Executive Director of Payroll

The Executive Director of Payroll is a strategic and mission-driven leader responsible for managing all aspects of payroll operations, ensuring regulatory compliance, and overseeing workforce pay programs at the YMCA of Greater Houston. This role involves more than just processing paychecks; it aims to ensure that compensation practices reflect our core values, support employee satisfaction, and align with organizational goals.

The Executive Director of Payroll acts as a key liaison between the Human Resources department, the Business Office, and external regulatory bodies. This position ensures that payroll is processed accurately, on time, and in compliance with federal, state, and local regulations. The Director provides strategic oversight of payroll systems, leads process improvements, manages vendor relationships, and supervises payroll staff. This role is essential for maintaining financial integrity, advancing equity, and supporting our current and future-ready workforce.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Bachelor's degree in Business Administration, Accounting, Finance, Human Resources, or equivalent.
• Minimum 8+ years of progressive experience in payroll, with 3+ years in a supervisory role.
• Must have at least 3+ years of UKG Ready payroll and system admin experience in UKG Ready.
• Must have Certified Payroll Professional designation.
• Deep knowledge of payroll laws, processes, tax regulations, and labor standards and regulations.
• Experience with building and writing in SSRS, or Workforce Integration Manager.
• Strong analytical, problem-solving, and leadership skills.
• Able to communicate effectively and build relationships with internal and external stakeholders.
• Excellent attention to detail and organizational skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Ability to maintain a high level of confidentiality.
• Ability to manage multiple projects while maintaining a high attention to detail.
• Ability to solve problems and make good decisions.
• Excellent communication skills- both verbal and written.
• Minimum age of 21.

Mission-Driven Leadership

• Align payroll and compliance practices with the YMCA’s values of equity, integrity, and service.
• Serve as a trusted advisor on compensation-related matters.

Payroll Operations & Compliance

• Oversees the operational management of Payroll, ensuring accurate and timely processing of earnings, deductions, garnishments, benefits, and taxes in compliance with federal, state, and local laws.
• Responsible for payroll tax activities, including, but not limited to, timely filings of quarterly and periodic returns, W-2s, 1099s, and ACA reporting.
• Maintain and verify the ACA Report, coordinating the annual processing of ACA reporting in accordance with federal regulations.
• Ensures accurate remittance of invoices, retirement plan payments, YMCA Employee Benefits, garnishments, child support, IRS levies, and court orders.
• Designs, maintains, and documents effective internal controls for payroll functions; develops and analyzes audit reports, payroll reports, including tax filings, benefits deductions, and other required reports, ensuring compliance and regulatory requirements.
• Reviews and updates documents, processes, and policies impacting Payroll; verifies direct deposit and positive pay files sent to the bank.
• Document the payroll function by developing clear, standardized processes that support operational efficiency, compliance, and scalability. Capture end-to-end payroll workflows, identifying areas for improvement, and ensuring documentation aligns with broader organizational goals.
• Meets deadlines related to payroll systems and employee compliance, including UKG Ready timesheet approvals.
• Continuously evaluate payroll processes and systems to identify opportunities for increased efficiency, automation, and cost savings across the organization.

Leadership & Collaboration

• Leads, mentors, and develops a high-performing payroll team, fostering a culture of accuracy, service, and continuous improvement.
• Assist with establishing payroll strategy and vision aligned with HR and organizational initiatives.
• Develops and maintains effective relationships with HR, accounting, operations, auditors, vendors, banks, and government agencies.
• Provides excellent customer service and timely support operations with payroll inquiries, resolving payment issues, and providing guidance.
• Facilitates streamlined integration of Timekeeper, HR, Talent Management, and Payroll processes.

System Administration (UKG Ready)

• Ensures prompt resolution of payroll issues and communicates updates to YMCA staff.
• Directs development and maintenance of custom reports and interfaces with internal/external systems and vendors.
• Identifies system improvements and enhancements to increase business efficiency and reduce the cost of ownership.
• Trains staff on payroll functionality and payroll reporting tools in UKG Ready.

Reporting & Analysis

• Prepares and analyzes payroll reports for management, finance, and stakeholders, providing actionable insights.
• Delivers tools and reporting solutions to support organizational decision-making.

Other Duties

• Performs other duties and special projects as assigned.
• Anticipates challenges, manages competing priorities, and communicates effectively with stakeholders.
• Reports suspicious and inappropriate behaviors and policy violations.
• Follows mandated abuse and incident reporting requirements.
• Meets timelines and deadlines related to supporting systems and employee compliance. Examples include, but are not limited to, UKG Ready for review and approval of time sheets.