Payroll Manager

Payroll Manager And AdministratorThe 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.ResponsibilitiesPayroll Processing & AdministrationAdminister and process payroll accurately for 350 plus employees, in accordance with internal policies and regulatory requirements, and on schedule for all employeesManage and own the payroll process, being the knowledge expert on all employee and payroll policies and proceduresKnowledge expert of Paylocity and other payroll systemsReview and validate payroll data including earnings, deductions, taxes, accruals, and direct depositsAudit payroll transactions prior to processing to ensure accuracy and complianceSupport regular and off-cycle payroll processingEnsure payroll changes are entered accurately and effective dated appropriatelyMaintain payroll records and supporting documentationCoordinate payroll processing timelines and communicate deadlines to stakeholdersReview payroll to ensure that payroll is accurate, and submitted in accordance with deadlinesPrepare reports to reconcile payroll on a biweekly basisCalculate wages, bonus and deductions and ensure that they are taxed appropriatelyWork closely with People & Culture to ensure that all employee changes are entered accurately, and the payroll system is accurate in calculating informationKnowledge expert of position and roles, reviewing Employee Forms for accuracy in employee information, department coding, grant coding, and employee statusPayroll Change ManagementReview employee payroll changes for accuracy, including: Compensation changesPromotions and transfersStatus changes (FT/PT, exempt/non-exempt)One-time payments and stipendsDeduction updatesRetroactive adjustmentsValidate approvals and supporting documentation prior to processing changesPartner with HR and Finance to ensure changes align with organizational policies and approved workflowsTime & Attendance AdministrationSupport timekeeping administration within PaylocityReview and troubleshoot timecard discrepancies, missed punches, and payroll exceptionsMonitor timecard approvals and follow up with managers as neededEnsure compliance with wage and hour requirements, including overtime and meal/rest break requirementsLeave & Benefits CoordinationCoordinate payroll impacts related to leaves of absence, including paid and unpaid leaveProcess benefit deductions accurately and timelySupport benefits and payroll reconciliation activitiesCoordinate final pay processing and PTO payouts for employee separationsReconcile monthly benefits invoices and statementsPrepare and provide reports for pension and 403(b) plan administrationSupport annual audits for the defined benefit pension plan and 403(b) retirement planAlong with Controller, serve as key administrator for the 403(b) audit processPrepare required Paylocity reports and census data for retirement plan administrationReconcile retirement plan reports and resolve discrepanciesCompliance & ReportingMaintain compliance with federal, state, and local payroll laws and regulationsOn an annual basis, prepare employee FTE report and coordinate with People & Culture in review and analysisReview and prepare compensation budget reporting to review analysis to budgetPrepare compensation reporting on headcount growthSupport payroll audits and provide documentation as requestedPrepare and review payroll-related reports and reconciliationsSupport year-end payroll activities including W-2 processingMaintain confidentiality of payroll and employee informationCoordinate with the Revenue Accountant to: Provide grant-related compensation informationMaintain tracking for grant-funded and endowment-funded positionsIn partnership with HR, prepare monthly compensation analytics and reportingCalculate and reconcile quarterly City of Seattle Payroll Tax obligationsReview quarterly Form 941 filings prepared by Paylocity and reconcile discrepanciesReview annual W-2 reporting and reconcile discrepanciesPartner with the Controller to analyze monthly and year-to-date variances between compensation budget and actualsEmployee SupportRespond to employee payroll inquiries in a timely and professional mannerProvide guidance to managers and employees regarding payroll processes and deadlinesSupport employees understanding of pay statements, deductions, and payroll timingSystems & Process ImprovementMaintain payroll data integrity within PaylocityIdentify opportunities to improve payroll workflows, controls, and efficienciesSupport payroll-related testing and system updatesAssist with implementation and optimization of payroll and HRIS processesWe Are Looking ForRequired QualificationsBachelor of Arts degree in accounting or equivalent combination of education and experienceFive to seven years' related payroll and accounting experience required with a demonstrated level of increasing responsibilitiesDemonstrated experience in exercising good judgment concerning accounting management and compliance practicesDemonstrated ability to establish and maintain effective relationships with executives, management, and employeesSuccessfully assess priorities and work well with deadlines, exceptional time management, problem solving, and analytical skillsExercise discretion in maintaining confidentiality of sensitive informationProficiency in Microsoft Office Suite, Teams, and internet-based researchExpertise in Microsoft Excel with an ability to create complex spreadsheets via formulas, pivot tables, and other excel functionsAbility to pass and maintain security background check clearance3–5+ years of payroll administration experienceExperience processing payroll in an HRIS/payroll systemStrong understanding of payroll processes, wage and hour laws, and payroll compliance requirementsExperience supporting timekeeping and payroll reconciliationsStrong attention to detail and accuracyStrong organizational and problem-solving skillsAbility to manage confidential information with discretionStrong customer service and communication skillsProficiency with Excel and payroll reportingPreferred QualificationsExperience with PaylocityExperience in nonprofit, museum, arts, cultural, or