Payroll Manager

JOB PURPOSE:

Responsible for the overall effective and efficient management of Payroll Department operations. Provides leadership to assigned staff, ensuring effective internal and external communications, exercising appropriate judgment and decision-making skills, and ensuring that all departmental operations are monitored and conducted efficiently and effectively. Also ensures effective tactical and strategic budget development and implementation; interfaces with other departmental and operations personnel to communicate and/or coordinate with those individuals to enhance overall Company profits. Ensures department and assigned staff operate in compliance with applicable internal policies and procedures, gaming regulations, and external agency requirements.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

MINIMUM QUALIFICATIONS:

• Must be a minimum 21 years of age.
• Bachelor’s degree in Business Administration, Accounting or related area from a four-year college or university and five (5) or more years of experience in Payroll to include at least two (2) years of supervisory experience.
• Two (2) or more years of direct experience administering UKG payroll and workforce management systems required.
• Required to pass a pre-employment drug screening and obtain and maintain an Osage Nation gaming license.
• Required to provide documents to show the applicant is eligible to work in the United States.
• Osage, Native American, and Veteran preference shall apply to all positions at Osage Casinos.
• Applicants must be able to perform all essential functions of job duties with or without reasonable accommodation.

SUPERVISION RESPONSIBILITIES:

Payroll Supervisor and Payroll Clerk

COMMUNICATION:

• Makes efforts to keep informed of company information and communications by reviewing property bulletin boards, digital signage, and company newsletter.
• On an individual basis or in a group format, explains why, shares information, and communicates the purpose of decisions to applicable staff.
• Ensures company information provided by management is effectively communicated to assigned staff and ensures staff concerns, requests for information, and ideas for improvement is effectively relayed to management.
• Facilitates the flow of information throughout the department by presiding over scheduled meetings with the members of the departmental team as required.
• Effectively relates ideas for improvements, as well as soliciting employee input, both inside and outside the department.

GUEST SERVICE:

• Provides excellent internal and external guest services, always treating internal and external guests with courtesy and consideration.
• Cooperates and communicates with all fellow employees, always exhibiting mutual respect and consistently projecting a positive, helpful image/attitude.

REGULATORY COMPLIANCE:

• Monitors all relevant activities of the department, to ensure that all applicable laws, rules, regulations and controls of the organization, and the National Indian Gaming Commission (NIGC) and the Osage Nation Gaming Commission (ONGC) are understood and enforced by department personnel.
• Maintains excellent working relationships with other Company staff and all applicable regulatory commissions and other agencies as may be applicable to ensure compliance.
• Performs all duties in accordance with company core values, objectives of the Osage Nation, internal policies and procedures, as well, as applicable laws and gaming regulations, including but not limited to, the state-tribal compact, IGRA, MICS, ONGR, the Bank Secrecy Act, Office of Foreign Asset Control, USA Patriot Act and Privacy Act.
• Ensures assigned staff is aware of, understand and comply with regulatory requirements and enforces regulatory standards through discipline when necessary.

DEPARTMENT OPERATIONS:

