Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Transcription

1 S10221, page 1 Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. FUNCTIONAL DUTIES Serves as a Payroll Program Manager in the Accounting Department (Department), Office of Finance, Metropolitan Washington Airports Authority (Airports Authority). Functions as either the operational day-to-day program manager/administrator (time, leave, and payroll) of the Airports Authority s Payroll function or the Payroll functional lead for the transition team to the Airports Authority s new HR/Payroll and financial management system, implementation of which is expected to begin in As the day-to-day Payroll Program Manager, plans and supervises payroll program administration using a payroll service bureau and in-house staff, including issuance of bi-weekly payroll, preparation of tax reports, and development of system modifications and enhancements. As the Payroll functional lead acts as the technical expert for time and attendance and Payroll for the transition to a new HR/Payroll system (planning, designing, developing, testing, evaluating, and implementing). Supports/ works with Human Resources Managers and Specialists in programs and initiatives that have pay, budget, accounting, and/or payroll tax implications. Performs related functions. Plans and Supervises Payroll Administration --Processes actions required for issuance of the bi-weekly payroll. Works with staff to enter data from personnel actions and other forms into the automated on-line payroll system, e.g., salary, insurance benefits, tax exemptions, retirement savings deductions, union dues, etc. Reviews biweekly time and attendance (T&A) reports for completeness and conformance with established Airports Authority policies and procedures. Contacts timekeepers for clarification of items, as needed, and resolves complex issues, e.g., correcting entries for night differential for employees working odd shifts. Processes complex changes or adjustments such as amended T&A reports extending over periods exceeding one year. --Reviews payroll reports prepared by the payroll service bureau for the bi-weekly payroll to ensure accuracy. Ensures that change actions have been processed. As needed, issues manual checks in cases where errors are noted. --Prepares quarterly and year-end reports of payments for FICA and Federal and state tax withholdings, reconciling totals with reports prepared by the payroll service bureau and amounts actually transmitted. Recalculates totals as needed to ensure accuracy of amounts to be reported. Submits required reporting forms to Social Security Administration, Internal Revenue Service and state and/or city of employee residence. Researches tax publications and the Internal Revenue (IR) Code and state tax codes concerning requirements for reporting of taxable and nontaxable monies. Stays abreast of legislation and regulations affecting tax status of payments, non-cash income, and related matters and recommends payroll system modifications, as warranted. --Serves as primary contact with the payroll service bureau for the processing of day-to-day items and the resolution of recurring and one-time problems. Prepares requests for modifications and enhancements to the payroll system, e.g., deductions for the 457 program and disability

2 S10221, page 2 insurance program. Participates with Airports Authority managers in determining new program requirements and provides cost estimates for implementation through the payroll service bureau. Writes detailed specifications for the payroll service bureau to use in developing new programs. Reviews test data and ensures that the new program runs correctly prior to implementation; notes and reports programming errors not detected in test phase. As needed, develops system modifications such as the design of a new payroll screen for compliance with new requirements. --Processes special requests such as court orders for child and medical support, tax levies and liens and garnishments. Prepares letters to employees advising terms of the government order, amount to be deducted and schedule of deductions. Refers questions to the Office of the General Counsel for resolution. Coordinates Workers' Compensation cases with Human Resources to ensure proper repayment of funds and reporting for tax purposes and completes Compensation Commission required wage and hour statements covering the full year immediately prior to injury. --Responds to inquiries from employees and managers, orally and in writing, on a variety of pay matters such as shift differential pay, Sunday pay, overtime pay and withholding and deductions. Interacts with representatives of outside agencies such as government offices, courts and insurers to provide information and resolve problems. As assigned, prepares additions or changes to the payroll user's manual, maintains a timekeeper's manual and provides training to timekeepers on correct procedures for completion of T&A reports. As assigned, documents current in-house payroll and/or T&A processes or provides information to outside consultant for preparation of new/better manual(s). --Performs related Payroll administration activities. Acts as Payroll s Functional Lead for Planning, Implementation, and Transition to the New HR/Payroll System --Works with new HR/Payroll system implementation team; responsible for knowledge leadership (time and leave and payroll) and hands-on approach to the design, development, test, evaluation, and implementation of the new Payroll system. --Specifies Payroll related requirements for the new HR/Payroll system; uses knowledge of the Airports Authority Payroll needs as well as Federal, state, and audit reporting needs to ensure a smooth transition between current and new Payroll systems. Works with the contractor to ensure a seamless transition through testing and evaluation phases; leads Payroll implementation phase(s). Works within the new HR/Payroll system to configure the system to Airports Authority needs. Works with General Counsel staff, Human Resource Specialists, and other administrators to ensure the new HR/Payroll system will supply the management data and capabilities (such as compensation survey and pay and turnover analysis support) needed now and in the future and will be fully integrated. Works with the Airports Authority s IT Office to ensure Airports Authority IT standards are met. --Helps ensure the new system integration. Ensures a data base for internal and external audits,

