Payroll Supervisor

Overview

UIC Arctic Operations & Development seeks a Payroll Supervisor to oversee payroll operations to ensure accurate, timely, and compliant payroll processing. Provides leadership to payroll staff and serves as the primary resource for payroll systems, controls, compliance, and reporting.

Responsibilities

Essential functions will include:

• Oversee the end-to-end payroll function across all companies, employee groups, and pay cycles.
• Ensure payroll is processed accurately, timely, and in accordance with company policies and established payroll schedules.
• Supervise, train, and provide day-to-day direction to Payroll staff; establish priorities and review work for accuracy and completeness.
• Review and approve payroll prior to final processing, including wages, overtime, leave, bonuses, deductions, reimbursements, and other compensation.
• Review payroll adjustments, corrections, off-cycle payrolls, and final payments for accuracy and appropriate authorization.
• Oversee the accuracy and completeness of employee timekeeping data and resolve significant or recurring timekeeping issues.
• Ensure compliance with applicable federal, state, and local wage and hour laws, payroll tax requirements, and record-retention requirements.
• Oversee payroll tax calculations, deposits, filings, reconciliations, and resolution of tax notices or discrepancies.
• Review quarterly and annual payroll reporting, including Forms 941, W-2, W-3, and other required filings.
• Monitor changes to payroll laws, tax requirements, and regulations and implement necessary changes to payroll procedures and systems.
• Oversee administration of garnishments, child support orders, levies, benefit deductions, and other payroll deductions.
• Review monthly payroll reconciliations, payroll liabilities, and payroll-related general ledger accounts.
• Coordinate with Accounting to ensure payroll expenses and liabilities are accurately recorded in the appropriate company, project, department, account, and accounting period.
• Review labor distributions and payroll coding for accuracy and coordinate corrections with Accounting and operational personnel.
• Serve as payroll system owner and oversee payroll configurations, earning and deduction codes, tax settings, system updates, integrations, and user access.
• Develop, maintain, and enforce payroll policies, procedures, approval requirements, and internal controls.
• Maintain appropriate segregation of duties and controls over payroll changes, direct deposit information, payroll processing, and payment authorization.
• Identify and implement process improvements to increase payroll efficiency, accuracy, automation, and internal control.
• Partner with Human Resources regarding employee onboarding, terminations, compensation changes, benefit elections, leave, and other personnel actions affecting payroll.
• Generate and analyze payroll information, including labor costs, overtime, PTO, timekeeping trends, and other payroll metrics.
• Support financial statement, benefit plan, workers' compensation, government, and other payroll-related audits.
• Monitor compliance with contractual payroll requirements, including prevailing wage, union, SCA, DBA, and other requirements, as applicable.
• Serve as the primary escalation point for complex payroll issues and corporate or subsidiary payroll inquiries.
• Maintain confidentiality and appropriate access controls over payroll and employee information.
• Serve as backup for payroll processing and other critical payroll functions to ensure continuity of operations.
• Perform other accounting and administrative duties as assigned.

Knowledge, Skills & Abilities:

• Excellent communication and time-management skills.
• Organization skills.
• Strong attention to detail.
• Computer Literate and competent in the use of Excel spreadsheets, Word and Microsoft Outlook.
• Punctuality and good attendance is essential.
• Strong interpersonal and communication skills with the ability to perform in a fast pace environment.
• Valid Driver's license with good driving record.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas in writing so others will understand.
• Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Performing day-to-day administrative tasks such as maintaining information files and document processing.
• Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Developing constructive and cooperative working relationships with others and maintaining them over time.

Qualifications

Minimum Qualifications:

• 5+ years of progressive payroll experience, including leadership responsibility.
• Experience in multi-entity and multi-state payroll environments.
• Strong knowledge of payroll processing, taxation, compliance, and reconciliations.
• Strong organizational, analytical, and communication skills.
• Experience with payroll and financial systems (e.g. UKG, SAGE 300/Timberline, Intacct)
• Experience with SCA, DBA, prevailing wage, and/or Union payroll.

Preferred Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field (or equivalent experience).
• Sage 300 experience.
• Certified Payroll Professional (CPP) qualification.
• Advanced skills in Microsoft Office Suite – Excel, Outlook and Word.
• Experience with SCA, DBA, prevailing wage, and/or Union payroll.

Physical and Mental Demands:

• Work is primarily sedentary and performed at a computer workstation.

• Must be able to sit for extended periods and perform repetitive data entry.

• Occasional lifting of files or boxes up to 10 pounds.

• Requires focus, attention to detail, and the ability to manage multiple tasks under deadlines.

• Must be able to communicate effectively and professionally with internal and external stakeholders.

Working Conditions:

• Work is performed in a standard office environment.

• Noise level is generally moderate, typical of office settings.

• Occasional extended hours may be required during peak periods (e.g., month-end, year-end).