Payroll Director

The Payroll Director is responsible for the overall leadership, administration, compliance, and continuous improvement of the organization's payroll operations. This position ensures that employees are paid accurately and timely while maintaining compliance with federal, state, and applicable international payroll regulations.

The Director provides operational leadership for payroll processes, systems, controls, audits, reporting, and team development. The position serves as a strategic partner to Human Resources, Finance, IT, leadership, managers, and employees to ensure payroll operations support organizational goals and provide a high level of service.

The Director is responsible for developing efficient, standardized, and sustainable payroll processes while identifying opportunities to strengthen internal controls, reduce errors, improve reporting, and increase automation.

MINISTERIAL DUTIES

These responsibilities are critical to the FCA mission and this position plays a vital role in our ministry. FCA expects all functions and responsibilities outlined below to be carried out with a heart surrendered to serving God as a form of worship.

• Agree with, and abide by, FCA's Christian Community Statement.
• Follow a spiritual rhythm including daily prayer and Bible study to seek the Lord's will for FCA.
• Lead, conduct and provide spiritual leadership for staff, volunteers, coaches and athletes through prayer, Bible study, worship and living by example so they are equipped to serve others.
• Connect to and participate in a local church through worship and weekly involvement.
• Conduct yourself in a manner that affirms biblical standards of conduct in accordance with FCA's Christian beliefs (see FCA's Christian Community Statement) at all times.

 

ROLE RESPONSIBILITIES

Payroll Operations & Administration 

• Direct and oversee the organization's payroll operations and payroll calendar.
• Ensure payroll is processed accurately, timely, and in accordance with established deadlines.
• Oversee payroll processing for salaried and hourly employees, including multiple employee classifications and pay structures.
• Oversee payroll-related changes, including new hires, terminations, salary changes, transfers, leave, bonuses, allowances, deductions, and retroactive adjustments.
• Establish and maintain payroll processing procedures, checklists, and internal controls.
• Monitor payroll corrections, off-cycle payments, and adjustments to identify trends and opportunities for improvement.
• Serve as the escalation point for complex payroll issues and employee inquiries.
• Ensure appropriate review and approval processes are in place throughout the payroll cycle.

Payroll Compliance & Tax

• Ensure compliance with federal, state, and applicable local payroll laws and regulations.
• Monitor state tax withholding requirements based on employee work and residence locations.
• Oversee payroll tax compliance and coordinate with payroll tax providers and internal Finance resources.
• Ensure appropriate taxation and reporting of taxable benefits, allowances, reimbursements, and other compensation.
• Provide oversight of specialized payroll requirements, including minister compensation, housing allowances, and related tax considerations.
• Maintain appropriate documentation and controls to support payroll compliance.
• Monitor regulatory changes and assess their potential impact on payroll operations.
• Partner with Finance and external providers to resolve payroll tax issues and discrepancies.

Payroll Audits & Internal Controls

• Develop and maintain a comprehensive payroll audit program.
• Conduct or oversee periodic audits of payroll records and processes.
• Review employee classifications, state taxation, deductions, allowances, housing allowances, and other payroll related items.
• Identify payroll risks and develop corrective actions.
• Establish controls designed to prevent recurring payroll errors.
• Monitor audit findings through resolution.
• Maintain appropriate documentation to support internal and external audits.
• Evaluate payroll processes for accuracy, efficiency, compliance, and risk.

Payroll Systems & Technology

• Provide leadership and oversight of the organization's payroll and timekeeping systems.
• Serve as the primary payroll subject matter expert for ADP Workforce Now and related payroll technology.
• Identify opportunities to automate manual processes and improve system functionality.
• Coordinate with IT, HR, Finance, and payroll vendors regarding system issues, enhancements, and implementations.
• Participate in system upgrades, testing, configuration changes, and implementation projects.
• Ensure payroll system procedures and documentation remain current.
• Evaluate technology solutions that improve payroll efficiency, accuracy, reporting, and employee service.

