Manager, Payroll

Summary:

Overview

The Payroll Manager assists the Senior Payroll Manager and Payroll Director in accurately processing payroll for around 1300+ union and non- union employees, in a multi-state tax environment.

Who We Are

The Financial Control team manages the organization’s accounting function which includes Accounts Payable, Payroll, Corporate Card Administration, Travel and Expense Management, Banking and Merchant Account Set Up, and all other general accounting areas. The FC team also produces the annual IRS Form 990 and annual audited financial statements, as well as oversees the monthly financial close process and production of financial statements and reports to guide decision-making

What You’ll Do

In this role you will be a vital part of payroll operations, payroll analysis and reporting functions, and serving to support our benefits and compensation teams.  

• Manager, Payroll reports directly to the Director, Payroll has no direct reports.

Where and When You’ll Work

• This position is based at the ASPCA’s 8th Avenue office in New York, NY but does not require full-time onsite work; the role allows for flexibility to work from home to the extent approved by the manager and Department Head.

• This position is generally expected to work Monday – Friday, approximately during standard business hours in the Eastern time zone and specifically be available by 9:00 AM ET on Monday mornings.

• This hybrid position requires the ability and willingness to report to ASPCA locations in New York, NY up to about 1-2 days per week, and travel up to 5% annually (1-2 trips per year), as needed.

What You’ll Get

Compensation

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.

• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.

• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.

• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

Responsibilities:

Responsibilities

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

Payroll Operations:

• Calculate, complete and settle payroll

• Create and upload EIBs for holiday time entry, homestead payments, and life credit into Workday

• Make necessary payroll inputs (missing hours, retroactive amounts, lunch adjustments, union dues set-ups and state and local tax changes)

• Create on demand checks for Cash in Lieu requests

• Calculate special payments and verify accuracy of and entered payroll data into the payroll system

• Setup federal, state & local tax allocations

• Process cost allocations based on cost center’s requests

• Review sub periods to ensure deductions are accurately prorated 

• Serve as a back-up to the Senior Payroll Manager. When serving in this capacity, run ADP integrations and Process Empower 401(k) payments/reconciliations

• Audit the benefit changes and compensation changes

• Review, calculate and prepare all retroactive adjustments, advances and manual checks in accordance with company policy

• Processing garnishments and employee 401(k) loans

Payroll Analysis and Reporting Functions:

• Assist in the timely and accurate submission and processing of both the union and non-union payrolls

• Assist in coordinating the receipt of data, calculating special payments verifying accuracy of and entering the payroll data into the payroll system

• Analyze the address report for state changes and local tax implications

• Assist in the review and reconciliation of all payroll accounts

• Assist in researching and resolving all employees’ inquiries relating to payroll

• Maintain required records, reports and files in compliance with regulatory agencies

• Promptly execute all post-processing audits to validate payroll accuracy and make any necessary adjustments with the goal of an error-free payroll

• Field employee questions regarding payroll

• Interact with and communicate to employees, managers, service providers, and internal departments regarding required documentation and procedures

• Work with Payroll consultants in resolving any payroll Workday issues 

• Support Senior Payroll Manager and Payroll Director on special projects and ad-hoc reporting as needed

Benefits Function:

• Support in identifying and correcting benefit discrepancies due to administrative errors

• Serve as the Payroll benefits liaison by ensuring that all data is flowing accurately to payroll on a weekly basis including but not limited to 401(k) salary reductions, 401(k) initial enrollments, transit check changes, pet insurance changes, and FMLA/disability leave pay

• Set up, adjust or stop 401k loans

Compensation Function:

• Support in identifying and correcting compensation discrepancies due to administrative errors

• Serve as the Payroll compensation liaison by ensuring that all data is flowing accurately to payroll on a weekly basis including but not limited to new hires, terminations, merit increases, compensation adjustments, and one-time payments

Other Responsibilities:

• Create and maintain job aids to assist employees with managing their payroll and personal data

• Analyze and provide variance explanations for monthly deduction accounts such as Union Dues, Transit Check, and Flexible Spending

• Complete payroll employment verifications and information subpoenas 

Qualifications

• Demonstrates knowledge of payroll functions, procedures, and controls.

• Demonstrates knowledge of basic accounting principles and comprehension of controls for audit compliance

• Familiar with payroll audit procedures and familiarity with regulations and requirements as they pertain to payroll processing

• Understanding of 401K plans, including employee deferral, employer matches and contributions

• Experience with payroll software; knowledge of Workday

• Excellent Microsoft Excel and Word skills

• Strong verbal and written communication skills

• Strong math skills; read technical information; composes a variety of documents, and solve practical problems

• Ability to research & handle extremely confidential information in a professional & discretionary manner.

• Strong PC Skills (Microsoft Office including Excel & Word), required

• Strong writing skills for internal correspondence

• Proven ability to follow –up and respond to customer requests and inquiries   

• Ability to exemplify ASPCA’s core values and behavioral competencies.

Language

• English (required)

Education and Work Experience

• Bachelor’s degree preferred

• Minimum of five (3-5) years demonstrating exceptional experience processing payroll (Full Time, Part Time, Salaried, Hourly, etc.)

• Experience working with an automated payroll system, preferably ADP Smart Compliance and Workday

• Experience with working through systems changes and upgrades

• Experience with unions and union contracts. (Paid Time Off (PTO- banks), differentials, over time (OT), Skill Based Pay (SBP) 

• Specific knowledge required to satisfactorily perform the functions of the job includes; payroll processing principles; business telephone etiquette; an applicable code, laws, rules and regulations

• Working knowledge of payroll audit procedures and familiarity with SOX regulations and requirements as they pertain to payroll processing

Language:

Education and Work Experience: