Payroll Manager

The Payroll Manager and Administrator is responsible for the accurate and timely administration of payroll, compensation, benefits-related reporting, and payroll accounting processes. This role oversees biweekly payroll processing, payroll reconciliations, payroll-related tax reporting, and retirement plan reporting, while ensuring compliance with federal, state, and local regulations. 

The Payroll Manager partners closely with People & Culture, Finance, managers, and external vendors to maintain payroll accuracy, data integrity, and strong internal controls within our HRIS/Payroll system, Paylocity. This position also supports audits, reporting, and payroll-related financial analysis, and serves as a key operational resource for payroll systems, reporting, and process improvement initiatives. 

• Administer and process payroll accurately for 350 plus employees, in accordance with internal policies and regulatory requirements, and on schedule for all employees
• Manage and own the payroll process, being the knowledge expert on all employee and payroll policies and procedures
• Knowledge expert of Paylocity and other payroll systems
• Review and validate payroll data including earnings, deductions, taxes, accruals, and direct deposits
• Audit payroll transactions prior to processing to ensure accuracy and compliance
• Support regular and off-cycle payroll processing
• Ensure payroll changes are entered accurately and effective dated appropriately
• Maintain payroll records and supporting documentation
• Coordinate payroll processing timelines and communicate deadlines to stakeholders
• Review payroll to ensure that payroll is accurate, and submitted in accordance with deadlines
• Prepare reports to reconcile payroll on a biweekly basis
• Calculate wages, bonus and deductions and ensure that they are taxed appropriately
• Work closely with People & Culture to ensure that all employee changes are entered accurately, and the payroll system is accurate in calculating information
• Knowledge expert of position and roles, reviewing Employee Forms for accuracy in employee information, department coding, grant coding, and employee status

• Review employee payroll changes for accuracy, including:
  • Compensation changes
  • Promotions and transfers
  • Status changes (FT/PT, exempt/non-exempt)
  • One-time payments and stipends
  • Deduction updates 
  • Retroactive adjustments
• Validate approvals and supporting documentation prior to processing changes
• Partner with HR and Finance to ensure changes align with organizational policies and approved workflows

• Support timekeeping administration within Paylocity
• Review and troubleshoot timecard discrepancies, missed punches, and payroll exceptions
• Monitor timecard approvals and follow up with managers as needed
• Ensure compliance with wage and hour requirements, including overtime and meal/rest break requirements

• Coordinate payroll impacts related to leaves of absence, including paid and unpaid leave
• Process benefit deductions accurately and timely
• Support benefits and payroll reconciliation activities
• Coordinate final pay processing and PTO payouts for employee separations
• Reconcile monthly benefits invoices and statements  
• Prepare and provide reports for pension and 403(b) plan administration  
• Support annual audits for the defined benefit pension plan and 403(b) retirement plan  
• Along with Controller, serve as key administrator  for the 403(b) audit process  
• Prepare required Paylocity reports and census data for retirement plan administration  
• Reconcile retirement plan reports and resolve discrepancies 

• Maintain compliance with federal, state, and local payroll laws and regulations
• On an annual basis, prepare employee FTE report and coordinate with People & Culture in review and analysis
• Review and prepare compensation budget reporting to review analysis to budget
• Prepare compensation reporting on headcount growth
• Support payroll audits and provide documentation as requested
• Prepare and review payroll-related reports and reconciliations
• Support year-end payroll activities including W-2 processing
• Maintain confidentiality of payroll and employee information
• Coordinate with the Revenue Accountant to:  
  • Provide grant-related compensation information  
  • Maintain tracking for grant-funded and endowment-funded positions  
• In partnership with HR, prepare monthly compensation analytics and reporting  
• Calculate and reconcile quarterly City of Seattle Payroll Tax obligations  
• Review quarterly Form 941 filings prepared by Paylocity and reconcile discrepancies  
• Review annual W-2 reporting and reconcile discrepancies  
• Partner with the Controller to analyze monthly and year-to-date variances between compensation budget and actuals 

• Respond to employee payroll inquiries in a timely and professional manner
• Provide guidance to managers and employees regarding payroll processes and deadlines
• Support employees understanding of pay statements, deductions, and payroll timing

• Maintain payroll data integrity within Paylocity
• Identify opportunities to improve payroll workflows, controls, and efficiencies
• Support payroll-related testing and system updates
• Assist with implementation and optimization of payroll and HRIS processes

• Bachelor of Arts degree in accounting or equivalent combination of education and experience 
• Five to seven years’ related payroll and accounting experience required with a demonstrated level of increasing responsibilities 
• Demonstrated experience in exercising good judgment concerning accounting management and compliance practices 
• Demonstrated ability to establish and maintain effective relationships with executives, management, and employees 
• Successfully assess priorities and work well with deadlines, exceptional time management, problem solving, and analytical skills 
• Exercise discretion in maintaining confidentiality of sensitive information 
• Proficiency in Microsoft Office Suite, Teams, and internet-based research 
• Expertise in Microsoft Excel with an ability to create complex spreadsheets via formulas, pivot tables, and other excel functions 
• Ability to pass and maintain security background check clearance
• 3–5+ years of payroll administration experience
• Experience processing payroll in an HRIS/payroll system
• Strong understanding of payroll processes, wage and hour laws, and payroll compliance requirements
• Experience supporting timekeeping and payroll reconciliations
• Strong attention to detail and accuracy
• Strong organizational and problem-solving skills
• Ability to manage confidential information with discretion
• Strong customer service and communication skills
• Proficiency with Excel and payroll reporting

Preferred Qualifications

• Experience with Paylocity
• Experience in nonprofit, museum, arts, cultural, or unionized environments
• Familiarity with Washington State payroll and leave requirements
• Familiarity with Colorado payroll requirements
• CPP or FPC certification preferred

SAM is proud to be an equal opportunity employer and we are committed to fostering a respectful, inclusive, and welcoming workplace for all employees and volunteers. Guided by our mission to connect art to life and engage diverse communities, we strive to create a sense of belonging for all of the communities we serve. All qualified candidates will receive consideration for employment without regard to race, national origin, marital status, sexual orientation, gender identity, disability, military status, or any other protected characteristic