Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.

The defined natural career progression within or between job profiles.

Payroll Support

The Payroll Manager leads and oversees the Payroll Office and is responsible for the accurate and timely execution of payroll operations across the University; plays a critical role in ensuring payroll compliance with institutional policies, as well as federal, state, and local regulations; directs the workflow of the payroll team; manages the payroll system; oversees reporting and reconciliation processes; works closely with Human Resources, Finance, and external agencies; contributes to strategic planning and continuous process improvement efforts to support university goals. This role requires advanced knowledge of payroll systems, tax compliance, accounting principles, and regulatory reporting within a complex and dynamic higher education environment.

• Lead payroll operations University-wide, including oversight of payroll processing cycles, internal controls, and compliance activities
• Supervise and train payroll staff; assign duties, set performance expectations, provide coaching, and support professional development
• Serve as subject matter expert for payroll procedures and system functionality
• Ensure alignment of payroll operations with the University's strategic goals and financial planning
• Oversee the full cycle of payroll processing (monthly, biweekly, and special pay runs), including data input, output processing, auditing, and final distribution
• Manage payroll-related data entry, verification, and reconciliation processes to ensure accuracy in gross-to-net calculations, benefits, deductions, garnishments, and tax withholdings
• Approve and validate control totals, classifications, and journal entries; identify and resolve reconciliation discrepancies
• Ensure timely and accurate payment distribution, including direct deposit programs, off-cycle payrolls, and paper checks as needed
• Ensure University payroll operations comply with applicable federal, state, and local laws, including IRS regulations and higher education reporting requirements
• Provide accurate and timely reporting to external agencies (i.e., IRS, SSA, state taxing authorities)
• Maintain and submit payroll tax filings, including W-2s, 941s, and other statutory documents
• Work with auditors (internal and external) to provide requested documentation and explanations regarding payroll policies and procedures
• Ensure all payroll-related general ledger accounts, clearing accounts, and benefit liabilities are reconciled and balanced, especially at fiscal year-end
• Provide support during year-end close and audit preparation for W-2 processing
• Design and implement both short-term and long-term strategies for continuous improvement in payroll processing, automation, and reporting
• Lead or contribute to payroll system upgrades, policy updates, and integration projects with other administrative systems
• Analyze and improve existing workflows to increase efficiency and accuracy while reducing risk and manual interventions
• Maintain collaborative relationships with Finance and Human Resources to address payroll inquiries, policy updates, and personnel changes
• Respond to complex payroll inquiries from employees, managers, and university leadership
• Provide training and education to stakeholders regarding payroll-related procedures and compliance

Level:

– Manager

Base Description:

– Manages direct reports where primary duty is the management of a working unit.

Level Summary:

– Demonstrates proficient ability in work design, project management, financial planning and development of goals for accomplishing unit assignments. Reviews and guides work to ensure conformity to policy and effective approaches. Evaluates employee performance and recommend development opportunities. Demonstrates ability to coach employees. Presents and communicates key university indicatives and connects it to unit contributions. Provides broad guidelines. Develops, evaluates, enhances, and/or implements quality improvement practices. Recommends innovative solutions.

Supervisory Responsibilities:

– Oversees a team (typically 4 or more; no fewer than 2) full
– time direct reports of individual contributors and/or first level supervisors.

Fiscal Responsibilities:

– Monitors and tracks department/area budget
– May plan, forecast, and/or assist in developing budgets
– May have final signature authority for specific area

Problem Solving:

– Encounters varied and complex problems
– Helps to develop creative and/or novel approaches to resolve problems that are difficult in nature but within limited scope
– Modifies, adapts, or refines guidelines if necessary to resolve issues or problems

Independence of Action:

– Works independently on complex or strategic assignments
– Uses existing practices and advanced working knowledge to determine appropriate work methods for the team
– Reviews completed work of others for conformity to policy, and effectiveness of approach
– Delegates advanced tasks to others

Communication and Collaboration:

– Communicates with both internal and external audiences
– Collaborates closely with team members and various areas across the University
– Prepares written and/or verbal presentations or proposals on complex issues and delivers to a broad variety of audiences
– Communicates key university initiatives and how unit’s work contributes to their achievement
– Presents ideas, concepts and instructions in a clear manner, and uses persuasion and negotiation to build consensus and cooperation
– Establishes and maintains networks to facilitate successful communication among units

• Comp Grade – 13
• Minimum – $86,300.00
• MidPoint – $107,900.00
• Maximum – $129,500.00

• Data Analysis
• Data reporting
• Financial analysis
• Organizational training
• Policy analysis
• Process management
• Project Management
• Regulatory compliance
• Resource management
• Stakeholder management
• Time Management