Team Leadership & Development

• Lead, develop, and support payroll team members.
• Establish clear responsibilities, ownership, and accountability within the payroll function.
• Develop training plans and onboarding resources for payroll employees.
• Cross-train team members to ensure continuity of payroll operations.
• Monitor team performance and identify opportunities for additional training and development.
• Establish consistent procedures and expectations across the payroll team.
• Build a strong knowledge-sharing environment that reduces dependency on individual employees.
• Provide coaching, feedback, and performance support to payroll staff.

Process Improvement & Operational Excellence

• Evaluate existing payroll processes and identify opportunities for improvement.
• Develop and maintain payroll standard operating procedures.
• Create and maintain payroll checklists, calendars, knowledge bases, and process documentation.
• Standardize payroll processes to improve consistency and reduce errors.
• Identify root causes of recurring payroll issues and implement corrective actions.
• Reduce unnecessary manual processing through automation and system improvements.
• Establish measurable service and performance standards for payroll operations.
• Lead continuous improvement initiatives that increase efficiency and employee service.

Reporting & Analytics

• Develop and maintain payroll performance metrics and key performance indicators.
• Monitor payroll accuracy and correction rates.
• Track off-cycle payroll activity and identify trends.
• Monitor audit completion and compliance activities.
• Track payroll-related training and team development.
• Prepare payroll reports and executive summaries for leadership.
• Analyze payroll trends and provide recommendations to HR, Finance, and leadership.
• Use payroll data to identify risks, inefficiencies, and opportunities for improvement.

Year-End Reporting

• Direct annual payroll year-end activities.
• Oversee W-2 and other required payroll reporting.
• Coordinate year-end payroll reconciliation and reporting activities.
• Ensure appropriate review of year-end reporting before distribution.
• Partner with Finance, HR, payroll vendors, and tax providers to resolve year-end issues.
• Coordinate applicable international payroll year-end requirements.

International Payroll

• Provide oversight and coordination of international payroll operations as applicable.
• Partner with international payroll providers and internal stakeholders.
• Ensure appropriate payroll documentation, processes, and controls are established.
• Monitor compliance requirements for applicable international locations.
• Support international payroll implementations, transitions, and process improvements.

Cross-Functional Partnership

• Partner with Human Resources to ensure employee compensation and employment changes are accurately reflected in payroll.
• Partner with Finance on payroll accounting, reconciliations, reporting, budgeting, and payroll-related financial matters.
• Partner with IT on payroll systems, security, integrations, and technology improvements.
• Partner with managers and supervisors to resolve payroll and timekeeping issues.
• Provide guidance to employees regarding payroll processes and applicable policies.
• Serve as a trusted payroll resource for organizational leadership.

Leadership & Strategic Responsibilities

The Payroll Director is expected to move the payroll function beyond transactional processing by:

• Establishing a strategic vision for payroll operations.
• Developing annual payroll goals and objectives.
• Establishing measurable payroll KPIs.
• Identifying and managing payroll risks.
• Developing long-term process improvement strategies.
• Evaluating payroll technology and automation opportunities.
• Building a sustainable payroll team structure.
  
• Developing succession and cross-training plans.
  
• Providing leadership with meaningful payroll data and recommendations.
  
• Ensuring payroll operations can scale with organizational growth.

COMPETENCIES

• Strong knowledge of payroll administration and payroll compliance.
• Knowledge of federal and state payroll taxation.
• Experience with payroll systems, preferably ADP Workforce Now.
• Strong understanding of time and attendance processes.
• Experience with payroll audits and internal controls.
• Strong analytical and problem-solving skills.
• Ability to interpret payroll data and identify trends.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to manage confidential employee and payroll information.
• Strong attention to detail.
•  Ability to work collaboratively across HR, Finance, IT, and leadership.
•  Ability to lead and develop payroll staff.
•  Ability to manage multiple deadlines and competing priorities.

EXPERIENCE

• Bachelor's degree in Human Resources, Business Administration, Accounting, Finance, or related field.
• Professional payroll certification such as Certified Payroll Professional (CPP) preferred.
• Significant experience administering payroll in a multi-state organization.
• Experience with ADP Workforce Now or comparable payroll technology.
• Experience overseeing payroll audits and compliance programs.
• Experience with international payroll preferred.
• Experience leading payroll process improvement and system implementation initiatives.