Assistant Payroll Manager

Assistant Payroll Manager

The Assistant Payroll Manager supports the administration, compliance, and operational functions of payroll for seven separate entities of The Claremont Colleges. This position serves as a technical payroll specialist with responsibility for ensuring payroll compliance with federal, state, local, and international reporting requirements; auditing payroll transactions and tax withholdings; monitoring multi-state payroll compliance; and supporting payroll processing activities. The role works closely with the Payroll Manager to help ensure accurate and timely payroll operations while identifying opportunities for process improvement, system optimization, and enhanced internal controls.

This position serves as the primary backup to the Payroll Manager and supports business continuity by developing comprehensive knowledge of payroll operations, compliance, payroll systems, taxation, and reporting requirements. Working closely with the Payroll Manager, the incumbent participates in cross-training, knowledge transfer, and continuous process improvement to ensure the effective delivery of payroll services.

The Assistant Payroll Manager serves as a subject matter expert in payroll taxation, regulatory reporting, payroll compliance, and payroll system controls. Working collaboratively with Human Resources, Finance, Benefits, Information Technology, and external agencies, this position supports accurate and compliant payroll operations, assists with complex payroll issues, and contributes to the continuous improvement of payroll processes and services.

Essential Functions

Payroll Compliance & Regulatory Reporting:

• Monitor and ensure compliance with federal, state, and local payroll tax regulations, wage and hour laws, and institutional policies.
• Review payroll transactions to ensure accurate employee taxation, earnings, deductions, and benefit withholdings.
• Coordinate payroll compliance activities related to employees working in multiple states, including tax registrations, withholding requirements, reciprocal agreements, and unemployment insurance reporting.
• Monitor and maintain compliance with payroll requirements for nonresident aliens, international employees, visiting scholars, and other foreign nationals.
• Coordinate tax treaty administration, nonresident alien tax reporting, and annual Form 1042 and 1042-S reporting requirements.
• Prepare, review, and reconcile quarterly and annual international payroll tax filings and related supporting documentation.
• Research and interpret changes to payroll regulations and communicate impacts to payroll operations, management, and institutional stakeholders.
• Assist with establishing and maintaining employer tax registrations and reporting requirements in additional states as needed.

Payroll Audit & Quality Assurance:

• Conduct detailed audits of payroll registers, tax reports, deduction reports, and payroll reconciliations to ensure accuracy and compliance.
• Perform payroll account reconciliations and assist in resolving payroll-related discrepancies.
• Develop and maintain audit procedures, internal controls, and quality assurance processes designed to strengthen payroll accuracy and compliance.
• Prepare audit schedules, supporting workpapers, and documentation for internal and external auditors.
• Research and respond to payroll-related audit findings, inquiries, and compliance reviews.

Payroll Operations Support:

• Assist in coordinating payroll processing activities to ensure timely and accurate payroll delivery.
• Review and validate payroll calculations including supplemental payments, retroactive adjustments, taxable fringe benefits, and special compensation arrangements.
• Provide technical support and guidance to payroll staff, Human Resources personnel, and campus constituents regarding payroll taxation and compliance matters.
• Assist in payroll system testing, upgrades, implementations, and validation of payroll-related system changes.
• Develop and maintain payroll procedures, documentation, and training materials.
• Respond to complex payroll inquiries regarding tax withholding, wage reporting, international taxation, and multi-state payroll matters.

Reporting & Analytics:

• Prepare and analyze payroll compliance reports, tax reports, reconciliation reports, and year-end reporting schedules.
• Monitor payroll trends and identify opportunities to improve payroll controls, processes, and operational efficiencies.
• Support annual payroll year-end activities, including Forms W-2, W-2C, 1042-S, 990 and other regulatory reporting requirements.
• Generate and review reports used to verify payroll accuracy, tax compliance, and reporting integrity.

Professional Leadership:

• Serve as a payroll compliance resource and subject matter expert for payroll staff and institutional stakeholders.
• Provide training and guidance regarding payroll regulations, multi-state taxation, and international payroll requirements.
• Assist the Payroll Manager in mentoring payroll staff, supporting cross-training initiatives, and promoting consistent payroll practices to ensure operational continuity.
• Assist the Payroll Manager in evaluating payroll operations, recommending process improvements, and implementing strategic initiatives to enhance compliance, efficiency, and customer service.
• Perform other related duties as assigned.

Other:

• Manage or participate in special projects as assigned.
• Perform other related duties as assigned.

Qualifications

Unless otherwise stated, the following qualifications are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.

Education: A bachelor's degree in accounting or a related field.

Experience: Five + years of progressively responsible professional experience in payroll administration, accounting, finance, or a closely related field; or an equivalent combination of education, training, and experience. Experience must include:

• Supervising or leading the work of payroll staff.
• Processing payroll using an enterprise HR/Payroll system.
• Working with computerized financial management and electronic timekeeping systems.
• Interpreting and applying payroll tax laws and payroll compliance requirements

Knowledge, Skills, and Abilities:

• Expert knowledge in state and federal laws and regulations related to the payroll function, and the ability to research, understand, and apply new regulations as needed.
• Knowledge regarding the establishment of an employer tax presence in other U.S. states.
• Knowledge of basic accounting principles and requirements as applicable to duties.
• Superior customer service orientation with the ability to deescalate tense situations and rebuild trust.
• A proven self-starter, with very strong analytical, problem-solving, critical thinking, and research skills.
• Able to always maintain and promote strict confidentiality and the highest degree of ethical standards.
• Demonstrate maturity, tact, and maintain composure in difficult, sensitive, and unexpected situations.
• Demonstrates initiative through early identification and timely resolution of problems.
• Strong skills in organization, time management, and switching quickly between tasks. Able to meet deadlines and ensure direct reports to so as well in a fast-paced environment with a heavy workload.
• Able to learn new software and other technology as needed.
• Serve as a leader in developing new policies and procedures, as required and demonstrates the ability to follow through with the implementation and/or change.
• Strong written and oral English language skills. Spanish language skills are a plus.
• Proficiency in the recent version of the Microsoft Office suite, with advanced skills in Excel. Able to create and understand complex with spreadsheets with formulas, pivot tables, and graphs.
• Ability to share knowledge and information clearly and concisely.
• Able to quickly learn new procedures and tasks.
• Skilled at building trust, respect, and effective and responsive communication with direct reports, colleagues, and stakeholders.
• Establish and maintain cooperative and effective working relationships with individuals at all levels of an organization and from diverse backgrounds.
• Able to use effective and sound judgment in determining and following through on priorities.
• Ability to switch quickly between tasks and demonstrate responsiveness to constituents, peers, and supervisors.
• Manage multiple priorities and tasks effectively and demonstrate resiliency.
• Demonstrate openness to generate new ideas and change.
• Demonstrate follow-through and implement plans and changes.
• Engage in and promote safe work practices.
• Performance management skills and effective methods to coach and develop direct reports.
• Able to seek opportunities to expand knowledge and further develop skills and abilities.
• Proven accuracy and strong attention to detail.
• Create comprehensive and complex reports, executive summaries, and communications using proper business writing, metrics, and tables/diagrams as needed. Prepare and deliver presentations as needed.
• Demonstrate a professional image through dress, demeanor, and communication.

Preferred Qualifications:

• Certified Payroll Professional (CPP)
• Experience with Workday Payroll and Time Tracking

Physical Requirements:

• This position primarily performs work in an