Payroll Manager in Washington, District of Columbia at Protestant Episcopal Cathedral Foundation

The Payroll Manager is responsible for leading the day-to-day administration of payroll for more than 500 regular, temporary, and seasonal employees across multiple institutions and states. Reporting to the Director of Human Resources, the Payroll Manager ensures payroll is processed accurately, timely, and in compliance with applicable federal, state, and local laws, as well as Foundation policies. The role serves as the primary administrator for the payroll system, maintains secure payroll records, prepares required payroll reporting, resolves payroll and system-related issues, and continuously improves payroll processes and service delivery in support of the Shared Services model.

Administer Payroll Operations

Leads the day-to-day administration of payroll for employees across multiple institutions, ensuring payroll is processed accurately, timely, and in compliance with applicable laws and Foundation policies.

• Processes and coordinates payroll for regular, temporary, and seasonal employees.
• Coordinates payroll transactions including new hires, terminations, pay changes, tax updates, garnishments, employee reimbursements, direct deposits, and other payroll deductions.
• Establishes and maintains payroll calendars and processing schedules in collaboration with institutional Human Resources staff.
• Ensures payroll transactions are processed accurately and consistently across all supported institutions.

Administer payroll systems and processes that support accurate payroll processing, data integrity, and operational efficiency.

• Serves as the primary administrator for the Paylocity payroll system.
• Maintains payroll data integrity and monitors the accuracy of payroll records.
• Coordinates system updates, testing, user training, and process improvements.
• Troubleshoots payroll system issues and provides technical support to human resources and institutional staff.
• Coordinates payroll-related vendor processes, including direct deposit transactions, retirement contribution transmissions, ACH adjustments, and other payroll interfaces.

Maintain payroll compliance through accurate reporting, recordkeeping, reconciliation, and audit support.

• Ensures compliance with applicable federal, state, and local payroll laws, tax regulations, and Foundation policies.
• Ensures payroll vendor files taxes, sends ACH files, and prepares quarterly and annual returns.
• Prepares, reconciles, and distributes required payroll reports, tax filings, employee tax documents, and other payroll records in accordance with applicable laws and reporting requirements.
• Maintains payroll records in accordance with record retention requirements and supports internal and external audits.
• Researches and resolves payroll tax discrepancies in collaboration with payroll vendors and regulatory agencies.
• Performs payroll-related account reconciliations and supports monthly benefit reconciliations.

Partner with human resources, finance, and institutional stakeholders to deliver consistent, responsive, and high-quality payroll services across the Shared Services model.

• Provide technical payroll guidance and support to institutional human resources and payroll staff.
• Develop and maintain payroll procedures, documentation, and standard reports.
• Prepare regular and ad hoc payroll reports and analyses to support budgeting, financial planning, and operational decision-making.· Participate in regular user group meetings with PECF HR and institution HR staff for knowledge sharing, training, and updates.
• Perform special projects and other duties as assigned.

Core Competencies

Communication: Communicates clearly, proactively, and professionally with employees, institutional partners, vendors, and colleagues. Keeps stakeholders informed, explains payroll matters in understandable terms, and follows through on commitments.

Operational Excellence: Delivers accurate, timely, and compliant payroll services while maintaining exceptional attention to detail. Continuously seeks opportunities to improve payroll processes, strengthen internal controls, and enhance service delivery.

Planning & Execution: Effectively manages recurring payroll cycles, competing priorities, and time-sensitive deadlines. Maintains organized work processes, follows through consistently, and ensures critical tasks are completed accurately and on schedule.

Judgment & Accountability: Exercises sound judgment when handling confidential information, researching payroll issues, and interpreting payroll policies and regulations. Takes ownership of work, resolves issues proactively, and maintains the highest standards of integrity and compliance.

Continuous Improvement: Embraces technology, develops efficient workflows, and identifies practical opportunities to improve payroll systems, reporting, and processes in support of the Shared Services model.

Required Qualifications

• Bachelor's degree in Business Administration, Accounting, Human Resources, or a related field, or an equivalent combination of education and experience.
• Five or more years of progressively responsible payroll administration experience, including multi-state payroll processing.
• Experience administering automated payroll systems, including payroll processing, reporting, and system administration.
• Demonstrated knowledge of payroll principles, payroll tax regulations, wage and hour requirements, and applicable federal, state, and local payroll laws.
• Experience preparing payroll tax filings, payroll reconciliations, employee tax documents, and audit support.
• Working knowledge of payroll-related benefit deductions, retirement contributions, and payroll accounting processes.
• Excellent attention to detail, organization, confidentiality, and customer service skills.

Preferred Qualifications

• Experience administering the Paylocity payroll system.
• Certified Payroll Professional (CPP) or comparable payroll certification.
• Experience supporting multiple organizations or business units within a shared services environment.
• Experience participating in payroll system implementations, upgrades, testing, or process improvement initiatives.

Working Conditions

This position operates primarily in a professional office environment and requires regular use of standard office equipment and technology. With approval from the President and Director of Human Resources, the Payroll Manager may maintain a hybrid in-person and remote work schedule.

The position requires the ability to remain stationary for extended periods and occasionally move throughout campus facilities if meeting with employees and institutional partners.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.