Payroll Administrator POST NUMBER: 436241
Position Summary
The Payroll Administrator processes full-cycle bi-weekly payroll for the Chancery Offices and provides support to nearly 100 entities (2,100 employees). This role ensures timely and accurate payroll processing, compliance with tax laws, and strong customer service.
Payroll Processing & Compliance
- Conduct bi-weekly payroll processing for the Chancery Offices and assist entities with bi-weekly and semimonthly payroll cycles.
- Oversee payroll entries and changes to ensure accuracy and compliance with payroll and employment laws.
- Serve as gatekeeper for payroll system access, coordinating approvals with the Controller and CFO.
- Research and resolve payroll, tax, and garnishment-related issues, including W-2 processing and year-end reporting.
- Ensure compliance with FLSA, tax regulations, and company compensation policies.
- Administer the electronic timekeeping system, ensuring accurate submissions and payroll data transfers.
- Monitor state, federal, and local payroll mandates to ensure accurate and timely reporting, avoiding penalties.
- Maintain and update the Payroll Process Manual, conducting training for local payroll administrators.
- Provide technical support and training to payroll staff, ensuring best practices and policy adherence.
- Ensure proper payroll deductions for pensions, healthcare, flexible spending accounts, and 403(b) contributions.
- Collaborate with HR & Benefits Administrators, particularly during Open Enrollment.
- Process housing allowances for senior priests and ensure all mandated deductions are applied correctly.
- Prepare and analyze payroll reports for management.
- Partner with the CFO, Controller, and HR Director to enhance payroll operations and assess future vendor changes.
- Support external audits by providing required documentation and responding to inquiries.
Education & Experience
- Bachelor’s degree in Accounting, Finance, or a related field (preferred).
- 5 years of payroll administration experience, including timekeeping systems and senior-level payroll oversight.
- Certified Payroll Professional (CPP) or Payroll Compliance Professional (PCP) a plus.
- Strong knowledge of payroll tax laws and regulations.
- Proficiency in Microsoft Office 365 (Excel skills preferred).
- Experience working with HRIS/Payroll systems (Paycor experience a plus).
- High attention to detail, critical thinking, problem-solving, and data analysis skills.
- Ability to train, support, and collaborate with payroll staff across multiple locations.
- Strong communication skills (verbal, written, and interpersonal).
- Highly organized, proactive, and able to prioritize tasks.
- Patient, service-oriented, and committed to helping others with payroll processing.
- Ability to uphold the mission, teachings, and values of the Roman Catholic faith.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.