Director of Payroll (Hybrid)

Job Summary:

Provides leadership and directs the day-to-day activities of the Institution’s Payroll Services function.  Reporting to the Associate Vice President & Controller, the Director of Payroll will set the strategic direction for the Payroll Services Department, as well as defining and planning for the achievement of goals and objectives. Ensures the team achieves the optimal balance between cost, efficiency, accuracy, and service delivery. This position will work closely with the Associate Vice President & Controller and members of the Finance Leadership Team. This position will provide technical payroll and accounting expertise for the Institution and helps ensure the integrity of financial information and record keeping via the core Finance administrative systems.  This position will provide technical and complex payroll tax expertise for the Institution to ensure compliance with all federal, state, and local tax rules and regulations.  This position will drive improvements to systems, controls, and procedures, acting as a proactive advocate to streamline processes within their purview. This position will assist in the development, implementation, and maintenance of applicable finance and accounting policies and the provision of timely, accurate services to customers at all levels of the institution.  Other responsibilities include benchmarking, operational reporting, scorecards, management reporting, performance management, budgeting, analysis, and other financial activities with a broad functional or organizational scope.

Essential Job Functions:

Payroll Services

• Manage payroll processing team and payroll tax and reporting team.
• Supervise biweekly and monthly payrolls for 13,000+ employees using Kronos and PeopleSoft.
• Ensure excellent customer service and support is being provided to the Institution by the Payroll team and through the dedicated phone tree and payroll services email address.
• Supervise biweekly HCS payrolls using ADP.
• Oversee all tax and reporting requirements for payroll withholdings.
• Manage all state retirement reporting ensuring accuracy and timeliness of reporting and depositing of funds including TRS, HRIS, TPIS, ORP, etc.
• Manage benefits billing for UTMB Health retirees and employees on leave of absence.
• Ensure accurate reporting of payroll data to general ledger.
• Ensure calendar Payroll Reporting requirements are met in an accurate and timely manner (W-2 forms, form 941, 1042-s forms, etc.).
• Manage ongoing requests from management, employees, auditors, and Texas Public Information Act (TPIA)

 Internal Control Environment

• Adhere to internal controls and reporting structure.
• Ensure records retention is in compliance with institutional records retention policies.
• Develop, monitor and report significant metrics/key performance indicators to Controller for areas of responsibility.
• Stay abreast of new accounting development, laws, regulations, etc.
• Update and maintain departmental policies and procedures, identifying appropriate internal controls for department and providing mechanisms to monitor and enforce compliance.
• Implement and maintain procedures to ensure timely, accurate month-end and fiscal year-end accounting close processes and assist with the preparation of monthly and annual financial statements, and annual operating budget.
• Implement and maintain procedures to ensure timely, accurate calendar year-end close processes and assist with the preparation of required employee related tax filings.
• Assist Audit Services in monitoring UTMB departmental adherence to institutional control procedures.
• Accountable for overseeing the maintenance of the Institution’s general ledger and related accounting practices, assuring subsidiary ledgers reconcile to the general ledger, and balance sheet reconciliations are maintained related to processes and accounts within their purview.

 Staff Development

• Facilitate and provide professional development through sound performance management practices.
• Development of staff including technical, process related, communication, and customer service.
• Supervise staff, including hiring, training, conducting performance appraisals, and applying discipline as appropriate. 

Other Duties

• Assist with ad hoc projects as determined by the Vice President, Finance – Institutional and / or the Associate Vice President & Controller.
• Assists Associate Vice President & Controller in with external audits as needed.
• In collaboration with Information Services, develop and maintain information systems that support Finance service lines within areas of responsibility.
• Document and perform annual tests of Business Continuity Plans for areas of responsibility.
• Collaborate with other UTMB Business areas to resolve cross-functional issues.
• Ensure timely, accurate responses to requests for financial services from customers at all levels of the Institution.
• Organize and plan work to ensure appropriate prioritization and timely deliverables.
• Provide routine status updates and quickly escalate appropriate issues to leadership when necessary.

 Marginal or Periodic Functions:

• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Knowledge/Skills/Abilities:

• Must be able to work in a fast-paced environment and meet strict deadlines.
• Excellent communication skills and strong analytical and problem solving-skills required.
• Demonstrated ability to solve complex problems.
• Knowledge of complex accounting systems.
• Excellent verbal and written communication skills including the ability to communicate with individuals at all levels within the institution.
• Ability to analyze/evaluate data and make appropriate decisions and recommendations.
• Excellent financial modeling skills with ability to build and maintain complex models to support Executive Leadership decision making.
• Exhibit deep knowledge of the Accounts Payable function and how it interacts with Finance, Purchasing, Operations and other departments.