Assistant Payroll Manager

ABOUT THE POSITION:

The Assistant Payroll Manager supports the administration, compliance, and operational functions of payroll for seven separate entities of The Claremont Colleges. This position serves as a technical payroll specialist with responsibility for ensuring payroll compliance with federal, state, local, and international reporting requirements; auditing payroll transactions and tax withholdings; monitoring multi-state payroll compliance; and supporting payroll processing activities. The role works closely with the Payroll Manager to help ensure accurate and timely payroll operations while identifying opportunities for process improvement, system optimization, and enhanced internal controls.

This position serves as the primary backup to the Payroll Manager and supports business continuity by developing comprehensive knowledge of payroll operations, compliance, payroll systems, taxation, and reporting requirements. Working closely with the Payroll Manager, the incumbent participates in cross-training, knowledge transfer, and continuous process improvement to ensure the effective delivery of payroll services.

The Assistant Payroll Manager serves as a subject matter expert in payroll taxation, regulatory reporting, payroll compliance, and payroll system controls. Working collaboratively with Human Resources, Finance, Benefits, Information Technology, and external agencies, this position supports accurate and compliant payroll operations, assists with complex payroll issues, and contributes to the continuous improvement of payroll processes and services.

COMPENSATION

Pay: The pay rate for this position is $8,750 - $9,583.33 monthly, $105,000-$115,000 if annualized.

Benefits: This position is eligible for our employment benefits package including:

• 10% retirement contributions after one year (no matching required)
• Tuition Remission and Professional Development funds
• Access to fitness facilities
• Generous time off including 11 paid holidays, up to 22 vacation days and 12 sick days per year, and a paid Winter Closure.
• Medical, Dental, Vision

 Work Schedule: The regular hours for this full-time position are 8a.m. to 5 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to needs of the organization or business unit.

ESSENTIAL FUNCTIONS

Payroll Compliance & Regulatory Reporting:

• Monitor and ensure compliance with federal, state, and local payroll tax regulations, wage and hour laws, and institutional policies.
• Review payroll transactions to ensure accurate employee taxation, earnings, deductions, and benefit withholdings.
• Coordinate payroll compliance activities related to employees working in multiple states, including tax registrations, withholding requirements, reciprocal agreements, and unemployment insurance reporting.
• Monitor and maintain compliance with payroll requirements for nonresident aliens, international employees, visiting scholars, and other foreign nationals.
• Coordinate tax treaty administration, nonresident alien tax reporting, and annual Form 1042 and 1042-S reporting requirements.
• Prepare, review, and reconcile quarterly and annual international payroll tax filings and related supporting documentation.
• Research and interpret changes to payroll regulations and communicate impacts to payroll operations, management, and institutional stakeholders.
• Assist with establishing and maintaining employer tax registrations and reporting requirements in additional states as needed.

Payroll Audit & Quality Assurance:

• Conduct detailed audits of payroll registers, tax reports, deduction reports, and payroll reconciliations to ensure accuracy and compliance.
• Perform general ledger reconciliations, including payroll clearing , liabilities, deductions, and related accounts, to ensure accuracy and alignment with financial records. Assist in resolving payroll-related discrepancies.
• Develop and maintain audit procedures, internal controls, and quality assurance processes designed to strengthen payroll accuracy and compliance.
• Prepare audit schedules, supporting workpapers, and documentation for internal and external auditors.
• Research and respond to payroll-related audit findings, inquiries, and compliance reviews.

Payroll Operations Support:

• Assist in coordinating payroll processing activities to ensure timely and accurate payroll delivery.
• Review and validate payroll calculations including supplemental payments, retroactive adjustments, taxable fringe benefits, and special compensation arrangements.
• Provide technical support and guidance to payroll staff, Human Resources personnel, and campus constituents regarding payroll taxation and compliance matters.
• Assist in payroll system testing, upgrades, implementations, and validation of payroll-related system changes.
• Develop and maintain payroll procedures, documentation, and training materials.
• Respond to complex payroll inquiries regarding tax withholding, wage reporting, international taxation, and multi-state payroll matters.

