Salary Grade
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- Manage the operational, personnel, and financial activities of university payroll operations and functions. Examine and reengineer operations and procedures, formulate policy, and develop and implant new strategies, procedures, and documentation. Develop procedures and mechanisms for exceptions to standard policies and procedures. (14%)
- Responsible for overpayment collection. Promptly identify payroll overpayments and assure the timely and accurate accounting of repayments. Ensure any overpayment paid by a Sponsored Project is immediately moved to a non\-sponsored Program and obtaining written consent from the employee prior to the collection of overpayments. Ensure the processing of all overpayments of wages that departments identify. Ensure all outstanding checks are pulled off the bank statement. (14%)
- Coordinate payroll functions with the Human Resources and Financial Aid offices. Initiate various processes for salary distribution. Prepare weekly, monthly, quarterly and year\-end reports (gross payroll, hours worked, vacation accrual, tax deductions, benefits deductions, leave accruals, W\-2, etc.) for management. (14%)
- Audit and maintain financial records. Review and approve monthly billing for university employees working at outside facilities (annual invoicing totals approximately $30 million). Approve non\-salary journals to book fringe. Responsible for the manual booking for off\-cycle activity for fiscal year\-end. (10%)
- Administer the graduate student payroll and its process of paying graduate students. Work with departments/ schools to assist them in submitting proper documentation on a timely basis for the setting up and payment of graduate students. Create and maintain employee files and information for graduate students. Identify changes and/ or corrections required and work with the proper persons to resolve. Ensure the integrity of the graduate student payroll data; coordinate the process, identify and authenticate and document the students requiring E\-Verify. Investigate and resolve any discrepancies. (20%)
- Serve as the functional lead to ensure that payroll deadlines and reporting requirements are met. Develop procedural documentation and train new staff. Implement and monitor practices and procedures to comply with internal control procedures. (6%)
- Serve as a resource to individuals and departments; assist with identification and resolution of payroll problems. Make procedural decisions and judgments involving sensitive and confidential issues under stressful conditions. (6%)
- Coordinate the interface of the payroll system with both internal and external systems. Serve as a liaison with auditors, outside agencies and organizations to make deposits (ACH/Positive Pay files, Vanguard, HSA and TIAA CREF). (6%)
- Responsible for the department in the absence of the assistant controller. (5%)
- Ensure compliance with all applicable state and federal wage and hours laws. Keep abreast of the payroll processing system and changes in wage and tax laws. (1%)
- Perform other duties as assigned. (4%)
- Prefer experience within a complex organization; experience on an integrated computer system required; experience with PeopleSoft HCM a plus; experience supervising staff or running an office highly desirable.
- Knowledge of mathematics, accounting principles and practices, especially in the payroll area.
- Knowledge of payroll tax issues
- Ability to work independently and as a team member. Ability to work with individuals at all levels.
- Ability to work under pressure and manage deadlines while attending to details.
- Strong organizational, attention to detail, time management and written/verbal communication skills
- Maturity and judgment necessary to handle sensitive and confidential information
- Excellent customer service skills.
- Proven decision\-making and problem\-solving skills.
- Ability to manage staff.
- Process improvement focus.
- Proficient with Microsoft Office products; ability to effectively utilize the internet and email systems; experience with ERP payroll systems, PeopleSoft systems a plus.
- Willingness to learn and work with artificial intelligence (AI) tools and technologies.
- Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors, and customers face to face.
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Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $49,257 and $62,311, depending on qualifications, experience, department budgets, and industry data.
Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.
Job Description
POSITION OBJECTIVE
Working under general direction, the payroll manager plans, develops, interprets and implements payroll activities designed to ensure consistent application of the university policies/ procedures and federal/ state legislations. Key responsibilities include managing pay runs, monitoring both internal and external interfaces into the payroll system, data integrity, salary distribution, serving as interim head of the department when the assistant controller is absent, and overseeing the work of the payroll staff.
ESSENTIAL FUNCTIONS
NONESSENTIAL FUNCTIONS
CONTACTS
Department: Daily contact with the payroll department and the controller's office staff in the day\-to\-day operations of the Payroll Office; frequent contact with the PeopleSoft technical team in the running of payroll; occasional contact with the tax director to resolve open items or technical questions.
University: Daily contact with faculty, staff and students regarding personal confidential information and issues; frequent contact with Human Resources, the Office of Student Employment, Visa Office and department/school administrators to resolve payroll related questions.
External: Frequent contact with Key Bank and account service representatives, external providers such as MetLife as it relates to data interfaces for payroll, and administrators from outside organizations such as Cleveland Clinic and UH clinical departments as it relates to salary invoicing and payments.
Students: Daily contact with students to exchange information and resolve payroll issues
SUPERVISIORY RESPONSIBILITY
No direct supervision of staff employees. However, oversee the work of two payroll clerks during the processing of the bi\-monthly payroll and the monthly graduate student payroll; oversee office personnel during the absence of the assistant controller.
QUALIFICATIONS
Education/Experience: Bachelor's degree and 2 to 4 years of related experience; OR Associate's degree and 4 to 6 years of related experience; OR High school education and 6 years of related experience. Prefer certification from a national payroll organization.
REQUIRED SKILLS
WORKING CONDITIONS
Typical office environment; a high volume deadline\-oriented office.
Hybrid Eligibility
This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
EEO Statement
Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.
Reasonable Accommodations
Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216\-368\-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case\-by\-case basis.
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