Director, U.S. Payroll Operations

PURPOSE AND SCOPE:

This position directs the activities of multiple tightly integrated teams within the U.S. Payroll department responsible for paying over 60,000 employees. The position is responsible for directing the following teams and activities: (1) processing team which provides daily support to all our employees in preparation for each payroll cycle; (2) systems operations team which is responsible for all payroll job scheduling and execution, table maintenance, system testing, and systems development, process improvement and system optimization; and (3) tax team which takes ownership for all payroll tax related matters including filings, payments and audits.

• Direct a staff responsible for the core processing activities required to prepare for each payroll cycle. This includes employee file maintenance, reviewing audit reports, providing daily support to the field for both PeopleSoft and Kronos, processing special payment requests, and handling daily off-cycle (manual) check requests. Responsible for coordinating all expatriate and inpatriate activity.
• Direct a staff responsible for the planning, scheduling, coordination, and execution of all payroll system processes in both the Workday HR/Payroll and Kronos applications.
• Direct a staff responsible for the processing, filing, and funding of payroll taxes in collaboration with ADP
• Direct the execution of all payroll project and enterprise-wide initiatives, including working with the payroll management team to establish appropriate priorities. Work closely with IT to monitor the progress of all Quality Center requests and provide support and guidance to IT.
• Ensure project documentation and deliverables conform to process standards and meet business and operational

requirements. Direct testing activities to ensure systems operate according to specification. Monitor project work plans and timelines.

• In coordination with IT and other payroll personnel, direct all payroll systems development and implementation, including upgrades, updates, and applying patches. Direct implementation of new technology and oversee new functionality development while providing recommendations on production implementation.
• Coach, lead, and focus on staff development. Encourage team participation in developing and implementing enhancements

to methods and procedures and by sharing ideas with others. Ensure team members are kept informed of best practices and processing efficiencies.

• Assess training requirements and develop and conduct training sessions to ensure that all team members are consistently

and continuously trained in PeopleSoft, Kronos, and other key applications. Ensure existing documentation is accurate and up-to-date. Oversee that appropriate training is conducted for all new team members.

• Work with GBS HR RUN Lead to define and develop the department's long-term strategic goals in coordination with the company’s objectives. Establish annual payroll operational goals and objectives and provide continuous feedback on progress.
• Identify opportunities for process improvement including cost reduction. Promote standardization and best practices across

all business segments. Present business case for implementing solutions. Negotiate with outside vendors as needed.

• Help to resolve payroll issues escalated by team members. Position requires a thorough and detailed understanding of the daily activities of the processing and systems operations teams in order to provide guidance, assistance, and direction. Incumbent must be able to fulfill the job duties of the direct staff, as needed.
• Ensure appropriate backup coverage by reacting to planned and unplanned absences. Assist in developing, maintaining, and

coordinating emergency backup and evacuation plans in order to minimize any critical impact on production activities.

• Apply quality improvement techniques by utilizing data measurement to identify root cause and implement corrective action in areas where improvement is needed. Conduct statistical reporting to provide feedback to management and field personnel.
• Oversee HR Employee Service Center (ESC) issues that escalate to a tier-2 payroll level through the case management software. Ensure that payroll personnel are responding to and closing all cases in a timely manner.
• Identify trends in cases requiring tier-2 payroll support and work with ESC personnel to assess whether certain activity could be handled by tier-1 support. Assist with additional payroll training for ESC team members as needed.
• Identify opportunities to improve the level of payroll customer service to all employees. Analyze case management data and processes, conduct periodic surveys, form focus groups, and benchmark best practices.
• Work with business management to ensure that Payroll receives paperwork and time data timely and accurately. Maintain close interaction with key personnel in other areas of the organization. Participate in special projects as needed, including planning for acquisition activity.
• Initiate quality assurance measures by developing tools to perform periodic database audits to ensure validity of employee data.
• Assist in responding to all internal and external audit reviews. Ensure that established policies and procedures are followed by the Payroll team members by conducting monthly random reviews.
• Oversee the maintenance of payroll content on the HR Employee Service Center portal and Company intranet.
• Assist in defining Payroll’s Standard Operating Policies & Procedures (SOP&Ps), including documenting, implementing, and enforcing those SOP&Ps.
• Develop, document, implement, and comply with all defined Sarbanes Oxley key and other internal controls. Comply with all departmental objectives, government regulations, and company policies.
• Other duties as assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Day to day work includes desk and personal computer work. The position may require overnight travel to various locations within the organization, and travel for meetings may also be required. The work environment is characteristic of a business office facility with air temperature control and moderate noise levels.

Must be able to work as needed, including all days of the week, in order to be available and provide assistance to all team members.

SUPERVISION:

This position reports to the GBS HR RUN Lead, and will be responsible for team consisting of 25-30 employees in varying roles from specialist to supervisors. Person is expected to coach and counsel team members and is responsible for conducting annual performance reviews.

RELATIONSHIPS

Internal Contacts: The position involves extensive interaction with all Payroll employees, and will also work with personnel in other administrative functions including IT, Accounting, Treasury, and Human Resources. Work closely with Corporate personnel and field management as needed.

External Contacts: Need to effectively work with outside vendors and suppliers as necessary. May need to interact with financial institutions and vendor(s) handling paycheck printing and garnishment administration.

EDUCATION

• Bachelor's Degree in Finance, Accounting, or Business Administration is preferred.
• Certified Payroll Professional Certification is a plus.

EXPERIENCE AND REQUIRED SKILLS:

• 10+ years of Payroll experience, including managing projects in a large organization (5,000 employees or more).
• Must have 5+ years supervisory experience, preferably supervising at least 3 people.
• Strong knowledge of payroll concepts and processes.
• Strong understanding and working knowledge of the Workday HR/Payroll application
• Strong working knowledge of the Kronos timekeeping system.
• Basic understanding of the general ledger and payroll taxes in a multi-state environment.
• Strong knowledge and comfort with systems applications, including advanced functionality with Microsoft Office.
• Proven ability to identify problems and take initiative to implement corrective action.
• Ability to continuously think of ways to perform job duties more efficiently and effectively.
• Exceptional communication, organizational, customer service, interpersonal and analytical skills.
• Experience in a high volume and multifaceted environment is required with the ability to meet deadlines.
• Strong focus on controls and adherence to all established policies and procedures.

The rate of pay for this position will depend on the successful candidate’s work location and qualifications, including relevant education, work experience, skills, and competencies.
Rate: $147,700 - $221,600 for Waltham, MA area
Benefit Overview: This position offers a comprehensive benefits package including medical, dental, and vision insurance, a 401(k) with company match, paid time off, parental leave and potential for performance-based bonuses depending on company and individual performance

Fresenius Medical Care maintains a drug-free workplace in accordance with applicable federal and state laws.