Payroll Manager

Workweek 40 Hours | Flexible schedule to meet department needs Position Summary The Payroll Manager is responsible for the administration, and oversight of all payroll operations for the College. This position ensures the accurate and timely processing of payroll while maintaining compliance with federal and state regulations, retirement system requirements, collective bargaining agreements, and institutional policies. The Payroll Manager serves as the College’s subject matter expert for payroll-related matters, providing leadership in payroll compliance, reporting, audits, process improvement, and internal controls. The position collaborates closely with Human Resources, Information Technology, Finance, and external agencies to support institutional effectiveness, fiscal stewardship, and regulatory compliance. Essential Job Functions and Responsibilities Payroll Administration and Processing Manage the accurate and timely processing of bi-weekly payroll, ensuring compliance with applicable laws, regulations, collective bargaining agreements, and institutional policies. Process payroll adjustments as necessary; including, but not limited to: retroactive pay, gross-up calculations, manual checks, voids, reissues, and direct deposit reversals. Establish and maintain payroll deduction and earnings codes, including garnishments, retirement plans, deferred compensation, union dues, and benefit-related deductions. Direct payroll schedules, calendars, pay periods, and operational deadlines within the ERP system. Serve as primary contact for ADP, the College’s vendor for all out-of-state tax-related issues. Compliance and Regulatory Reporting Oversee the preparation, reconciliation, review, and filing of all required federal and state payroll tax returns, unemployment reports, workers' compensation reporting, and year-end filings, including W-2 reporting. Lead payroll compliance efforts and ensure adherence to federal and state payroll regulations, IRS requirements, retirement system regulations, and institutional policies. Serve as the primary payroll compliance resource for internal and external audits. Administer and monitor compliance for wage garnishments, retirement contributions, flexible spending accounts, and other statutory or voluntary deductions. Manage state payroll tax and unemployment accounts, including employment tax filings and multi-state compliance for a distributed workforce. Act as the primary business owner and point of contact for state payroll tax and unemployment accounts, overseeing account registration and maintenance while ensuring the accurate and timely filing and payment of employment taxes across all applicable employee work and residence jurisdictions. Maintain payroll record retention and coordinate document archival and destruction in accordance with regulatory requirements. Retirement Compliance and Reporting Prepare and distribute biweekly earnings report following each payroll cycle to SURS. Partner with Human Resources to ensure accurate retirement reporting and compliance with applicable regulations. Monitor annual limits for deferred compensation and other benefit programs to ensure compliance. Reconciliation, Reporting and Financial Oversight Oversee payroll-related journal entries and general ledger reconciliations to ensure financial accuracy and integrity. Lead quarterly and fiscal year-end close processes related to payroll. Prepare audit schedules and reports, including accrued salary and leave liabilities. Provide payroll analytics, reporting, and operational insights to Human Resources, Financial Aid, leadership, and other departments as needed. Analyze payroll trends and identify opportunities to improve efficiency, strengthen internal controls, and mitigate institutional risk. Systems, Training and Process Improvement Maintain payroll-related employee data within the ERP system, ensuring accuracy and integrity. Lead testing, implementation, and evaluation of payroll system enhancements, regulatory updates, and technology improvements in partnership with Information Technology and Human Resources. Troubleshoot payroll and time-entry issues and provide training to employees and supervisors. Establish, maintain, and continuously improve payroll procedures, documentation, and internal controls. Conduct regular reviews of payroll processes and implement improvements that enhance efficiency, strengthen internal controls, and improve service delivery. Work with IT and external vendors to oversee payroll systems, ensuring accuracy, compliance, and timely resolution of issues and updates. Serve as the functional lead for payroll systems and payroll-related technology initiatives. Collaboration and Communication Serve as the College’s primary resource for employee inquiries regarding payroll, taxes, deductions, compensation, and payroll compliance matters. Provide payroll support to Human Resources, including wage verification and workers’ compensation coordination. Communicate payroll deadlines, schedule changes, and year-end information to employees. Collaborate with Business Office colleagues, institutional leadership, internal departments, external agencies, auditors, and vendors to support payroll operations and institutional objectives. Perform additional duties as assigned by the immediate supervisor. Required Qualifications Bachelor’s degree in Accounting or related field from a regionally accredited institution or equivalent experience. Seven or more years of direct experience processing payroll. Strong knowledge of basic accounting principles, payroll procedures, and data processing. Experience with ERP or Payroll Systems. Desired Qualifications Experience with Ellucian Colleague. Experience overseeing payroll in a higher education environment. Experience overseeing payroll in a unionized environment with multiple collective bargaining agreements and employee categories. Skills and Specifications Proficient in Microsoft Office Suite. Demonstrated technical acumen and mathematical aptitude. Ability to grow with the technological and philosophical directions implemented by the College. Strong attention to detail and data accuracy. Highly developed analytical and problem‑solving skills. Strong communication skills and the ability to build relationships with employees at all levels of the college. Organized and able to work independently, while maintaining a strong team orientation. Critical‑thinking skills and ability to solve exceptions or challenges as they arise. Commitment and respect for diversity, equity and inclusion. Commitment to the College’s mission, vision, values, and goals. Equal Employment Opportunity. McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment. MCC is committed to fostering an inclusive and accessible college community. To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at View email address on click.appcast.io. #J-18808-Ljbffr