Assistant Controller - Financial Operations

Job Summary Reporting to the AVP & Controller, the Assistant Controller - Financial Operations serves as a strategic leader responsible for the College’s end-to-end disbursement ecosystem, including Payroll, Accounts Payable, and Procurement. This role oversees a high‑performing team of five, driving operational excellence by architecting robust internal controls, optimizing ERP workflows, and championing cost‑saving initiatives. The Assistant Controller is the primary institutional expert on payroll compliance, tax governance, and strategic sourcing and partners with Human Resources, the Provost, Risk Management, and IT to ensure financial operations are accurate, compliant, efficient, and aligned with the College’s mission. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college. Payroll Strategy & Operations Strategic Oversight: Provide high‑level leadership for the payroll function, ensuring all payrolls (exempt, non‑exempt, and student) are processed accurately and in accordance with federal, state, and institutional policy. Team Empowerment & Mentorship: Direct and develop two payroll staff members, fostering an environment of excellence and enabling them to own daily processing and routine reconciliations. Payroll Systems: Act as the primary technical lead for payroll system architecture, partnering with IT, HR, and the Provost’s office to improve efficiency, manage the department’s required validation steps for periodic upgrades, and implement new initiatives. Compliance: Serve as the expert on complex payroll matters, including executive compensation, tax treaties for international staff, and sensitive leave/withholding issues, maintaining confidentiality in non‑routine pay arrangements. Audit Management: Serve as the primary institutional liaison for annual workers’ compensation and retirement plan audits, ensuring data transmission, security protocols, and internal controls are robust, documented, and compliant with evolving IRS and DOL standards. Escalation & Resolution: Act as a strategic problem‑solver for the department, resolving non‑routine discrepancies, troubleshooting systemic malfunctions, and providing high‑level guidance to staff on complex scenarios. Continuous Improvement: Cultivate a culture of proactive compliance, regularly reviewing internal processes to reflect best practices and leveraging data to improve department efficiency and service to the campus community. Accounts Payable & Procurement Leadership Operational Leadership: Oversee day‑to‑day operations of the AP and Procurement functions, ensuring accuracy and efficiency. Team Leadership: Motivate and mentor three staff members, fostering professional growth and high performance. Internal Controls & Risk Management: Partner with the Associate Controller and Controller to architect and maintain robust internal controls and procurement policies, protecting the college against cybersecurity risks. Strategic Procurement: Champion evolution of the College’s procurement strategy by identifying opportunities for cost savings, vendor consolidation, and strategic sourcing strategies. Data‑Driven Decision Making: Lead analysis of expense trends and spend patterns to provide leadership with data‑backed information for cost‑optimization strategies. System Optimization: Serve as the primary technical lead for the College’s ERP (Workday) procurement and AP modules, managing testing and validation steps for upgrades and implementing initiatives. Vendor Lifecycle Management: Manage the College’s vendor database, ensuring competitive vetting, consistent W‑9/1099 compliance, and long‑term value from existing supplier relationships. Purchasing Card Stewardship: Oversee the Purchasing Card program, ensuring policy adherence, auditing high‑risk transactions, and educating department heads on cost‑effective procurement. Compliance, Tax Strategy, & Reporting Governance Governance & Regulatory Oversight: Maintain an expert‑level understanding of federal, state, and local payroll tax regulations, proactively identifying and implementing changes to wage and hour laws, Social Security, SUI, and workers’ compensation requirements. Complex Tax & Information Reporting: Oversee the integrity of all payroll‑related tax filings, including W‑2s, 941s, 940s, 1099s, and 1042/1042‑S, ensuring accuracy, timely submission, and resolution of discrepancies. Accounting Partnership: Serve as the primary payroll advisor to the Controller, providing high‑level data analysis and support for non‑payroll tax filings (Forms 990, 990‑T, state tax returns, and sales tax). Internal Review & Reporting: Lead preparation of all payroll reporting and financial audit requirements, developing robust audit trails for all GL entries and payroll adjustments. Service Excellence & Stakeholder Strategy Service Delivery Leadership: Define and oversee the team’s service approach, ensuring all payroll inquiries are handled with diplomacy, confidentiality, and institutional empathy. Escalation & Resolution Strategy: Act as the strategic point of contact for high‑level payroll, leave, and benefit inquiries, empowering the team to handle routine questions while guiding complex issues. Institutional Resource & Educator: Serve as the College’s internal expert on payroll policy, proactively communicating changes in pay practices, fringe benefit taxation, and deduction impacts to the campus community. Position Minimum Qualifications Bachelor’s degree or equivalent in education and experience. Minimum of 5years of progressively responsible payroll & payables related business experience. Advanced experience with MicrosoftExcel and accounting/finance; strong analytical skills. Excellent customer service, interpersonal skills, and support‑oriented. Proven problem solving/judgment skills, high level of attention to detail and accuracy. Strong skills using and understanding the flow of transactions in an integrated and automated payroll accounting system. Ability to maintain confidentiality and exercise discretion and sound judgement. Demonstrated understanding of wage and hourly laws regarding state and federal payroll taxes. Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a diverse community. Effective time management practices; self‑motivated in a fast‑paced environment. Preferred Qualifications or Skills Proven experience leading, mentoring, and developing direct reports in a collaborative team environment. Demonstrated ability to drive process improvement and lead change management initiatives within a finance or business office. Experience with strategic sourcing, contract negotiation, and vendor management. Awareness of and aptitude for artificial intelligence‑enabled solutions and process improvements, coupled with an understanding of its inherent risks and the guardrails needed for effective and ethical use of AI. Working knowledge of procurement best practices, including P‑Card oversight and internal controls. Direct experience managing external audits (e.g., retirement plan/403(b) audits, workers’ compensation, or financial statement audits). Comprehensive knowledge of IRS regulations regarding 403(b) plans, 1099/1042‑S reporting, and multi‑state tax compliance. Experience managing system integrations and workflows between Payroll/ERP systems and third‑party vendors. Experience with a major ERP system (Workday a plus). Familiarity with ADP, immigration, and tax software desirable. Relative work experience in higher education or comparably sized human resources/payroll/payables function in a mid‑large organization preferred. Proficiency in financial/accounting software and advanced skills in MicrosoftExcel. Strong analytical, organizational, and problem‑solving skills with a high degree of attention to detail. Excellent written and verbal communication skills, with the ability to explain complex financial information to non‑financial audiences. Physical/Mental Demands The physical demands and work environment characteristics described here reflect what is typically needed to perform the essential functions of this position and what may be experienced while carrying out those duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy. This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs. In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role. This position includes regular movement throughout the office spaces, hallways, meeting rooms, and other campus locations. Daily work may involve extended use of a computer, including keyboard and mouse. Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds or more, in more physically demanding roles, up to 50 pounds. Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed. The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills. The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity. #J-18808-Ljbffr