Assistant Payroll Manager

The Claremont Colleges Services; United States; On-site; USD 97,650 - 106,946; Full time

Benefits offered by this job

Medical, dental, vision

Retirement contributions

Professional development funds

Discounts and more

Job summary

The Claremont Colleges Services seeks an Assistant Payroll Manager to support payroll administration across seven entities. You will ensure compliance with tax regulations, prepare audits, and provide leadership to the payroll team.

You will collaborate with the Payroll Manager on system testing, reporting, and process improvements while maintaining strong internal controls and customer service. A Bachelor’s degree in accounting and 5+ years of experience are required.

Qualifications

• Bachelor's degree in accounting or related field required.
• 5+ years of progressively responsible payroll experience with supervision/leadership.
• Experience interpreting payroll tax laws and compliance requirements.
• Proficiency in MS Office, especially Excel.
• Strong written and spoken English; Spanish a plus.

Responsibilities

• Ensure compliance with federal, state, and local payroll tax regulations and wage-and-hour laws.
• Conduct payroll audits, reconciliations, and documentation for auditors.
• Coordinate payroll processing and validate calculations (supplemental pay, retroactive adjustments, special compensation).
• Support year-end reporting (W-2, 1042-S, etc.) and regulatory filings.
• Provide leadership, training, and cross-training to payroll staff.

Skills

Payroll regulations

Regulatory reporting

Leadership

Analytical thinking

Communication (English)

Education

Bachelor's degree in accounting or related field

Tools

Workday Payroll

Timekeeping systems

Job description

About the Position

The Assistant Payroll Manager supports the administration, compliance, and operational functions of payroll for seven separate entities of The Claremont Colleges. The role works closely with the Payroll Manager to ensure accurate and timely payroll operations while identifying opportunities for process improvement, system optimization, and enhanced internal controls. The Assistant serves as a subject‑matter expert in payroll taxation, regulatory reporting, compliance, and payroll system controls.

Essential Functions

• Payroll Compliance & Regulatory Reporting
  

  Monitor and ensure compliance with federal, state, and local payroll tax regulations, wage and hour laws, and institutional policies. Review payroll transactions to ensure accurate employee taxation, earnings, deductions, and benefit withholdings. Coordinate payroll compliance activities for multi‑state employees, including tax registrations, withholding requirements, reciprocal agreements, and unemployment insurance reporting.
  Maintain compliance for nonresident aliens, international employees, visiting scholars, and other foreign nationals. Manage tax treaty administration, nonresident alien tax reporting, and annual Form1042 and1042‑S filings. Prepare, review, and reconcile quarterly and annual international payroll tax filings and related documentation. Research and interpret changes to payroll regulations and communicate impacts.

• Payroll Audit & Quality Assurance
  

  Conduct detailed audits of payroll registers, tax reports, deduction reports, and payroll reconciliations. Perform payroll account reconciliations and resolve discrepancies. Develop and maintain audit procedures, internal controls, and quality assurance processes. Prepare audit schedules, supporting workpapers, and documentation for internal and external auditors.

• Payroll Operations Support
  

  Assist in coordinating payroll processing activities to ensure timely and accurate delivery. Review and validate payroll calculations, including supplemental payments, retroactive adjustments, and special compensation arrangements. Provide technical support and guidance on payroll taxation and compliance. Assist in payroll system testing, upgrades, implementations, and validation of system changes. Develop and maintain payroll procedures, documentation, and training materials.

• Reporting & Analytics
  

  Prepare and analyze payroll compliance reports, tax reports, reconciliation reports, and year‑end reporting schedules. Monitor payroll trends and identify improvement opportunities. Support annual payroll year‑end activities including FormsW‑2,W‑2C,1042‑S,990 and other regulatory reporting requirements.

• Professional Leadership
  

  Serve as a payroll compliance resource and subject‑matter expert. Provide training and guidance on payroll regulations, multi‑state taxation, and international payroll requirements. Mentor payroll staff, support cross‑training initiatives, promote consistent payroll practices, and recommend strategic initiatives to enhance compliance, efficiency, and customer service.

Qualifications

• Education – Bachelor’s degree in accounting or a related field.
• Experience – Five or more years of progressively responsible professional experience in payroll administration, accounting, finance, or a closely related field. Must include supervising or leading payroll staff, processing payroll using an enterprise HR/Payroll system, and working with computerized financial management and electronic time‑keeping systems. Experience interpreting and applying payroll tax laws and payroll compliance requirements.
• Knowledge, Skills & Abilities
  • Expert knowledge of state and federal payroll laws and regulations.
  • Knowledge of establishing employer tax presence in additional U.S. states.
  • Understanding of basic accounting principles relevant to payroll duties.
  • Superior customer‑service orientation with strong conflict‑resolution skills.
  • Strong analytical, problem‑solving, critical‑thinking, and research skills.
  • High ethical standards and confidentiality.
  • Excellent organization, time‑management, and task‑switching abilities.
  • Strong written and oral English communication skills; Spanish language skills are a plus.
  • Proficiency with Microsoft Office, especially advanced Excel (formulas, pivot tables, graphs).
  • Ability to learn new software and technology quickly.
• Preferred Qualifications – Certified Payroll Professional (CPP); Experience with Workday Payroll and Time Tracking.

Work Schedule & Physical Requirements

Regular hours: 8a.m.–5p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. The position requires extended computer use, repetitive hand and wrist movements, standing, walking, and lifting up to 15pounds.

Compensation & Benefits

Pay: $8,750 – $9,583.33 monthly. Eligible for the Claremont Colleges Services employment benefits package, including medical, dental, vision, 10% retirement contributions after one year, group life insurance, generous time off, professional development funds, mobile plan discounts, software and entertainment discounts, access to fitness facilities, and more.

Equal Opportunity Employer

The Claremont Colleges Services is an equal opportunity employer. TCCS makes employment decisions on the basis of merit, ensuring the best available person for every job. Discrimination based on protected characteristics is unlawful.