Senior Payroll Compliance Analyst - Controller's Office - Payroll - Fixed Term (1.0 FTE, Days)

Category: Finance & Accounting
Job Type: Full-Time
Shift: Days
Req: 19010
FTE: 1

Finance & Accounting

1.0 FTE, 8 Hour Day Shift - 24 Month Fixed Term

At Stanford Children’s Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.

A Payroll Business Systems Compliance Analyst is needed to assist the Payroll Business Systems department with extensive auditing and validation as we prepare to bring payroll in-house. And once payroll is brought in-house, this role will be responsible for ongoing routine internal audits to ensure payroll compliance. In addition, this person will collect and compile data for internal and external audits and requests to mitigate our risk and ensure payroll compliance.

Position Summary:

  • · Perform systems analysis and design activities.
  • · Determine and resolve application and program problems discovered during audits.
  • · Assist in the creation and review of test scripts.
  • · Document meeting minutes, action items, and issues as assigned by manager.
  • · Escalate priority issues to manager and Sr. Business Systems Specialist.
  • · Responsible for designing custom applications, interfaces, Flow charts, scripts, and its impact on applications.
  • · Audits Kronos setup such pay rules, shift/holiday schedules, time-off accruals and deduction calculations, Timecard rules, Employee self-service, Manager self-service and approval rules, workflows, Device manager, Attendance Module and Integration, Calendar setup.
  • · Configures, generates ad hoc Reports and builds interfaces with Kronos Dimension tool set.
  • · Advise and assist other ERP Application Analysts in areas of knowledge, i.e. HR, Benefits, Payroll, Integration with other cloud payroll products interfacing with Kronos.
  • · Provides training to end users, prepares user documentation, and manages UAT sessions.
  • · Understands and is the subject matter expert for mgmt., gap analysis, effort estimation, building out as is - to be business process flows, Prepare BRD, functional and technical specs.
  • · Ability to effectively work with sourcing vendors/IT partners and remote/offsite employees.
  • · Conducts meetings with internal departments PR-HR-IS, operations and external vendors and outside counsel to identify and create functional requirements.
  • · Conducts meetings with Development Team to document technical design requirements.
  • · Meets with other team members to test, analyze, and review completed functional specifications, technical specifications, and customizations.

Job Summary

This paragraph summarizes the general nature, level and purpose of the job.

The Sr Payroll Compliance Analyst reports to the Manager of Payroll for Lucile Salter Packard Children's Hospital at Stanford (LPCH), Packard Children's Health Alliance (PCHA), and Packard Medical Group (PMG) . Under general direction and minimal supervision, the Sr Payroll Compliance Analyst is responsible for ensuring the compliance of payroll with federal, state, and local wage and hour rules and regulations along with ensuring retirement plan contributions are complete, accurate, and timely in accordance with retirement plan requirements. This position ensures timely payroll issue resolution and is responsible for staying informed of and recommending solutions to ensure continued compliance with wage/hour laws. The position will assist with the design and implementation of payroll policies and processes; internal control compliance and oversight; and review and management of payroll systems including implementations and initiatives such as the insourcing of Payroll and transition/maintenance of the cloud Enterprise Resource Planning (ERP) system.

Essential Functions

The essential functions listed are typical examples of work performed by positions in this job classification.  They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities.  Employees may also perform other duties as assigned.

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

Must perform all duties and responsibilities in accordance with the hospital’s policies and procedures, including its Service Standards and its Code of Conduct.

  • Maintains compliance with applicable federal, state, and local payroll and tax regulations as well as LPCH,PCHA, and PMG policy.

  • Keeps appraised of current legislative, payroll, wage laws and regulation changes and makes recommendations to the broader Payroll department, management, and HR Compliance team to ensure continuing compliance with all legal requirements including federal, state, and local laws, Collective Bargaining Agreements (CBAs), and Retirement Savings Plan (RSP) provisions. Owns and is responsible for implementing approved recommendations.

  • Serves as the SME (Subject Matter Expert) for the Payroll department by understanding Federal, State, and local ordinance laws, general payroll practices, company payroll practices, retirement plan provisions, and collective bargaining agreements (CBA).

  • Provides recommendations and implement solutions to mitigate Wage & Hour risk during ERP planning, programming, and semiannual updates.

  • Responsible for developing test plans and conducting testing after modifications or programming changes in the ERP involving pay calculations, earnings, deductions, job classifications, and other codes to confirm that wage and hour laws and retirement plan provisions are followed.

