Payroll Manager

McHenry County College•Crystal Lake, IL

About The Position

The Payroll Manager is responsible for the administration, and oversight of all payroll operations for the College. This position ensures the accurate and timely processing of payroll while maintaining compliance with federal and state regulations, retirement system requirements, collective bargaining agreements, and institutional policies. The Payroll Manager serves as the College’s subject matter expert for payroll-related matters, providing leadership in payroll compliance, reporting, audits, process improvement, and internal controls. The position collaborates closely with Human Resources, Information Technology, Finance, and external agencies to support institutional effectiveness, fiscal stewardship, and regulatory compliance.

Requirements

Bachelor’s degree in Accounting or related field from a regionally accredited institution or equivalent experience
Seven or more years of direct experience processing payroll
Strong knowledge of basic accounting principles, payroll procedures, and data processing
Experience with ERP or Payroll Systems
Proficient in Microsoft Office Suite
Demonstrated technical acumen and mathematical aptitude
Ability to grow with the technological and philosophical directions implemented by the College
Strong attention to detail and data accuracy
Highly developed analytical and problem-solving skills
Strong communication skills and the ability to build relationships with employees at all levels of the college
Organized and able to work independently, while maintaining a strong team orientation
Critical-thinking skills and ability to solve exceptions or challenges as they arise
Commitment and respect for diversity, equity and inclusion
Commitment to the College’s mission, vision, values, and goals

Nice To Haves

Experience with Ellucian Colleague
Experience overseeing payroll in a higher education environment
Experience overseeing payroll in a unionized environment with multiple collective bargaining agreements and employee categories

Responsibilities

Manage the accurate and timely processing of bi-weekly payroll, ensuring compliance with applicable laws, regulations, collective bargaining agreements, and institutional policies.
Process payroll adjustments as necessary; including, but not limited to: retroactive pay, gross-up calculations, manual checks, voids, reissues, and direct deposit reversals
Establish and maintain payroll deduction and earnings codes, including garnishments, retirement plans, deferred compensation, union dues, and benefit-related deductions
Direct payroll schedules, calendars, pay periods, and operational deadlines within the ERP system
Serve as primary contact for ADP, the College’s vendor for all out-of-state tax-related issues
Oversee the preparation, reconciliation, review, and filing of all required federal and state payroll tax returns, unemployment reports, workers' compensation reporting, and year-end filings, including W-2 reporting
Lead payroll compliance efforts and ensure adherence to federal and state payroll regulations, IRS requirements, retirement system regulations, and institutional policies
Serve as the primary payroll compliance resource for internal and external audits
Administer and monitor compliance for wage garnishments, retirement contributions, flexible spending accounts, and other statutory or voluntary deductions
Manage state payroll tax and unemployment accounts, including employment tax filings and multi-state compliance for a distributed workforce
Act as the primary business owner and point of contact for state payroll tax and unemployment accounts, overseeing account registration and maintenance while ensuring the accurate and timely filing and payment of employment taxes across all applicable employee work and residence jurisdictions
Maintain payroll record retention and coordinate document archival and destruction in accordance with regulatory requirements
Prepare and distribute biweekly earnings report following each payroll cycle to SURS
Partner with Human Resources to ensure accurate retirement reporting and compliance with applicable regulations
Monitor annual limits for deferred compensation and other benefit programs to ensure compliance
Oversee payroll-related journal entries and general ledger reconciliations to ensure financial accuracy and integrity
Lead quarterly and fiscal year-end close processes related to payroll
Prepare audit schedules and reports, including accrued salary and leave liabilities
Provide payroll analytics, reporting, and operational insights to Human Resources, Financial Aid, leadership, and other departments as needed.
Analyze payroll trends and identify opportunities to improve efficiency, strengthen internal controls, and mitigate institutional risk
Maintain payroll-related employee data within the ERP system, ensuring accuracy and integrity
Lead testing, implementation, and evaluation of payroll system enhancements, regulatory updates, and technology improvements in partnership with Information Technology and Human Resources.
Troubleshoot payroll and time-entry issues and provide training to employees and supervisors
Establish, maintain, and continuously improve payroll procedures, documentation, and internal controls.
Conduct regular reviews of payroll processes and implement improvements that enhance efficiency, strengthen internal controls, and improve service delivery
Work with IT and external vendors to oversee payroll systems, ensuring accuracy, compliance, and timely resolution of issues and updates
Serve as the functional lead for payroll systems and payroll-related technology initiatives.
Serve as the College’s primary resource for employee inquiries regarding payroll, taxes, deductions, compensation, and payroll compliance matters
Provide payroll support to Human Resources, including wage verification and workers’ compensation coordination
Communicate payroll deadlines, schedule changes, and year-end information to employees
Collaborate with Business Office colleagues, institutional leadership, internal departments, external agencies, auditors, and vendors to support payroll operations and institutional objectives.
Perform additional duties as assigned by the immediate supervisor.