Director of Payroll Operations

Overview

POSITION TITLE (Oracle title)

DIRECTOR

WORKING TITLE

Director-Payroll Operations

SCHOOL/DEPARTMENT

Compensation Services

LOCATION

Crossroads III, Cary, NC

PAY GRADE

Director Band 2

FLSA STATUS

Exempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for a hybrid telework workweek

POSITION PURPOSE:

Responsible for overseeing the accurate, timely processing and reporting of payroll for approximately 26,000 employees within the Wake County Public School System (WCPSS). Ensures strict compliance with federal, state, and local regulations while driving initiatives related to technical processing, data validation, and financial reconciliation. Plays a pivotal role in advancing the organization's mission by leading efficient, compliant, and data-driven payroll operations that support both organizational goals and employee satisfaction.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Comprehensive knowledge of federal, state, and local employment laws, including the Fair Labor Standards Act (FLSA), Equal Pay Act, and other relevant regulations;
• Comprehensive knowledge of payroll software (e.g., ADP, Workday, Kronos) and HRIS systems, with expertise in data integration across enterprise platforms (HR, finance), system upgrades, and maintaining data accuracy and compliance with privacy regulations (GDPR, HIPAA);
• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Skilled in analyzing payroll data, identifying discrepancies, resolving complex payroll issues swiftly, and making informed decisions that balance compliance, cost-efficiency, and operational effectiveness;
• Exceptional verbal and written communication skills to clearly articulate payroll policies and procedures, with a strong focus on delivering outstanding employee support and resolving payroll-related inquiries efficiently;
• Proven ability to lead, manage, and mentor payroll teams, collaborate effectively with cross-functional departments (HR, finance, IT), and influence senior leadership to drive continuous process improvements;
• Ability to develop short and long-term initiatives;
• Ability to complete complex tasks and minimize errors with attention to detail;
• Ability to work independently and complete tasks in the absence of clear direction;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to establish and maintain effective working relationships with school officials, administrators, teachers, support staff, vendors, and federal and state contacts.

EDUCATION, TRAINING, AND EXPERIENCE

• Bachelor's degree in accounting, business administration, or a related field; AND
• Seven years of related experience; AND
• Evidence of successful administrative/leadership experience;
• Other combinations of applicable education, training, and experience which provide the knowledge, skills, and abilities necessary to perform effectively in the position may be considered.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator's license according to the State of NC requirements.

Preferred Qualifications

• Master's in business administration (MBA), Certified Employee Benefits Specialist (CEBS), Senior Professional in Human Resources (SPHR), and/or other human resource and benefits related certifications;
• Experience working with Oracle-based accounting or payroll and benefits systems;
• Knowledge of North Carolina Retirement Plans and employer reporting requirements;
• Extensive knowledge of WCPSS or other state agency benefit offerings.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Leads, supervises, and evaluates the payroll operations team, fostering a culture of continuous improvement, accountability, and high-performance customer service.
2. Provides coaching, mentorship, and professional development opportunities to enhance team capabilities and ensure operational excellence.
3. Develops and implements payroll strategies, policies, and procedures aimed at optimizing efficiency, accuracy, and compliance across the department.
4. Oversees the end-to-end payroll process for all district employees, including teachers, administrators, support staff, and substitutes, ensuring timely and accurate processing of bi-weekly, monthly, or other periodic distributions.
5. Coordinates the management of complex payroll calculations, including tax withholdings, retirement, benefits, garnishments, bonuses, overtime, and other adjustments, ensuring strict adherence to applicable laws and policies.
6. Develops and maintains payroll schedules and timelines to ensure consistent, accurate, and on-time distribution of compensation.
7. Ensures the accurate processing of special payroll situations, such as bonuses, stipends, and extra duty pay.
8. Partners with HR and other departments to ensure compliance with federal, state, and local tax laws, wage and hour regulations, and other payroll-related guidelines (e.g., FLSA, FMLA, NCDPI, and district-specific policies).
9. Conducts regular audits and reviews to verify payroll accuracy, identifies areas for process improvement, and ensures compliance with internal controls.
10. Collaborates with the legal and finance teams to prepare for and support internal and external audits, providing accurate payroll data and documentation.
11. Manages and oversees the use and maintenance of payroll software systems (HRIS, timekeeping systems, etc.), ensuring data integrity, security, and ongoing system upgrades.
12. Works closely with IT and HR departments to integrate payroll systems with other administrative platforms, improving operational efficiency and streamlining processes.
13. Drives automation initiatives for timekeeping, benefits enrollment, and other payroll functions to reduce manual tasks and errors.
14. Acts as the primary point of contact for payroll-related inquiries from employees, administrators, external agencies, and auditors.
15. Provides expert guidance and training to district staff on payroll processes, pay stubs, deductions, and other related matters.
16. Collaborates with the benefits and HR teams to ensure the accurate processing of benefit elections and compensation changes (e.g., merit increases, salary adjustments, incentive programs).
17. Liaises with external vendors, regulatory bodies, and other stakeholders to ensure payroll compliance and operational efficiency.
18. Generates detailed payroll reports for senior leadership, the finance department, and other key stakeholders, offering insights into financial data, reconciliation efforts, and compliance metrics.
19. Maintains comprehensive payroll records, ensuring proper retention and adherence to legal requirements regarding data privacy and documentation retention.
20. Ensures adherence to North Carolina Department of Public Instruction (NCDPI) guidelines, federal and state labor laws, and district policies.
21. Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, staff members of external funding agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force. The work frequently requires driving automotive equipment.

EFFECTIVE DATE: 5/2025

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position. This description may be revised by HR and approved at any time.