The posting
Position: Payroll Manager
Position Type: Full-time, Salary Exempt
Department: School Business Office
Location: Watertown Public Schools - Central Administration Building
Reports to: Director of Finance and Operations
Affiliation: Non-Aligned
Salary range: $85,000-$95,000
General Description:
Assists the Director of Finance & Operations in the management of school financial resources and supports the District staff by ensuring timely and accurate processing of payroll, coordination of benefit deductions, and compliance with all applicable laws and regulations. Ensures payroll and financial standards are met. The Payroll Manager is privy to a substantial amount of confidential and sensitive information and must maintain confidentiality at all times.
Responsibilities:
- Manage and administer District payroll function to ensure that staff are paid accurately and in a timely manner
- Plan and manage payroll-related projects
- Verify time records, make appropriate correcting entries prior to processing
- Reconcile payroll budget accounts to actual payroll; identify source of discrepancies and prepare correcting journal entries for approval
- Assist with collective bargaining calculations related to pay, benefits and contract language - must maintain strict confidentiality
- Assist with development of annual compensation budget
- Maintain employee data in payroll system
- Work with Human Resources to ensure coordination of staff transactions which often includes confidential and sensitive information such as termination information, workers comp and medical information, personal and personnel issues and legal issues
- Develop annual pay schedules and distribute
- Communicate payroll information to staff
- Prepare payroll deduction reports and submit in a timely manner and in accordance with legal and regulatory requirements (ex. 403(b) plans and mandatory retirement plans).
- Ensure compliance with payroll laws and regulations
- Maintain salary data, prepare pro-rated salary calculations, retro-active pay calculations, and leave of absence salary calculations
- Assist in development of policies
- Assist with selection of approved vendors for 403b and 457 plans and distribute annual notices of eligibility
- Be knowledgeable about and monitor compliance with federal labor laws including FMLA
- Liaises with city wide Finance office to coordinate and complete payroll-related transactions and share/receive information – some information may be sensitive and confidential
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmark state-of-the-art practices; participate in professional societies
- Operate as the subject matter expert and escalation point to resolve issues and continuously look for improvements in operational processes and designs and implement initiatives
- Train team members on new or enhanced operations, procedures and policies about payroll
- Cover for team members in back-up role for vacation and/or high-volume work efforts
- Approve and release manual off-cycle check payments
- Contribute to the preparation of the annual DESE End of Year Financial Report
- Provides day to day instruction to school staff and department Administrative Assistants about payroll issues
- May be required to assist in Human Resources office during heavy workload periods – highly confidential and sensitive information
Qualifications Required:
- Associate’s Degree in Business Administration, Accounting or Finance
- One or more years of relevant experience in payroll administration/management; three years as a Payroll Coordinator may be an acceptable substitute if candidate demonstrates other management attributes and/or experience (school or municipal setting preferred but not required).
- Demonstrated knowledge of state and federal payroll, wage, and hour laws including but not limited to the Fair Labor Standards Act, Massachusetts Wage and Hour Act, and the Family and Medical Leave Act
- Strong customer service and problem resolution/de-escalation skills
- Strong managerial skills and interpersonal skills
- Strong organization and time management skills
- Attention to detail, strong reconciliation skills
- Strong written and verbal communication skills; appropriately communicates with all levels of customers from support staff to school and district administrators
- Ability to adapt to changing environment and support multiple clients
- Ability to analyze/interpret data and take appropriate action
- Ability & interest in training other team members
- Strong technology, data management, mathematical, and analytical skills and abilities
- Proficiency with technology applications including Microsoft Word, Excel, PowerPoint, and bookkeeping software (e.g. QuickBooks, MUNIS, Budget Sense)
- Ability to develop and maintain positive relationships with all staff, accept responsibility for errors, and demonstrate empathy in interactions with challenging staff
- Adaptable, flexible, willing to embrace change
Preferred:
- Bachelor’s Degree in Business Administration, Accounting or Finance
Equal Opportunity Employer Watertown Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.
