Overview

Job Location:
Main Campus – Boston, MA

Located in Boston’s historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women’s undergraduate program and graduate programs open to all.

You’re joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You’ll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace. Simmons University is committed to inclusive excellence in all aspects of an individual’s community experience.

As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices–at all levels, for all positions–ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.

Summary:

Reporting directly to the Assistant Vice President for Finance, the Payroll Manager performs all activities necessary to process payroll, including maintain related payroll records, filing year-end tax reports and voluntary deduction reports, processing involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting and updating payroll procedures, and preparing on demand payroll reports for management review. The Payroll Manager works closely with other Finance staff in order to carry out all necessary financial management and fiscal control policies and activities for administration. The Payroll Manager also maintains a close relationship to Human Resources, in particular, benefits staff. 

Primary Duties: 

Reporting to the Assistant Vice President for Finance, the primary responsibilities of the Payroll Manager include, but are not necessarily limited to:

  • Ensures timely processing of all payrolls (non-exempt bi-weekly [student and regular hourly staff]; exempt semi-monthly) in accordance with labor regulations and standard accounting principles. Assists with the development of systems and protocols to direct the collection, calculation and entering of pay data. 

  • Supervising part-time Payroll Clerk and providing guidance and mentorship as appropriate.

  • Responsible for updating payroll procedures and assists in consulting with other staff in Workday Payroll and ADP in a “super-user” role, to troubleshoot general user questions or basic technical issues. 

  • Responding to payroll-related inquiries as the second point of contact (after triage by HR staff) via email, walk-ins and phone in a friendly and professional manner, with diplomacy and confidentiality in a high-traffic office environment;

  • Keeps abreast of current payroll tax requirements and relevant laws associated with the processing of employee wage data, including payroll taxes, employee federal and state income and social security taxes, and other required reporting (SUI, workers compensation, deferred benefits, etc). 

  • Timely and accurate entry of the graduate tax on the employee’s record to be recorded on the W-2.

  • Advises Finance colleagues on pay practices related to FLSA, fringe benefit reporting, W-9 and W-4 recording. 

  • Works closely with other Finance staff on Unclaimed Property.

  • Processes fiscal year-end reports and reconciles W-2 information for accuracy. Reports errors in payroll accounting to the proper management representative. 

  • Analyzes the need for and processes, as appropriate, any/all W-2C.

  • Documents any discrepancies in payroll processing to maintain a clear record of reconciliation and adjustments. 

  • Works with HR/Benefits to coordinate employee leaves of absence under FMLA or other paid or unpaid leaves. When requested, keeps accurate records of employee unemployment and disability insurance payments to ensure no overlap in state benefits and wage payments occur. 

  • Processes wage garnishments, pay levies, and other involuntary court-ordered payments in a timely manner, including reporting to the necessary State office or jurisdiction and assisting employees with general process questions. 

  • Works with current pay vendor (ADP) for technical issues with Workday integration and resolves any discrepancies resulting from glitches or malfunction. 

  • Assists with general questions related to payroll, leave accruals, wage deductions, fringe benefits, and other pay related issues. 

  • Conducts regular payroll reporting as required and assists with financial audits related to pay records and associated general ledger and supports the annual budgeting process.

  • Performs data entry related to semi-monthly and bi-weekly payroll processing, and accounts payables relating to payment of fringe benefits. 

  • Responsible for entry and reporting of all foreign national taxation records, including processing of the 1042S tax form.

  • Periodic jurisdictional tax set-up and reporting compliance in ADP SmartCompliance. 

  • Processing billing for outside vendors (Colonial, MetLife, Liberty Mutual Insurance and ADP) and union dues.

  • Processing of quarterly unemployment taxes for all jurisdictions.

  • Track and Process Vacation balances and Sick balances.

  • Performs filing and upkeep of employee payroll records. 

  • Performs all other duties as assigned.

Position Requirements:

  • Requires 3 – 5 years of payroll experience.

  • Must be a self-starter and able to accomplish expected tasks under minimal supervision; 

  • Ability to multi-task and maintain composure under pressure. Knowledge of general bookkeeping, accounting and filing procedures/practices, modern office methods and related equipment. 

  • Intermediate to advanced computer skills with proven understanding of payroll systems. Experience with ADP and Workday, while not required, are highly preferred. 

  • Possess a thorough understanding of the importance of confidentiality and non-disclosure according to the general standards set forth by HIPAA 

  • Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills.

Salary Grade

S08

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).

Simmons University is committed to inclusive excellence in all aspects of an individual’s community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices–at all levels, for all positions–ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.