• Manages payroll department.
• Manages and ensures integrity, timeliness, and accuracy of the payroll function by following company procedures, internal controls, and training staff.
• Ensures the integrity of all payroll transactions and systems.
• Maintains all records, reports, and other required paperwork in payroll administration.
• Conducts the necessary research to effectively resolve payroll issues.
• Oversees the preparation of periodic reports of earnings, taxes, and deductions.
• Performs appropriate and timely review of payroll reports to ensure compliance with tax and deduction filings.
• Ensures the payroll staff uses all available resources to complete essential duties and responsibilities.
• Prepare and present Labor analytics reports to Finance and Operations, including OT analysis, Headcount and FTE tracking and other Ad Hoc reports as requested by leadership.
• Serve as a primary UKG payroll system administrator.
• Maintain and configure earning codes, deduction codes, and tax settings.
• Lead UKG upgrades, testing cycles, and system enhancements.
• Develop payroll reporting dashboards and reconciliation tools within UKG.
• Partner with HRIS to ensure integrity between HR and Payroll modules.
• Ensure the payroll staff provides excellent employee and guest service.
• Ensures the payroll staff meets the attendance.
• Maintains professional rapport and communication with employees and auditors.
• Creates and distributes payroll reports as needed.
• Continuously analyzes operations and recommends improvement to achieve maximum efficiency, and effectively relates ideas for improvements, as well as soliciting employee input.
• Provides support and leadership direction to individuals directly reporting to this position in accordance with the organizational chart.
• Responsible for the selection, training, and performance evaluation of all assigned staff. May recognize, reward, discipline, promote, and/or terminate employees within the area of responsibility, as necessary, and in accordance with authority.
• Visits workspaces, break areas and other work shifts to be available and/or visible to staff members with the express purpose of showing interest, concern, or appreciation.
• Ensure departmental staff is aware of standards and expectations through publicity around their enforcement and effectively communicates consequences for not maintaining expected standards.
• Ensures all employees within areas of responsibility receive fair and equitable treatment regarding their respective terms and conditions of employment.
• Creates and implements staffing plans, training policies, and procedures designed to enhance departmental operations and guest service standards while maintaining fiscal responsibility.
• Develops and implements staff development plans for those employees who display the necessary skills, motivation, and attitude to grow within the company.
• Forms opinions and makes decisions based on information and the identification of available facts. Makes decisions or draws conclusions using data and information from experience.
• Investigates, evaluates information, and makes final decisions regarding departmental operational matters, guest/employee disputes, and/or employee disciplinary actions in accordance with authority and ensures those decisions follow applicable laws, rules, regulations, and established controls.
• Develops and submits for approval annual departmental operating budget and justification assessments.
• Monitors and ensures expenses remain within operational projections or approves variances as may be necessary to ensure departmental services are maintained or enhanced.
• Creates and adjusts performance standards, measures, and changes in procedures for increased efficiency, and internal/external guest service.
• Provides timely and accurate analysis of departmental related statistics, analytical reports, and related operating expenses that will ensure the department functions in an effective, efficient, and profitable manner.
• Performs all other related and compatible duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge, skills, and experience in the hiring, training, scheduling, and supervision of staff, communications, decision-making, problem solving, complaint resolution, resource allocation, and customer service required.
• Monitor payroll expense trends and FTE reporting in collaboration with Finance.
• Read, write, speak, and understand the English language. Read professional publications, industry magazines/ journals, newsletters, and documents.
• Perform intermediate mathematical computations up to and including probability and statistics.
• Protect the Company’s value by keeping information confidential.
• Full competency of the payroll process.
• Perform assigned tasks under limited supervision. Follow written and verbal instructions.
• Establish and maintain positive relationships with executive level management, other managerial and supervisory staff, employees, and the public. Work well alone or within a team.
• Present facts and recommendations in oral and written form.
• Utilize MS Office products at an intermediate (open/edit existing documents, import/export data, create templates) skill level.
• Utilize Payroll systems and Human Resources software.
• Exercise sound judgment and make decisions in a manner consistent with the essential job duties and responsibilities.
• See problems and avoid situations that could be deemed illegal or represent a safety hazard to fellow employees or guests.
• Respond to inquiries or complaints from employees, guests, regulatory agencies, and others.
• Travel locally, regionally, or out-of-state as needed.
• Maintain physical condition and stamina appropriate to performance of assigned duties.
• Update job knowledge by participating in educational opportunities; professional organizations; attending expos/conventions; and developing/maintaining professional and personal networks.

PHYSICAL DEMANDS:

• The employee regularly required to stand for extensive periods of time, walk, sit, and use hands to finger, handle, or feel objects, tools, or controls.
• Ability to sit, stoop, kneel, crawl, balance, or crouch while performing duties.
• Ability to use hands to finger, handle, or feel.
• Ability to use arms to reach and lift above shoulders.
• Must have normal auditory and good verbal communication.
• Ability to lift upwards of 25 pounds.
• Ability to drag, push, or pull up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Required to sit at a computer for extended periods of time.

WORK ENVIRONMENT:

• Work is typically performed within an office setting.
• Regularly uses personal computer systems and/or other devices to effectively perform job functions.
• Exposure to second-hand smoke.
• Evening and weekend shifts, extended hours, and irregular shifts may be required. Ability to work night and weekends required.
• Noise level in the work environment is moderate to high.
• The employee is regularly exposed to risks associated with travel between properties and back and forth to other areas as may be required due to business demands.
• The employee may be exposed to the risks associated in attempting to resolve issues with extremely irate or difficult people.