  • Creates and validates Wage & Hour and Retirement payroll-related resources and guides published in the ERP, on the intranet, or in third-party applications are accurate and current.

  • Collaborates closely with the Human Resources Benefits team regarding retirement plan updates and changes, including coordination with the third-party retirement plan recordkeeper to ensure accurate and timely retirement plan contributions in accordance with current plan requirements.

  • Funds the retirement plan contributions each pay cycle, and maintains records to satisfy payroll related annual audit requirements. 

  • Works independently with minimal supervision to execute daily responsibilities.

  • Completes project requests accurately and timely.

  • Provides Tier 2 support across the enterprise for Wage & Hour and Retirement Plan payroll-related issues and maintains service-level agreements for ticket resolution.

  • Creates custom reports and conducts bi-weekly, quarterly, and semi-annual audits, and is the main payroll point of contact for external annual audits for all payroll processed for LPCH, PCHA and PMG for wage and hour compliance, payroll earnings and deductions, retirement plan contributions, worker¿s compensation plans, and other audits as required .

  • Thoroughly understands and complies with Retirement Savings Plan (RSP) Administration Manual and ensures manual is updated as required by legislative or plan changes.

  • Communicates  proactively and effectively with the HR Compliance  team, the Wage & Hour working group, and Sr. Leaders within the organization to provide updates and solutions to systematic payroll issues relating to wage and hour issues, compliance with CBAs, or compliance with the RSP.

  • Processes large data sets utilizing Excel and programs complicated formulas and macros to audit payroll data efficiently and accurately.

  • Executes  complex tasks requiring expert-level experience in payroll compliance.

  • Thrives in a fast-paced environment and manages several high-level, complex projects concurrently.

  • Prepares and presents materials for meetings/proposals to Senior Leadership. Responsible for making independent decisions that are in the best interest of the business unit and department.

Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: Bachelor's Degree in Accounting, Finance, or Business from an accredited college or university or equivalent.

Experience:  Seven (7) years of progressively responsible payroll experience including experience with 401(k), 403(b), 457(b) audits, reconciliation and processing.

Knowledge, Skills, & Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification. 

  • Strong executable knowledge of Wage and Hour compliance involving the Fair Labor Standards Act, federal and state statutes, and state wage and hour laws and regulations including but not limited to: US Department of Labor, Wage and Hour Division

  • Knowledge of IRS Correction Methodology related to retirement plans.

  • Strong knowledge of 401 (k), 403 (b), and 457 (b) plans.

  • Experience working with third-party retirement plan recordkeepers.

  • Extensive knowledge of payroll functions, including preparation, balancing, internal controls, payroll taxes, and wage and hour compliance.

  • Proficient in Microsoft Office with mastery level Excel skills (can create and maintain complex spreadsheets and perform complex functions such as macro creation)

  • Communicate effectively, both orally and in writing.

  • Ability to analyze laws and regulations and to apply requirements to existing business practices.

  • Manage time wisely and meet competing demands and deadlines.

  • Demonstrated ability to enhance and improve policies, procedures, and business processes, including transformation with automation.

  • Demonstrated ability to interpret and enhance compliance with legal requirements, company policies, procedures, and directives.

  • Ability to manage multiple concurrent projects for both self and team.

  • Ability to foster a productive work climate with teams and form partnerships with internal departments and stakeholders.

  • Ability to utilize good business judgment in dealing with confidential and sensitive information.

  • Experience working independently as well as collaboratively across large teams.

  • Ability to promptly and effectively communicate up whenever issues arise.

  • Demonstrated ability to conduct and interpret quantitative/qualitative analysis.

  • Strong sense of ownership, urgency, drive, and accountability

  • Strong influence and stakeholder management skills.

  • Excellent analytical and problem/conflict resolution skills.

  • Professional maturity to give and receive constructive feedback.

Physical Requirements and Working Conditions

The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. 

Pay Range

Compensation is based on the level and requirements of the role.

Salary within our ranges may also be determined by your education, experience, knowledge, skills, location, and abilities, as required by the role, as well as internal equity and alignment with market data.

Typically, new team members join at the minimum to mid salary range.

Minimum to Midpoint Range (1.0 FTE): $109,532.80 to $145,236.00

Equal Opportunity Employer

Lucile Packard Children’s Hospital Stanford strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, LPCH does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements, and where applicable, in compliance with the San Francisco Fair Chance Ordinance.
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