Payroll Manager | Chicago Symphony Orchestra

TITLE: Payroll Manager Reviewed: 01/27/2015

FLSA STATUS: Exempt

DEPARTMENT: Finance

Salary range: $90K-$95K; Link to Benefits Summary: https://cso.org/benefitsftstaf...

GENERAL SUMMARY

Manage and process all payrolls and related reports. Organize all payroll records including: union dues, pension and health and welfare payments, recording fees, Payroll reports/timesheets/backup documentation, and 403b contributions.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Prepare and process weekly payroll including the following: 5 multi-state, multi-union payrolls with variable processing frequencies: Weekly Orchestra and Trades (Stagehands, Engineers, Electricians, Box Office); Semi-Monthly Staff and Chorus; BiWeekly Salary Non-Exempt and Hourly. Create EMP and EPI files, then preview payroll, review for accuracy and analyze for corrections, then cross-check totals prior to “accepting” the Payroll data for official processing. Must also be able to occasionally process up to 4 Payrolls in one day. Collect/organize/process payroll data (spreadsheets, rate changes, Overscale and seniority increments, 403b information, tax filing and exemption status, direct deposit notices, garnishments, tax levies, child supports orders, etc.); calculate Retro and Tour Per Diem/Lodging payments for Orchestra/Stagehands/Chorus.

2. Supervise, train, coach, and develop Payroll Assistant through ongoing evaluation and on-the-job training.

3. Remain current on union contract and payroll tax rules relevant to principal duties

4. Prepare regular payroll journal entries for each of the 5 Payrolls. Monitor total pay (direct deposit) returned items and outstanding and/or stale checks. Understand and provide reclass journal entries

5. Prepare and transmit 403b contribution data to Fidelity, Mutual of America, and Lincoln. In the absence of Asst. Controller, fund up to (10) ten 403b contribution files in one day for the multiple payrolls.

6. Prepare monthly reports and check requests for union pension, health and welfare, and union dues payments.

7. Assist in review of quarterly 941 tax returns, resolve any discrepancies with ADP.

8. Process annual form W-2 for all employees, including tracking of expenses and fringes, as needed.

9. Collaborate with and assist Human Resources with year end and beginning of the year set-up of Staff PTO tracking

10. Calculate necessary adjustments to PTO; must have ability to understand and explain ADP Benefit Accrual platform

11. Regulate and direct employee-level access and functionality to ADP web-hosted portal.

12. Assist with preparations for annual financial, workers compensation, and 403b audits and union audits.

13. Create ad hoc reports or spreadsheets as requested). Provide payroll information as needed for billing and general inquiries. Prepare monthly reports needed by Development (for employee contributions) and Finance (for the bank reconciliation) and other reports

14. Other duties as assigned.

CSOA is an equal opportunity employer where all qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin. We value diversity and inclusion and seek to build and maintain a community and culture that celebrates and values diverse backgrounds, identities, and perspectives. We consider equivalent combinations of experience and education for jobs, and all candidates who believe they possess equivalent experience and education are encouraged to apply.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

1. B.S. in Accounting preferred. Clear understanding of General Ledger concepts, reclassing, adjustments, and account string classification

2. Two years of experience in Payroll Management plus five years in general payroll. CPP a plus.

3. Proficiency with ADP software (PCPW and Workforce Now/iPay) and procedures using EPI / EMP csv files / templates to import data; creating / modifying reports using ADP ReportSmith and basic WFN reports.

4. Experience with complex, multiple company payrolls, on varying payroll cycles.

5. Conscientious, organized, detail-oriented professional with excellent time-management, multi-tasking, problem-solving, analytical, and communication skills. Ability to “think outside the box” and switch gears easily. Ability to respond timely to requests for information or follow-up.

6. Experience with and prior working knowledge of payroll system conversion processes and procedures, as well as HR concepts (Year End, Open Enrollment, deferrals, etc.)

7. Ability to assess, overhaul, integrate innovative procedures into an existing module (e.g. a staggered payroll system conversion; convert paper to EFT); ability to integrate varied and multi-functional types of data into a central database (like an ERP-based module); ability to partner with other departments to achieve collaborative solutions

8. Ability to create instruction sheets / broadcast emails that are detailed yet concise and reader-friendly

REPORTING RELATIONSHIPS

1. Reports to Assistant Controller – Accounting Operations.

2. Supervises Payroll Assistant.

3. Other contacts include: Finance Department, Orchestra, all levels of Staff, Trades, Chorus, and ADP.

WORKING CONDITIONS

Pleasant office environment.