Position: Payroll Manager

Department: School Business Office

Reports to: Assistant Superintendent of Finance & Operations

Affiliation: Non-union

Salary range: $80,000 - $90,000

Supervises: Payroll Assistant

Work Day/Year: 12-month employee, 40-hours per week

Summary: The Payroll Manager ensures timely and accurate processing of the weekly and bi-weekly payroll for Salem Public Schools employees. Working closely with the City of Salem and the Assistant Superintendent of Finance & Operations on all payroll related issues, including onboarding staff, coordinating benefits, administering stipends and other pay, complying with all applicable laws, regulations, and policies and ensuring payroll and financial standards are met. In addition, the Payroll Manager monitors annual personnel spending, preparing reports and updating budget tools for school department, school and School Committee use. The Payroll Manager is privy to a substantial amount of confidential and sensitive information and must maintain confidentiality at all times.

Essential Duties and Responsibilities: The essential functions or duties listed below are illustrations of the type of work that is performed and is not an exhaustive list of the duties performed by the person in this position. The omission of specific statements of duties does not exclude them from the position. Other duties may be assigned.

• Manage and administer district payroll to ensure that staff are paid accurately and in a timely manner, for both weekly and biweekly payrolls
• Lead the implementation of a districtwide timesheet process and the online timekeeping for hourly wage employees. Verify time records, make appropriate correcting entries prior to processing
• Reconcile payroll budget accounts to 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 tracking district staffing and turnover
• Assist with development of annual compensation budget and regular reporting on status of 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
• Supervise the preparation of payroll deduction reports and submission in a timely manner and in accordance with legal and regulatory requirements (ex. 403b 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
• Be knowledgeable about and monitor compliance with federal labor laws including FMLA
• Liaisons with municipal Finance office to coordinate and complete payroll-related transactions and share/receive information - some information may be sensitive and confidential
• Calculate and apply wage garnishments - must maintain confidentiality
• Respond as required to wage/benefit court subpoenas, insurance affidavits, IRS, DOR, and other wage levies
• Coordinate public records request with District Records Officer
• Plan and manage payroll-related projects
• Assist with preparation of Medicaid cost reporting
• Assist with preparation and submission of EPIMs Reporting
• Update pay records by reviewing and entering changes in exemptions, insurance deductions, and other data relative to individual employees
• 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
• Cover for team members in back-up role for vacation and/or high-volume work efforts
• Approve and release manual off-cycle check payments
• Implement quality control measures
• 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
• Ensures that all newly hired staff receive a comprehensive onboarding relative to payroll and fringe benefits, as well as collective bargaining provisions and other relevant terms and conditions of employment
• Other duties as may be assigned

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The Superintendent may waive or modify the qualification requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

You Are:

• A hard worker
• A curious learner
• A skilled communicator
• Eager to learn!

Required Knowledge, Skills & Abilities:

• Track record of successfully managing multiple projects and deadlines
• Evidence of the highest commitment to detail
• Significant customer service experience and problem resolution/de-escalation skills
• Strong managerial skills and interpersonal skills
• Strong organization and time management skills
• Attention to detail, strong reconciliation skills
• Willingness to learn MUNIS, Salem's financial management system
• 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 demands from internal and external partners
• 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 Google Suite, Excel, PowerPoint, bookkeeping software (e.g. QuickBooks, MUNIS, Budget Sense), and absence management software (e.g. Red Rover)
• 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 but not required Knowledge, Skills & Abilities:

• Mastery of MUNIS, Salem's financial management system
• Experience managing large payrolls
• 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

Education/Experience:

• Associate's Degree in Business Administration, Accounting or Finance - preferred but not required
• Three or more years of relevant experience in payroll administration and/or management; five years as a Payroll Coordinator may be an acceptable substitute if the candidate demonstrates other management attributes and/or experience (school or municipal setting preferred but not required).
• APA credentials as Certified Payroll Professional or equivalent will be considered - may attain in first year of employment
• Prior supervisory experience preferred

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to work at a desk; regularly convey information to school employees and the public; regularly move about the office to access file cabinets and office machinery; and traverse stairs. The employee must occasionally lift and/or move objects weighing up to 25 pounds, such as supplies, folders, and books. Ability to operate a keyboard and calculator at efficient speed and to view computer screens for extended periods of time. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials, and tasks.

Sensory Requirements:

Most tasks require visual perception and discrimination and the ability to distinguish color. The employee must be able to input information into a computer and as well as read material from a computer monitor as well as printed matter with or without visual aids. The employee must be able to communicate effectively to other staff members in order to exchange accurate information.

Work Environment:

The noise level in this environment is quiet to loud depending on the activity and the particular part of the day and location. The employee interacts with other staff members and occasionally must meet multiple demands from several people. The employee must be able to drive to the 8 schools within the district.

Has access to an extensive amount of highly confidential information on a District-wide basis such as personnel records, collective bargaining negotiations, bid proposals, and pending lawsuits and investigations. Ability to maintain confidentiality is a must.

Errors could result in a significant adverse impact on employee morals, poor public relations for the District, and could have serious legal and/or financial repercussions for the District.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.