Executive Director of Payroll

GENERAL PURPOSE AND SCOPE OF POSITION:

Under the direction of finance leadership, this position is responsible for managing and maintaining payroll through the payroll disbursing and reporting system college-wide. Each payroll must be reconciled and distributed on a precise and timely basis. Timely and accurate payroll reporting, both on an internal and external basis, is required on a pay period, monthly, quarterly, and yearly basis as required by law or College policy.

Included in the responsibilities is an expert knowledge of the payroll system (WorkDay). This includes knowledge for data input, troubleshooting, maintenance and enhancement testing, reporting, and system improvement recommendations regarding payroll processing. Ensures that the Payroll Coordinator and the Payroll Specialist in the payroll processing team are trained in all aspects of their positions and perform responsibilities accurately and timely. Responsible for the exchange of data with and managing the relationship with the payroll tax reporting contractor (ADP).

Because of the sensitivity of payroll information, it is of the utmost importance for the person in this position to maintain a professional attitude at all times, specifically including the ability to maintain confidentiality. This person must also be able to handle themselves well under pressure and in confrontational situations.

MAJOR RESPONSIBILITIES:

• Serve as Payroll System Administrator for the WorkDay system, ADP system, and DocuSign for Payroll forms.

• Maintain state and local tax codes in Workday and ADP.

• Update appropriate WorkDay payroll calendars.

• Recommend and test any needed format and security measure changes for payroll checks and employee self-service access to their banking information.

• Research and interpret payroll regulations, applicable payroll tax laws and related retirement provisions.

• Review 941 Quarterly Federal Tax Report, as well as annual W-2 reports and year-end tax reports for all states and local taxes.

• Monitor social security number changes and errors, assist in processing necessary W2 forms.

• Assist in processing and verification of all deductions; including but not limited to taxes, insurance, and all court ordered withholdings.

• Verify all payroll off-cycle adjustments (handwrites, voids, reissues, repayment of wages, wage adjustments, insurance payments while on leave) for accuracy. Monitor communications with Cash Management regarding the details of outstanding payroll checks as needed for possible reissue and/or reconciliation purposes.

• Coordinate and process all taxable adjustments for inclusion in the W-2 process each calendar year.

• Calculate and process “gross up” amounts for W-2 tax purposes for membership dues, car valuation and expenses and any payroll related settlements.

• Reconcile W-2 details and reports between Workday and ADP to assure accuracy.

• Review liability account reconciliations, other payroll related accounts in the Finance system.

• Evaluate and recommend improvements in departmental processes, WorkDay system, and with ADP.

• Assure that the Payroll Processing Center team receives proper training and necessary professional development.

• Participate in all system training programs that relate to payroll data in conjunction with the HR System Administrator, HR department, and Finance department.

• Chair or participate in ad hoc payroll committees or projects.

• Perform other duties logically associated with the position that are assigned.

SUPERVISION RECEIVED:  Finance leadership

SUPERVISION GIVEN:  Payroll Coordinator and Payroll Specialist

• Executive Director of Payroll will be responsible for the completion of required tasks to assure the timely handling of payroll processing, insurance reconciliation, remittances, and verification of input of direct deposit, tax and deductions in the absence of a direct report.

HIRING RANGE: $85,000 - $90,000

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS:

• A Bachelor’s degree in a related field is required.

• Payroll certification designation is required.

• Payroll experience sufficient to perform the responsibilities is required.

• Three years of supervisory experience is required.

• Experience with ADP tax services and WorkDay payroll software is preferred.

• Experience in accounting or other related field is preferred.

• Experience using Microsoft Excel and Word is required.

• Must have excellent interpersonal, verbal, and written communication skills.

• Must be accurate, have attention to detail, and be team-oriented.

• Internal Contacts:  Frequent contact with campus Human Resource and Finance departments, System Office employees, System Office Human Resources staff, Finance System Administrator and HR System Administrator. Periodic contact with campus Executive Directors of Finance, Executive Directors of Human Resources, and members of the Systems Office Financial Aid and Information Technology teams, as related to Payroll.

• External Contacts:  Frequent contact with payroll tax processing contractor (ADP). Periodic communications with state and local agencies, including courts, attorneys, and other organizations relating to garnishments and wages assignments, as well as IRS regarding tax levies and payroll withholding tax matters. Periodic communication with the bank’s ACH department and insurance carrier remittance contacts.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

Retirement & Financial Security

• 10% employer retirement contribution, fully vested after two years

• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage

• Short-term and long-term disability benefits

Educational Benefits

• Fee remission for employees, spouses, and dependent children

• Tuition assistance for undergraduate, graduate, and doctoral programs

• Paid professional development opportunities

Work‑Life Balance

• Generous paid time off, including vacation, sick leave, holidays, and winter recess

• Flexible work arrangements where available

• Paid childbirth recovery leave (8 weeks)

• Paid parental leave (4 weeks)

Additional Perks

• Eligibility for Public Service Loan Forgiveness

• Additional discounts on gym memberships, transportation, and various retail services

Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.

Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.