Senior Payroll Administrator

Senior Payroll Administrator

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Basic Function:
Under the direction of the Executive Director of Human Resources, the Senior Payroll Administrator serves as the functional lead for payroll operations, responsible for ensuring accurate, timely, and compliant payroll processing for all University employees.

This position plays a critical role in strengthening payroll operations by establishing standardized processes, implementing internal controls, ensuring the accuracy and integrity of payroll data, and maintaining compliance with federal and California wage and hour laws. The Senior Payroll Administrator partners closely with Human Resources and Finance to ensure alignment between payroll, HRIS, and financial reporting processes.

In addition, the position supports the development of internal payroll capabilities through cross-training, process standardization, documentation, and knowledge sharing to ensure continuity, reduce risk, and improve overall operational effectiveness.

Representative Duties:
Payroll Operations Leadership and Oversight

• Provide functional oversight of payroll operations, ensuring payroll processes are executed accurately, consistently, and in accordance with established procedures and timelines.
• Review and approve pre-payroll change reports and payroll input data, including employee status changes, compensation updates, new hires, terminations, and benefit-related deductions, to ensure accuracy and completeness prior to payroll processing.
• Review and approve payroll processing results to ensure accuracy, completeness, and timeliness.
• Coordinate payroll schedules, key deadlines, and communications to support efficient payroll cycles.
• Identify and resolve payroll issues, discrepancies, and exceptions in collaboration with payroll staff and relevant stakeholders.
• Establish and reinforce standard payroll procedures to ensure consistency and alignment across payroll activities.

Payroll Data Reconciliation and Internal Controls

• Establish and maintain routine payroll data reconciliation processes to ensure accuracy and completeness of payroll transactions.
• Reconcile payroll registers, earnings, deductions, and benefit-related data prior to and after payroll processing.
• Review and validate payroll data against source systems, including HRIS and timekeeping systems, to ensure proper data integration.
• Identify, investigate, and resolve discrepancies in payroll data, including variances in pay, deductions, and employee records.
• Provide payroll summaries and supporting documentation to Finance to support general ledger posting and financial reconciliation processes.
• Ensure proper documentation, audit trails, and internal controls are maintained for payroll transactions.
• Identify control gaps and implement corrective actions to improve payroll accuracy, consistency, and compliance.

Compliance and Regulatory Oversight

• Ensure compliance with federal and state payroll regulations, including California wage and hour laws (e.g., overtime, meal and rest breaks, final pay requirements).
• Oversee timely and accurate payroll tax filings, deposits, and government reporting in coordination with third-party providers (e.g., ADP).
• Monitor compliance with garnishments, levies, and other legally mandated deductions.
• Stay current on payroll laws and regulations and interpret their impact on university payroll practices.

Process Improvement, Standardization, and Documentation

• Evaluate and redesign payroll processes to improve efficiency, accuracy, and consistency.
• Develop, document, and maintain detailed payroll procedures, workflows, and standard operating procedures (SOPs).
• Ensure all payroll processes are clearly documented to support consistency, training, and continuity of operations.
• Identify opportunities to reduce manual processes and improve system utilization.
• Lead continuous improvement initiatives to strengthen payroll operations.

HRIS Integration and Data Integrity

• Partner with Human Resources to ensure accuracy and consistency of payroll and employee data across HRIS and payroll systems.
• Review and validate employee data changes, including hires, terminations, pay changes, and status updates.
• Ensure benefit deductions are accurately applied based on HR-provided data, including appropriate amounts and effective dates, and identify discrepancies for resolution.
• Support system enhancements, upgrades, and implementations related to payroll and HRIS systems.

Reporting and Audit Support

• Prepare and review payroll reports for internal stakeholders, auditors, and government agencies.
• Lead preparation of payroll-related audit schedules and respond to audit inquiries.
• Support compliance reporting and ensure accuracy of payroll-related data used for institutional reporting.

Cross-Training and Knowledge Transfer

• Lead cross-training initiatives to strengthen payroll team capability and ensure continuity of operations.
• Provide training and guidance to payroll staff on payroll regulations, reconciliation processes, and best practices.
• Develop and maintain documentation of institution-specific payroll processes and system procedures to support cross-training, knowledge transfer, and operational continuity.
• Collaborate with payroll staff to gain knowledge of institution-specific systems and workflows to support effective process design and continuity.

Customer Service and Issue Resolution

• Respond to complex payroll-related inquiries and resolve issues in a timely and professional manner.
• Collaborate with HR, Finance, and other departments to resolve payroll discrepancies and concerns.

Knowledge Of:

• Advanced principles and practices of payroll administration, including payroll processing and data validation.
• Federal and state payroll tax regulations, including California wage and hour laws.
• Payroll data reconciliation processes, internal controls, and audit practices.
• Payroll-related data integration between HRIS, payroll, and timekeeping systems.
• Government reporting requirements and coordination with third-party payroll service providers (e.g., ADP).
• Process improvement methodologies and workflow standardization practices.
• Microsoft Excel and reporting tools for payroll analysis and reconciliation.

Ability To:

• Lead payroll operations and ensure accurate, timely, and compliant payroll processing.
• Develop and implement payroll processes, controls, and standard operating procedures.
• Perform detailed payroll data reconciliation and identify discrepancies.
• Interpret and apply payroll laws, regulations, and policies.
• Analyze payroll data and prepare accurate reports.
• Train and guide payroll staff and promote best practices.
• Collaborate effectively with Human Resources, Finance, and other stakeholders.
• Manage multiple priorities and meet strict deadlines.
• Maintain confidentiality and handle sensitive information with discretion.

Minimum Qualifications:
Any combination equivalent to: Bachelor’s degree in accounting, finance, business administration, or a related field and five (5) years of progressively responsible payroll experience. Demonstrated experience with payroll data reconciliation, reporting, and compliance. Experience working with integrated payroll and HRIS systems.

Preferred Qualifications:

• Experience in higher education payroll operations.
• Experience supporting payroll audits and regulatory reporting.
• Experience improving payroll processes and implementing system enhancements.
• Experience with enterprise payroll systems such as ADP, Ellucian Colleague, or similar HRIS/payroll platforms.
• Certified Payroll Professional (CPP) or similar certification.

Licenses and Other Requirements:
N.A.

Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Working Environment:
Office environment; constant interruptions
Ability to travel to conduct work as needed.

Hiring Range $37.00 – $41.00
Posting Number: Staff004932022
Open Date: 03/24/2026
Close Date: 4/7/2026

Application Procedure/Special Instructions

To apply, visit https://careers.callutheran.edu/postings/13063

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.

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