Senior Payroll Specialist

Department: Accounting/Payroll
Division/School: Finance and Administration
Job Title: Senior Payroll Specialist
Reports To: Senior Accounting Manager
Employment Type: Full-Time, Non-Exempt
Bargaining Unit: Not Represented - Confidential
Work Location: On-Site - Vista Village
Benefits: This position is eligible for a comprehensive benefits package, including medical, dental, vision, retirement, paid time off, holidays, and other applicable benefits, subject to applicable policies and eligibility requirements.

SUMMARY

The Senior Payroll Specialist is responsible for ensuring the timely and accurate processing of bi-weekly and semi-monthly payrolls for 1400 plus employees, including faculty, staff and students. This position will also perform duties related to payroll operations, including compiling payroll statistics, maintaining payroll control records, and calculating payrolls, in accordance with Federal, State, and local laws using in-house payroll system (Paycom).

ESSENTIAL JOB FUNCTIONS (includes but not limited to):

• Process in-house payroll for semi-monthly and bi-weekly payrolls using Paycom .

• Maintain the highest level of confidentiality concerning all payroll and personnel related information. 

• Review, analyze and audit payroll data and reports for accuracy to detect and reconcile payroll discrepancies.

• Process paperwork for student workers and enter information into Paycom.

• Prepare, process, and track wage garnishments and child support orders.

• Oversee employee direct deposit, W-4 withholding, garnishments, ride share to update payroll records.

• Maintain filing system for payroll and related records.

• Record employee information, such as W-4s, transfers, and resignations, to maintain and update payroll records.

• Process and issue employee paychecks, including reissue for stop pays.

• Issue and record pay related adjustments for previous errors or retroactive increases.

• Prepare and transmit direct deposit and positive pay files to  the bank

• Prepare 403(b) transmission files and transmit on Transamerica website.

• Prepare and transmit direct deposit reversals.

• Prepare and issue payroll reports after each payroll.

• Process quarter end on an as need basis.

• Reconciliation of the tax payments to the payroll register for both SM & BW payrolls.

• Preparation for the monthly journal entries for the Transamerica Annuity funding.

• Training of new payroll employees using our in-house system.

• Testing of patches in the test environment before implemented in production.

• Responsible for updating new procedures as needed when new payroll functionality.

• Review of DMA spreadsheets and reconciling to current pay, watching for overages in accruals.

• Responsible for sending out Labor Reports to department leads for budget purposes.

• Responsible for notifying FWS when overage occurs in preparation of journal entry.

• Notifying the Senior Accounting Manager of any out-of-state addresses regarding faculty during the EPOV period.

• Review of payrate calculations for employees during the EPOV period.

• Verification of payroll reports for discrepancies.

• Responsible for the payroll email which entails interpretation, research and solutions in a timely fashion.

• Other duties as assigned.

SKILLS/ABILITIES:

• Ability to work independently and able to work within a team environment.

• Knowledge of payroll laws, regulations and taxes.

• Read and interpret documents and reports.

• Work closely with faculty, staff and student to resolve payroll related issues.

• Ability to give full attention to what other people are saying, taking time to understand the points being made and asking questions as appropriate.

• Strong verbal and written communications skills.

• Maintain accurate and organized records.

• Calculate figures and amounts using a 10-Key by touch.

• Ability to assume responsibility for assignments and to perform them in accordance with minimal supervision.

• Ability to troubleshoot system-operating errors and recommend remedies to fix problems.

• Proficiency in Microsoft Office, Google, DocuSign and Adobe.

• Critical thinking skills and accuracy required.

EDUCATION:

• High school diploma required. Associate degree in business or accountancy desired. 

EXPERIENCE:

• Minimum of three years of payroll processing experience.

• Experience with Paycom Payroll system preferred.

• Experience with Colleague ERP system preferred.

• Experience working in higher education institutions preferred.

Application Process: Applicants must complete and submit a full employment application through the job posting.

Equal Opportunity Employer

CalArts is an Equal Opportunity Employer (EOE). We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by federal, state, or local law.