3 S10221, page 3 inquiries, and investigations and legal challenges is developed and provides objective documentation for management analysis and improvement initiatives, such as new by-employee, by-team, by-unit, by-project and other slices of data for a wide variety of operational and decision support purposes. --Performs related Payroll design/development support and test, evaluation and implementation activities. Supports miscellaneous Human Resource (HR) and other Airports Authority management programs and initiatives: --Provides proactive, timely advice on budget, accounting and tax implications of HR issues and initiatives, such as budget cost impact of pay raises, new premium pays and new work schedules, and taxes due on elective benefits and non-cash income, such as company and take-home vehicles. --Reviews management and union proposals for labor agreements for impact on pay programs, payroll processing, and personnel cost impact. --Communicates and interacts effectively with internal and external business contacts including, but not limited to, other members of the unit/team, other Airports Authority employees (such as executives, managers, supervisors, professionals, and support staff), consultants, vendors, suppliers, Federal and state executive and judicial agency representatives, retirees, and the general public on widely diverse issues, ranging from wage garnishments to policy initiatives and new systems configuration. --Uses a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations and graphics, manipulate data (spreadsheets and databases), and perform or conduct research (Internet use); (b) enterprise system/software for processing Payroll, budgeting, time and attendance reporting and control, and other functions; and (c) special systems/software used in the Department. --May operate a motor vehicle on and off Airport complexes, to attend meetings and perform related functions. --*Performs other duties as assigned or as determined on own initiative.* MANAGERIAL AND SUPERVISORY DUTIES In the context of Payroll administration functions and as functional lead for the transition to a new HR/Payroll system provides: Organizational Planning Establishes goals. Develops program plans and milestones. Assigns priorities. Develops policies and procedures. Projects budget requirements and allocates available resources. Program Direction Communicates organizational goals. Keeps employees and other managers

4 S10221, page 4 informed. Develops and establishes review and control systems to assist in achieving goals and results, including a system of internal administrative controls to prevent or detect errors or irregularities in Payroll processes. Reviews costs, manages fiscal resources and maintains control over assigned Authority resources and assets. Human Resource Management Selects, assigns and develops employees. Delegates and assigns work. Evaluates employee performance and administers human resource management programs established by the Authority. Ensures the application of EEO principles and adheres to EEO requirements. Program Evaluation Reviews program quality and progress toward achieving goals and program results on a periodic basis. Takes corrective actions to maintain work progress on schedule, improve employee performance or modify program goals or operations, as appropriate. Critical features of this job are described under the headings below. They may be subject to change through reasonable accommodation or otherwise. MINIMUM QUALIFICATIONS (MQs) To be rated qualified for this job, an applicant must meet all of the MQs listed below at the time of vacancy announcement closure. 1. A bachelor s degree in any field providing a strong foundation for successful performance of the DUTIES in this job description, or an equivalent combination of education, experience, and training that totals four years. 2. Five years of progressively responsible experience in payroll administration that includes substantive work in most of the DUTIES in this job description including: (a) planning, coordinating, performing and supervising at least one employee in all activities necessary for processing/administering a payroll of greater than 500 employees; (b) maintaining related records; (c) filing tax reports and voluntary deduction reports; (d) processing involuntary deductions such as levies and garnishments; (e) preparing accounting transactions and documents; (f) documenting and updating procedures; and (g) preparing special reports for senior management. OR Five years of progressively responsible experience in payroll that includes substantive work in most of the DUTIES in this job description including: (a) working with a payroll transition team designing, developing, testing, evaluating, and implementing a new payroll system; (b) specifying payroll related requirements for a new payroll system; (c) helping ensure the new system integration; (d) ensuring a seamless transition through testing, evaluation, and implementation phases; and (e) preparing special progress reports for senior management. A fully equivalent combination of education and training beyond what is needed to satisfy

