Manager, Payroll Process & Systems

Who We Are

Charter Schools USA (CSUSA) is one of the largest and highest performing education management companies in the United States, proudly serving over 82,000 students in over 150 schools in four states. Founded by Jonathan Hage in 1997, CSUSA's mission is a Relentless Commitment to Student Greatness in School and in Life™. CSUSA provides an academically rigorous education to students equipping them with real world readiness, prepared for college or career after graduation. With an unwavering dedication to the success of students from every background, CSUSA is closing the gaps in achievement and opportunity, keeping our promise of Strong Minds, Good Hearts™.

Job Purpose

To join a team of people with the mission : Relentless Commitment to Student Greatness in School and in Life ™. If you love inspiring and motivating young learners and want to put students first in education, CSUSA is the right place for you. We deliver on our promise of Strong Minds, Good Hearts™ through an education model that gives every student the opportunity for success. The Manager of Payroll Processes is responsible for overseeing payroll operations, tax compliance, and process improvements to support the efficient execution of payroll functions. This role ensures payroll accuracy, compliance with federal, state, and local regulations, and the implementation of best practices for payroll processing. Additionally, the position plays a key role in payroll system implementations, audits, tax reporting, and data validation, collaborating closely with internal and external stakeholders to optimize payroll efficiency and accuracy.

How You Will Impact Education

Payroll Operations Support :

Assist the Senior Director of Payroll in managing day-to-day payroll operations to ensure accurate and timely payroll processing. Monitor payroll workflows and systems to identify inefficiencies and recommend process improvements. Ensure compliance with internal policies and external regulations related to payroll processing.

Payroll Process Implementation :

Play a key role in payroll system implementations, upgrades, and enhancements, ensuring seamless integration with HRIS, timekeeping, and financial systems. Collaborate with IT, HR, and Finance teams to define payroll system requirements and validate system configurations for accuracy. Conduct end-to-end payroll testing, including parallel payroll runs, system validations, and data reconciliations to ensure accuracy before go-live. Identify and troubleshoot system-related payroll issues, working closely with vendors and internal teams to resolve discrepancies. Develop and document payroll process workflows, SOPs, and best practices to optimize payroll system functionality and efficiency.

Payroll Tax Management :

Oversee payroll tax compliance, including accurate tax withholding, reporting, and remittance at federal, state, and local levels. Work closely with external tax providers and agencies to manage tax filings, resolve discrepancies, and ensure timely tax payments. Ensure payroll tax regulations and compliance requirements are met, proactively addressing any legislative changes.

Audit and Validation :

Conduct payroll audits to verify compliance, accuracy, and adherence to organizational policies. Validate payroll data and transactions to ensure precision in employee paychecks and year-end reporting (e.g., W-2s, 1099s). Address and resolve payroll discrepancies promptly and accurately.

Compliance and Reporting :

Stay up to date with changes in payroll laws, regulations, and tax codes, ensuring adherence to compliance requirements. Develop controls and monitoring mechanisms to ensure payroll compliance and mitigate risks.

Systems and Tools Management :

Support payroll system upgrades, implementations, and testing to ensure functionality aligns with business needs. Act as the subject matter expert for payroll systems, tools, and processes.

Required Qualifications and Skills

Highly organized with strong attention to detail. End to end payroll processing knowledge including multi- state. Strong knowledge of quarter and year end processing. Strong knowledge of general ledger payroll accounting. Skilled in payroll tax compliance and escheatment processes. Advanced experience with ADP Payroll Systems ( Workforce Now, Vantage, Workforce Manager, eTIme) for payroll processing, system configurations and reporting. Advanced Microsoft Excel Skills (Vlookups, PivotTables, Macros). Experience in designing, implementing, and optimizing payroll processes to enhance efficiency, compliance, and accuracy. Ability to document payroll workflows and create Standard Operating Procedures (SOPs) for consistency and compliance. Experience in system implementations, including payroll system upgrades, HRIS / payroll integrations, and testing for accuracy.

Job Requirements

Education :

Bachelor's degree in Accounting, Finance, Business Administration, or a related field is required.

Experience :

Minimum of 10 years of payroll experience, with at least 1-2 years in a supervisory role. Certified Payroll Professional (CPP) designation preferred. Extensive knowledge of payroll systems, including, ADP Vantage, E- Time, Workforce Manager, Smart Compliance, and advanced proficiency in Excel. Strong understanding of federal, state, and local payroll tax regulations. Proven ability to manage complex payroll operations and implement process improvements. Excellent analytical, organizational, and problem-solving skills. Strong written and verbal communication skills with the ability to interact effectively across departments

May perform other duties as assigned.

Work Environment

While performing the responsibilities of this position, the work environment characteristics listed below are representative of the environment the employee will encounter : Usual office working conditions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. No physical exertion required. Travel within or outside of state. Light work : Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force as frequently as needed to move objects.

FLSA Overtime Category

Job is exempt from the minimum wage and overtime provisions of the Fair Labor Standards Act.