Assistant Payroll Manager - The Claremont Colleges Services

Another Source•Claremont, CA

20d•Hybrid

About The Position

Another Source is partnering with The Claremont Colleges Services (TCCS) to find an Assistant Payroll Manager in Claremont, CA. This role involves serving as a technical payroll expert supporting seven separate entities across The Claremont Colleges, tackling complex areas like multi-state taxation, compliance, audits, controls, regulatory reporting, and process improvement. The Assistant Payroll Manager plays a key role in the accuracy, compliance, and continuity of payroll operations. Working closely with the Payroll Manager, you will serve as a technical payroll specialist and subject matter expert across payroll taxation, regulatory reporting, multi-state compliance, international payroll requirements, audits, and system controls. You will also serve as the primary backup to the Payroll Manager, building broad knowledge of payroll operations and helping ensure continuity of service. This is an opportunity for an experienced payroll professional who enjoys digging into complex compliance questions, strengthening processes and controls, and partnering across HR, Finance, Benefits, IT, and other stakeholders. You'll have the opportunity to influence how payroll operates while helping the team continually improve its systems, processes, and service.

Requirements

Bachelor's degree in accounting or a related field.
Five or more 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 supervising or leading the work of payroll staff.
Experience processing payroll using an enterprise HR/payroll system.
Experience working with computerized financial management and electronic timekeeping systems.
Demonstrated ability to interpret and apply payroll tax laws and payroll compliance requirements.
Strong knowledge of federal and state laws and regulations affecting payroll, with the ability to research and apply new requirements.
Knowledge of employer tax presence and registration requirements in multiple U.S. states.
Working knowledge of accounting principles as they relate to payroll.
Strong analytical, research, critical-thinking , and problem-solving skills with exceptional attention to detail.
Demonstrated ability to handle confidential and sensitive information with sound judgment and high ethical standards.
Strong organizational and time-management skills with the ability to manage competing priorities and deadlines in a fast-paced environment.
Strong written and verbal communication skills and the ability to explain complex payroll information clearly to a variety of stakeholders.
Advanced Microsoft Excel skills, including formulas, pivot tables, and graphs, along with proficiency in Microsoft Office.
Demonstrated ability to build productive relationships across organizational levels and work effectively with individuals from diverse backgrounds.
Experience coaching and developing staff and supporting performance management.
Applicants must be authorized to work for any employer in the U.S. TCCS is unable to sponsor or take over sponsorship of an employment visa at this time.

Nice To Haves

Certified Payroll Professional (CPP).
Experience with Workday Payroll and Time Tracking.
Spanish language skills are a plus.

Responsibilities

Serve as a subject matter expert on federal, state, and local payroll taxation, wage and hour requirements, regulatory reporting, and payroll compliance.
Monitor multi-state payroll requirements, including tax registrations, withholding, reciprocal agreements, and unemployment insurance reporting.
Support payroll requirements for nonresident aliens, international employees, visiting scholars, and other foreign nationals, including tax treaty administration and Forms 1042 and 1042-S reporting.
Audit payroll registers, tax reports, deductions, reconciliations, and employee taxation to identify discrepancies and strengthen accuracy.
Develop and maintain payroll audit procedures, internal controls, and quality assurance practices.
Prepare audit schedules, workpapers, and supporting documentation and respond to payroll-related audit findings and compliance inquiries.
Help coordinate payroll processing and validate supplemental payments, retroactive adjustments, taxable fringe benefits, and other complex compensation transactions.
Serve as the primary backup to the Payroll Manager and participate in cross-training and knowledge transfer to support business continuity.
Provide technical guidance to payroll staff, Human Resources, and campus partners on taxation and compliance matters.
Participate in payroll system testing, upgrades, implementations, and validation of system changes.
Develop payroll procedures, documentation, and training materials that support consistent and compliant practices.
Prepare and analyze compliance, tax, reconciliation, and year-end reports, including support for Forms W-2, W-2C, 1042-S, 990, and other regulatory requirements.
Identify opportunities to strengthen payroll controls, streamline processes, improve systems, and increase operational efficiency.
Support and mentor payroll staff through training, cross-training, and consistent payroll practices.
Partner with the Payroll Manager on strategic initiatives designed to improve compliance, efficiency, and customer service.