Payroll Manager

Seattle Art Museum • Seattle, WA

27d • $78,480 - $91,520 • Onsite

About The Position

The Payroll Manager and Administrator is responsible for the accurate and timely administration of payroll, compensation, benefits-related reporting, and payroll accounting processes. This role oversees biweekly payroll processing, payroll reconciliations, payroll-related tax reporting, and retirement plan reporting, while ensuring compliance with federal, state, and local regulations. The Payroll Manager partners closely with People & Culture, Finance, managers, and external vendors to maintain payroll accuracy, data integrity, and strong internal controls within our HRIS/Payroll system, Paylocity. This position also supports audits, reporting, and payroll-related financial analysis, and serves as a key operational resource for payroll systems, reporting, and process improvement initiatives.

Requirements

• Bachelor of Arts degree in accounting or equivalent combination of education and experience
• Five to seven years’ related payroll and accounting experience required with a demonstrated level of increasing responsibilities
• Demonstrated experience in exercising good judgment concerning accounting management and compliance practices
• Demonstrated ability to establish and maintain effective relationships with executives, management, and employees
• Successfully assess priorities and work well with deadlines, exceptional time management, problem solving, and analytical skills
• Exercise discretion in maintaining confidentiality of sensitive information
• Proficiency in Microsoft Office Suite, Teams, and internet-based research
• Expertise in Microsoft Excel with an ability to create complex spreadsheets via formulas, pivot tables, and other excel functions
• Ability to pass and maintain security background check clearance
• 3–5+ years of payroll administration experience
• Experience processing payroll in an HRIS/payroll system
• Strong understanding of payroll processes, wage and hour laws, and payroll compliance requirements
• Experience supporting timekeeping and payroll reconciliations
• Strong attention to detail and accuracy
• Strong organizational and problem-solving skills
• Ability to manage confidential information with discretion
• Strong customer service and communication skills
• Proficiency with Excel and payroll reporting

Nice To Haves

• Experience with Paylocity
• Experience in nonprofit, museum, arts, cultural, or unionized environments
• Familiarity with Washington State payroll and leave requirements
• Familiarity with Colorado payroll requirements
• CPP or FPC certification preferred

Responsibilities

• Administer and process payroll accurately for 350 plus employees, in accordance with internal policies and regulatory requirements, and on schedule for all employees
• Manage and own the payroll process, being the knowledge expert on all employee and payroll policies and procedures
• Knowledge expert of Paylocity and other payroll systems
• Review and validate payroll data including earnings, deductions, taxes, accruals, and direct deposits
• Audit payroll transactions prior to processing to ensure accuracy and compliance
• Support regular and off-cycle payroll processing
• Ensure payroll changes are entered accurately and effective dated appropriately
• Maintain payroll records and supporting documentation
• Coordinate payroll processing timelines and communicate deadlines to stakeholders
• Review payroll to ensure that payroll is accurate, and submitted in accordance with deadlines
• Prepare reports to reconcile payroll on a biweekly basis
• Calculate wages, bonus and deductions and ensure that they are taxed appropriately
• Work closely with People & Culture to ensure that all employee changes are entered accurately, and the payroll system is accurate in calculating information
• Knowledge expert of position and roles, reviewing Employee Forms for accuracy in employee information, department coding, grant coding, and employee status
• Review employee payroll changes for accuracy, including: Compensation changes, Promotions and transfers, Status changes (FT/PT, exempt/non-exempt), One-time payments and stipends, Deduction updates, Retroactive adjustments
• Validate approvals and supporting documentation prior to processing changes
• Partner with HR and Finance to ensure changes align with organizational policies and approved workflows
• Support timekeeping administration within Paylocity
• Review and troubleshoot timecard discrepancies, missed punches, and payroll exceptions
• Monitor timecard approvals and follow up with managers as needed
• Ensure compliance with wage and hour requirements, including overtime and meal/rest break requirements
• Coordinate payroll impacts related to leaves of absence, including paid and unpaid leave
• Process benefit deductions accurately and timely
• Support benefits and payroll reconciliation activities
• Coordinate final pay processing and PTO payouts for employee separations
• Reconcile monthly benefits invoices and statements
• Prepare and provide reports for pension and 403(b) plan administration
• Support annual audits for the defined benefit pension plan and 403(b) retirement plan
• Along with Controller, serve as key administrator for the 403(b) audit process
• Prepare required Paylocity reports and census data for retirement plan administration
• Reconcile retirement plan reports and resolve discrepancies
• Maintain compliance with federal, state, and local payroll laws and regulations
• On an annual basis, prepare employee FTE report and coordinate with People & Culture in review and analysis
• Review and prepare compensation budget reporting to review analysis to budget
• Prepare compensation reporting on headcount growth
• Support payroll audits and provide documentation as requested
• Prepare and review payroll-related reports and reconciliations
• Support year-end payroll activities including W-2 processing
• Maintain confidentiality of payroll and employee information
• Coordinate with the Revenue Accountant to: Provide grant-related compensation information, Maintain tracking for grant-funded and endowment-funded positions
• In partnership with HR, prepare monthly compensation analytics and reporting
• Calculate and reconcile quarterly City of Seattle Payroll Tax obligations
• Review quarterly Form 941 filings prepared by Paylocity and reconcile discrepancies
• Review annual W-2 reporting and reconcile discrepancies
• Partner with the Controller to analyze monthly and year-to-date variances between compensation budget and actuals
• Respond to employee payroll inquiries in a timely and professional manner
• Provide guidance to managers and employees regarding payroll processes and deadlines
• Support employees understanding of pay statements, deductions, and payroll timing
• Maintain payroll data integrity within Paylocity
• Identify opportunities to improve payroll workflows, controls, and efficiencies
• Support payroll-related testing and system updates
• Assist with implementation and optimization of payroll and HRIS processes

Benefits

• Fully employer paid HMP medical plan or an employee contribution PPO plan
• Dental
• Vision
• Basic life insurance/LTD/AD&D
• Flexible Spending Account
• Short Term Disability
• Supplemental Dental Insurance
• Participation in SAM’s 403b retirement plan
• 3% employer contribution (discretionary, after 1 year of service and 1,000 hours worked)
• Employer match program for retirement plan
• Paid time off for vacation, PSST, bereavement leave, and jury duty
• 11 scheduled holidays
• 1 paid floating holiday
• Subsidized unlimited Orca card
• Onsite fitness facility
• EAP
• Patron level membership to SAM (for FT Staff)
• Tier III membership to the American Alliance of Museums (for FT Staff)
• Discounts to museum shop and programming (for FT Staff)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level