5 S10221, page 5 MQ 1 above may be substituted for up to two years of these five years of experience. For example, a master s degree in any field that indicates the ability to successfully perform the DUTIES in this job description may be substituted for two years of experience. 3. Education, experience or training indicating the ability to perform successfully as a first level supervisor such as the ability to plan/assign/review work, deploy personnel, monitor work operations, obtain effective results and perform a full array of supervisory personnel functions. PREFERRED QUALIFICATIONS The qualifications listed below (if any) are preferred and may be considered in the selection process, but are not required to be rated qualified for this job. 1. Certified Payroll Professional (CPP) designation from the American Payroll Association. 2. Experience as Payroll lead for a transition team to a new HR/Payroll system. KNOWLEDGE, SKILLS, ABILITIES, AND OTHER FACTORS (KSAOs) The following KSAOs are required for successful performance of this job and are a basis for rating and ranking applicants who are found to meet the MQs. Local, Federal, airport industry or Airports Authority specific bodies of knowledge listed below may be acquired on the job, typically; ability to rapidly acquire them is required at the time of vacancy announcement closure. 1. Knowledge of Airports Authority management functions, policies and procedures, including EEO principles and requirements, and knowledge of supervisory principles, altogether to manage the operations and programs of the unit/team and to perform supervisory functions. 2. Knowledge of the Airports Authority Payroll system or systems commensurate in size and complexity and supporting Payroll and time and attendance processes to enter employee pay, benefits, and other payroll information into the system, approve issuance of the biweekly payroll, interpret the impact of new policies or procedures on the operation of the payroll system, plan modifications to the system and resolve problems that may occur. 3. Knowledge of Federal and state tax reporting regulations to process required tax reports and anticipate future needs based on changes in Federal or state regulations. 4. Knowledge of the Airports Authority Payroll system or systems commensurate in size and complexity and supporting Payroll and time and attendance processes needed to enter employee, pay, benefits and other payroll information into the system, approve issuance of the biweekly payroll, interpret the impact of new policies or procedures on the operation of the payroll system, plan modifications to the system and resolve problems that may occur; knowledge of Federal and state tax reporting regulations needed to process required tax

