Payroll & Benefits Manager

Position Summary

The Payroll & Benefits Manager is responsible for the accurate, timely, controlled, and compliant administration of payroll and employee benefit processes for The Windward School.

The position manages the complete payroll cycle, coordinates payroll activities across the organization, maintains payroll checklists and controls, understands and applies applicable union requirements, and works with Human Resources, Finance, employees, and outside service providers to resolve payroll and benefits matters.

A central objective of this position is to minimize payroll errors and employee issues through disciplined procedures, documented controls, training, and proactive review.

Reports To

Director of Finance / Controller, with close coordination with Human Resources and senior financial leadership.

Primary Responsibilities

Payroll Administration

• Manage the complete payroll process for all employees.
• Coordinate payroll submissions and payroll-related information across departments and campuses.
• Ensure payroll is processed accurately and according to established schedules.
• Review employee earnings, deductions, adjustments, reimbursements, and other payroll changes.
• Verify payroll changes before processing.
• Review payroll registers and exception reports prior to final approval.
• Investigate and resolve payroll discrepancies promptly.
• Maintain appropriate documentation supporting payroll transactions.
• Coordinate off-cycle payments, corrections, and special payroll transactions when necessary.

Payroll Controls and Checklists

• Develop and maintain a comprehensive checklist for each payroll.
• Establish documented Standard Operating Procedures covering the payroll cycle.
• Ensure appropriate review and approval procedures occur before payroll is finalized.
• Document payroll exceptions and corrective actions.
• Perform periodic reviews of payroll processes to identify potential errors or control weaknesses.
• Recommend system or procedural improvements that reduce payroll risk.

Payroll Reconciliation and Accounting

• Reconcile payroll reports to payroll funding and general ledger accounts.
• Coordinate payroll journal entries with Accounting.
• Review payroll clearing accounts and ensure discrepancies are resolved promptly.
• Reconcile payroll liabilities, deductions, taxes, and benefit-related accounts.
• Provide payroll information required for monthly and annual financial reporting.
• Assist the Controller with payroll accruals and related accounting estimates.

Union and Regulatory Requirements

• Develop and maintain a strong working understanding of applicable union requirements affecting payroll.
• Ensure payroll processing properly reflects applicable compensation rules, contractual provisions, deductions, and other payroll requirements.
• Coordinate with Human Resources and management regarding payroll implications of union agreements.
• Monitor changes in payroll-related regulations and requirements.
• Maintain appropriate payroll records in accordance with applicable retention requirements.
• Assist with payroll-related audits and compliance reviews.

Employee Benefits Administration

• Coordinate the payroll aspects of employee withholding for benefit programs.
• Ensure benefit deductions are accurately reflected in payroll.
• Reconcile employee and employer benefit contributions.
• Coordinate with Human Resources and benefit providers regarding enrollment changes, deductions, and discrepancies.
• Resolve benefit-related payroll discrepancies.

Employee Service and Issue Resolution

• Serve as a primary finance contact for employee payroll.
• Investigate payroll questions quickly and provide clear responses.
• Track recurring employee payroll issues and identify underlying causes.
• Work proactively to minimize payroll problems before they affect employees.
• Maintain a high level of confidentiality and professionalism when handling employee information.

Training and Cross-Training

• Oversee training of employees involved in payroll preparation, review, and related processes.
• Cross-train designated finance staff to provide backup payroll coverage.
• Ensure appropriate personnel understand payroll deadlines, required documentation, and approval responsibilities.
• Provide training to managers regarding payroll submissions and required approvals.

Coordination With Finance and Human Resources

• Work closely with the Director of Finance / Controller on payroll controls, reconciliations, and financial reporting.
• Coordinate with Human Resources regarding new hires, terminations, compensation changes, benefits, leaves, and other employee-status changes.
• Ensure approved employee changes are communicated accurately and on a timely basis.
• Provide payroll information to FP&A for budgeting, forecasting, and personnel-cost analysis.

Year-End Responsibilities

• Coordinate calendar-year payroll closing procedures.
• Review year-end employee information for accuracy.
• Coordinate W-2 preparation and distribution.
• Reconcile annual payroll records to quarterly and annual payroll tax filings.
• Assist with preparation of payroll-related audit schedules.
• Coordinate required reporting with payroll and benefit providers.
• Resolve outstanding payroll issues prior to year-end reporting.

Key Performance Expectations

Success in the position should include:

• Payroll processed accurately and on schedule.
• Minimal payroll corrections and employee complaints.
• Documented payroll checklist completed for every payroll.
• Payroll accounts reconciled promptly.
• Timely resolution of payroll discrepancies.
• Accurate application of applicable union requirements.
• Accurate benefit deductions and reconciliations.
• Effective backup and cross-training for payroll responsibilities.
• Complete and current payroll Standard Operating Procedures.
• Strong coordination among Payroll, HR, Accounting, FP&A, and campus operations.

Qualifications

Required

• Bachelor’s degree in Accounting, Finance, Human Resources, Business Administration, or a related field, or equivalent payroll experience.
• Significant experience administering payroll.
• Knowledge of payroll taxes, deductions, payroll controls, and payroll accounting.
• Experience coordinating employee benefits.
• Advanced attention to detail and ability to work within strict deadlines.
• Ability to maintain confidential employee information.

Preferred

• Experience with unionized employees or collective bargaining agreements.
• Experience in an independent school, nonprofit organization, educational institution, or other complex multi-department environment.
• Experience working with payroll systems integrated with accounting and HR systems. ADP Comprehensive highly preferred.

Professional Profile

The successful Payroll & Benefits Manager will be highly organized, detail-oriented, service-focused, and committed to strong controls. The individual should combine technical payroll knowledge with an ability to communicate effectively with employees and management and should continuously seek opportunities to make payroll more accurate, efficient, documented, and reliable.