Reporting & Analytics:

• Prepare and analyze payroll compliance reports, tax reports, reconciliation reports, and year-end reporting schedules.
• Monitor payroll trends and identify opportunities to improve payroll controls, processes, and operational efficiencies.
• Support annual payroll year-end activities, including Forms W-2, W-2C, 1042-S, 990 and other regulatory reporting requirements.
• Generate and review reports used to verify payroll accuracy, tax compliance, and reporting integrity.

Professional Leadership:

• Serve as a payroll compliance resource and subject matter expert for payroll staff and institutional stakeholders.
• Provide training and guidance regarding payroll regulations, multi-state taxation, and international payroll requirements.
• Assist the Payroll Manager in mentoring payroll staff, supporting cross-training initiatives, and promoting consistent payroll practices to ensure operational continuity.
• Assist the Payroll Manager in evaluating payroll operations, recommending process improvements, and implementing strategic initiatives to enhance compliance, efficiency, and customer service.
• Perform other related duties as assigned.

Other:

• Manage or participate in special projects as assigned.
• Perform other related duties as assigned.

QUALIFICATIONS

Education: Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field; or an equivalent combination of education and experience.

Experience: Five + years of progressively responsible professional experience in payroll administration, accounting, finance, or a closely related field; or an equivalent combination of education, training, and experience. Experience must include:

• Supervising or leading the work of payroll staff.
• Processing payroll using an enterprise HR/Payroll system.
• Working with computerized financial management and electronic timekeeping systems.
• Interpreting and applying payroll tax laws and payroll compliance requirements 
• Experience performing or overseeing payroll general ledger reconciliations and resolving payroll-related accounting discrepancies.

Other:

• Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Knowledge, Skills, and Abilities:

• Strong knowledge of federal and state payroll laws, regulations, and compliance requirements, including the ability to research, interpret, and apply regulatory changes.
• Knowledge of multi-state payroll taxation, employer tax registrations, and applicable reporting requirements.
• Knowledge of payroll accounting principles, general ledger reconciliations, payroll liabilities, and internal financial controls.
• Strong analytical, critical thinking, and problem-solving skills, with the ability to resolve complex payroll and accounting discrepancies.
• Demonstrated leadership and supervisory skills, including the ability to manage, coach, develop, and evaluate payroll staff.
• Ability to think strategically, identify opportunities for operational improvement, and lead the development and implementation of payroll policies, procedures, and process improvements.
• Strong organizational and time management skills, with the ability to prioritize competing demands, meet deadlines, and ensure accountability within the payroll team.
• Ability to exercise sound judgment, maintain confidentiality, and demonstrate professionalism and integrity when handling sensitive information.
• Strong interpersonal and customer service skills, including the ability to build trust, resolve conflicts, and maintain effective working relationships with employees, colleagues, and institutional stakeholders.
• Strong written and verbal communication skills, including the ability to explain complex payroll matters clearly and effectively.
• Advanced proficiency in Microsoft Excel, including formulas, pivot tables, and data analysis, and the ability to learn and effectively utilize enterprise payroll and financial systems.
• Ability to prepare, analyze, and present complex payroll reports, reconciliations, and financial information to management and other stakeholders.
• Demonstrated accuracy, attention to detail, initiative, and adaptability in a fast-paced, deadline-driven environment.

Preferred Qualifications:

• Certified Payroll Professional (CPP)
• Experience with Workday Payroll and Time Tracking
• Experience with ADP Tax

Physical Requirements:

• This position primarily performs work in an office environment and requires the ability to remain in a stationary position for extended periods while working at a computer.
• The role involves frequent use of a computer, keyboard, mouse, and other standard office equipment, as well as repetitive hand and wrist movements.
• The position requires the ability to communicate effectively in person, by telephone, video conference, and electronic communication; read and interpret printed and electronic documents; and exchange accurate information with employees, supervisors, and external partners.
• Occasional standing, walking, bending, reaching, and lifting, carrying, pushing, or pulling materials weighing up to 15 pounds may be required, such as files, office supplies, or computer equipment.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

ADA/OSHA:

This job description defines the essential job duties of this position which the incumbent must be able to perform to fulfill the purpose and requirements of this position. The qualifications stated are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed in this job description.

The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

Applicants requiring reasonable accommodation to the application/interview process should reach out to us via email at hr@claremont.edu or via phone at (909) 607- 9603.

Equal Opportunity Employer:

TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.