smile . Make eye contact during conversations. Be helpful when help is called for. Present your best and professional self. Give individual attention/Focus your attention on the person speaking to you.
Responsive - Act in a timely manner. Assure the information you provide is accurate. Acknowledge when action is called for. Determine appropriate follow through. Show empathy towards others. Ensure that a caller is connected with a person who can provide assistance.
Accessible - Ensure there is a means by which you can be contacted and respond promptly to messages. Be available - make time for others. Be approachable and open-minded. Be reliable - always follow through with your commitments. Accommodate those who have special needs.
Collaborative - Be knowledgeable about the College and have an understanding of all departments. Work together to accomplish goals. Be efficient in your work performance. Share information between offices and departments. Take the initiative and be proactive. Communicate appropriately and professionally. Have a cooperative attitude. Be student-focused. Non-Discrimination Statement: Flagler College is committed to diversity, inclusion and pursuit of a higher education with adherence to high ethical standards. It is the policy of Flagler College not to discriminate in admission, treatment, or access to, or employment in, its programs or activities on the basis of race, color, gender, religion, national origin, age, disability, marital status, familial status, sexual orientation, gender identity or expression, or any other protected characteristic. About Us Flagler College is a private liberal arts college located in St. Augustine, Florida. Founded in 1968, our mission is to enrich lives by creating a thoughtful, personalized experience in a supportive educational community. READY TO JOIN OUR COMMUNITY? We are here to help. Please review our current job openings and benefit offerings to determine if Flagler College is the place for you. Non-Discrimination Statement Flagler College provides equal employment opportunities to all employees and applicants for employment without regard to race, color, gender, religion, national origin, age, disability, marital status, familial status, sexual orientation, gender identity or expression, or any other protected characteristic. Flagler College complies with applicable federal, state and local laws governing non discrimination in employment in every College facility. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Inquiries regarding discrimination on the basis of sex and gender may be referred to the Title IX Coordinator, Office for Civil Rights (OCR), or both. Contact information for the Title IX Coordinator, OCR, and the College's Sexual Harassment Policy can be found here: www.flagler.edu/title-ix.