6 S10221, page 6 reports and anticipate future needs based on changes in Federal or state regulations; knowledge of Airports Authority policies and procedures encompassing several different pay, leave and benefits programs and associated budget and accounting programs needed to review reports for accuracy, develop payroll system enhancements, respond to inquiries concerning payments, deductions, leave balances, etc. and support various HR programs and initiatives (mainly concerning compensation and benefits) altogether to provide development/integration support and help test, evaluate and implement key Payroll processing functions in the new HR/Payroll system. 5. Skill in problem solving to select, organize, and logically process relevant information (verbal, numerical, or abstract) to solve a problem. This includes the ability to recognize subtle aspects of problems, identify relevant information, and make balanced recommendations and decisions. Examples include checking payroll runs for accuracy, preparing quarterly and year-end reports, processing the biweekly Payroll, and creating the workflows needed in the new HR/Payroll system for Payroll processing and reporting. 6. Skill in oral communication to understand verbal information (including instructions, descriptions, and ideas) and to express such information verbally so that others will understand. This includes the ability to encourage oral communication by others. Examples include discussing deductions/taxes/garnishments with employees and expressing Payroll needs with the new HR/Payroll system implementation team. 7. Skill in written communication to understand written information (including instructions, descriptions, and ideas) and to express such information in writing so that others will understand. This includes skill in the review of the written work of others. Examples include creating new policies or directives for the Payroll function and needed configurations for the new HR/Payroll system. 8. Skill in using a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations and graphics, manipulate data (spreadsheets and databases), develop reports, and perform or conduct research (includes Internet use to search out new products and technologies and keep up with technology); (b) enterprise systems/software for processing Payroll, budgeting, time and attendance reporting, and other functions; and (c) special systems/software used in the Department. 9. Interpersonal skills to interact with business contacts in a businesslike, customer serviceoriented, manner including Federal and state and judicial agency representatives, new hires, employees, retirees, and consultants. RESPONSIBILITY Is responsible for the accurate and timely processing of the bi-weekly payroll and issuance of required reports or the planning of and transition to (including testing) of the new HR/Payroll system for Payroll. Work impacts the smooth running of Payroll for the Airports Authority and/or the successful implementation the new HR/Payroll system s Payroll component.

7 S10221, page 7 Reports to an Assistant Controller (Supervisor), however, may receive guidance or special projects regarding Payroll administration and/or project direction regarding the new HR/Payroll system from the Controller (Aviation), Vice President and Chief Financial Officer (CFO), and/or the new HR/Payroll implementation manager. In recurring Payroll administration matters, work comes to the incumbent through established work flows. The incumbent independently plans, assigns, coordinates, performs and reviews day-to-day Payroll activities involving the different pay plans and benefits programs. The Supervisor assigns special projects by indicating priorities and overall objectives and is available to provide guidance for problems of unusual difficulty or for issues with Airports Authority policy implications. The incumbent keeps the Supervisor informed of critical problems or policy issues which impact on Payroll administration and provides briefings and reports to Supervisor, Controller (Aviation), and CFO on new system development work at regular intervals, key milestones, and when key issues or problems arise. Completed Payroll and HR support work is expected to be compliant with Federal, state, and Airports Authority requirements, timely, and accurate. Work on the new HR/Payroll system implementation team is to expected to be technically correct, thorough in identifying needs, issues and options, and thoughtful in helping overcome concerns and resistance. Work is typically reviewed in terms of quantity, quality, timeliness, customer service, teamwork adherence to guidelines, and other factors, including specific performance management requirements. Guidelines and reference materials include, but are not limited to, the payroll service bureau user's guide, Federal and state tax publications, Airports Authority policy memos and directives, EEO principles and requirements, Payroll and timekeepers manuals, and technical manuals for Payroll and other processing and management information systems. The incumbent uses seasoned judgment and initiative in applying/adapting guidelines, such as determining requirements for tax reporting or new payroll procedures to implement changes in Airports Authority pay plans and benefit programs and helping to specify, test, evaluate and implement the HR/Payroll system. EFFORT The work is primarily sedentary and typically requires light physical effort as in opening/closing file drawers, lifting and carrying files, etc. Incumbent may sit for extended periods while performing desk work; moves about to obtain or distribute work materials, meet with people, etc. Regularly uses a computer to develop reports and perform other tasks; operates other office equipment. Frequently exchanges information by telephone. Regularly reviews payroll reports and regulations containing small print. In driving, operates vehicle using judgment in consideration of weather, traffic and other factors. WORKING CONDITIONS Works primarily in an adequately lighted, ventilated and temperature controlled office and conference rooms. May experience some job pressure from tight deadlines, changing priorities or interpersonal conflicts with employees, retirees, or members of the implementation team. OTHER SIGNIFICANT JOB ASPECTS None