Assistant Manager, State Payroll
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of the degree, a combination of education and payroll experience totaling four (4) years may be considered. Four (4) years of full-time experience processing payroll. Customer service experience. Proficiency in Microsoft Word and Excel, with experience using Microsoft PowerPoint.
Preferred Qualifications:
Experience in processing executive payroll. Supervisory experience. Experience working with tax and deduction processing. Familiarity with INS, IRS, and New York State taxation regulations. Experience implementing IRS withholding requirements for non-resident aliens and determining tax treaty eligibility. Prior payroll experience in a higher education environment. Experience processing payroll using New York State's Payroll system (PAYSERV).
Brief Description of Duties:
The Assistant Manager is responsible for overseeing the State Payroll team and ensuring the accurate and timely processing of all state payroll transactions for the University, Hospital, and Long Island State Veteran's Home. Payroll issues are escalated to the Assistant Manager for review and resolution. The Assistant Manager conducts annual performance evaluations, addresses performance concerns, and provides regular updates to the team, including guidance on Payroll Bulletins issued by the Office of the State Comptroller (OSC). The incumbent will oversee the high-profile Executive Payroll and approve salary advances and paycheck reversals. Attention to detail and demonstrated ability to manage confidential information responsibly. The successful candidate may be required to work additional hours during peak periods to support team needs and ensure operational success. They should also possess demonstrated excellence in customer service and communication skills.
Supervise the Payroll Analyst, Payroll Leads, and Payroll Examiner. Ensure the timely and accurate completion of all payroll transactions for the University, Hospital, and Long Island State Veteran's Home. Review and assign workload as appropriate. Certify the biweekly state and student payrolls. Review corrections issued by the OSC and ensure appropriate follow-up actions. Report suspected payroll-related fraud to the Office of the Treasury and the University Police Department and assist with investigations as needed.
Support the payroll team by assisting with daily payroll processing activities, particularly during peak periods. Review team workloads and reassign tasks as necessary to ensure equitable distribution. Review processes and procedures to identify improvements that enhance efficiency.
Review, interpret, and ensure communication of OSC payroll bulletins to the campus community. Provide updates and directions to payroll staff based on these bulletins. Oversee all State payroll-related content maintained on departmental websites, training materials, and other resources. Create and maintain internal payroll procedure documentation and ensure its distribution to the team.
Review and approve Salary Advance requests to ensure alignment with university policy. Review and approve paycheck reversals to ensure consistency with departmental practices and confirm that a reversal is the most appropriate method for recouping funds.
Process tax refunds, calculate Social Security and Medicare deficiencies, and update FICA taxes. Collaborate with OSC to request and issue corrected W-2 forms to employees.
Interpret, monitor, and enforce IRS withholding requirements for non-resident aliens (NRA). Conduct substantial presence tests, determine tax treaty eligibility, and provide guidance to departments and employees. Process the NRA scholarship payroll.
Oversee the processing of the Executive Payroll. Calculate salary gross ups and report automobile personal use values and housing staff allowances.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes:
This is a Management Confidential position. This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.
Evening and weekend work will be required at times.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .
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Job Number: 2504530
Official Job Title: : Assistant for University Financial Analysis
Job Field : Human Resources
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : HR Operations
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 a.m. - 5:00 p.m. :
Posting Start Date : Dec 9, 2025
Posting End Date : Dec 23, 2025, 11:59:00 PM
Salary: : Commensurate with experience.
Appointment Type: : Regular
Salary Grade: : MP5
SBU Area: : Stony Brook University
Req ID: 2504530
