Payroll Manager

Chicago, IL

Job status
Full time
Paid personal time, Paid holidays, Paid vacation, 401K / Retirement plan, Disability Insurance, Vision Insurance, Dental Insurance, Life Insurance, Health Insurance
Job description

After School Matters provides Chicago high school teens with high quality, after-school and summer opportunities to explore and develop their talents while gaining critical skills for work, college and beyond. Since 1991, more than 350,000 teens have participated in our hands-on, project-based after-school and summer programs in the arts, communications and leadership, sports and STEM (Science, Technology, Engineering and Math). Programs take place at locations throughout the city including Chicago public high schools, Chicago Park District and Chicago Public Library locations, community organizations, downtown at the Gallery 37 Center for the Arts, in Belmont Cragin at our Michael and Karyn Lutz Center for After School Matters, and in the Pullman community at the new Gately Center for After School Matters. For more information, visit

Summary of Position:

After School Matters pays close to 15,000 people each year, most of whom are teen program participants. The Payroll Manager oversees all payroll functions for After School Matters under the direction of the Chief Financial Officer. Working with senior staff and other department managers, the Payroll Manager develops procedures for business operations. The payroll process is data driven and requires a manager with a high level of expertise in data analytics and manipulation. The Payroll Manager must ensure that the administration of payroll is completed in a timely, accurate and efficient manner while supervising and developing Payroll staff members. The role oversees all payroll related initiatives and special projects, including the Teen Stipend Hotline Call Center.

Major Duties and Responsibilities:

  • Oversee the daily operations for all payroll functions including payments made to employees, teen stipends and program completion awards, and payments to independent contractors;
  • Communicate actively with other departments to review and monitor cross-departmental impacts of processes; provide guidance to ASM program staff regarding teen pay and teen payroll schedules;
  • Manage the classifications for program-related payrolls and ensure the data is transferred to other Finance staff to be uploaded into the financial database accurately and in a timely manner;
  • Approve payroll prior to processing and review report data prior to release to other departments;
  • Manage logistics of pay card and check distribution;
  • Oversee the daily operation of the Teen Stipend Hotline Call Center and teen stipends email;
  • Ensure timely and accurate reporting and payment of Federal, state and local payroll taxes, including issuance of W-2, 941, 940and 1099 forms, and other filing requirement;
  • Ensure compliance with key internal controls and processes;
  • Oversee all general ledger functions related to payroll processing, including balancing accounts;
  • Assist internal and external auditors as needed;
  • Ensure payroll staff receive payroll-related technical assistance and training; provide guidance on proper payroll practices; encourage collaborative troubleshooting;
  • Ensure staff build and maintain a reputation for excellent customer service;
  • Exercise fiscal responsibility in overseeing the budget for the Payroll department;
  • Foster and maintain strong professional relationships with payroll providers; assist with negotiating contract terms;
  • Manage ACH returns and the unclaimed property process, including accurately timely reporting;
  • Demonstrate continuous effort to improve operations, decrease turnaround times, streamline processes, and work cooperatively to provide quality customer service; and
  • Perform other related duties as required.

Supervisory Responsibilities:

  • Payroll staff including Payroll Data Analysts, Payroll Administrator, Payroll Coordinator, and interns

Physical Demands:

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Must be able to sit for long periods of time.
  • Must be able to use a computer for long periods of time.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is not exposed to weather conditions
  • The noise level in the work environment is usually moderate.

Knowledge, Skills and Abilities:

  • Attention to detail
  • Proven project and people management skills
  • Proficient in Microsoft Office Suite, including pivot tables and v-lookups in Excel
  • Ability to manage large data sets
  • Excellent communication and interpersonal skills
  • Strong customer service skills to serve teens and adults
  • Commitment to maintain strict confidentiality
  • Knowledge of payroll systems, preferably ADP’s Workforce Now
  • Strong knowledge of federal and state payroll-related regulations
  • Knowledge of basic accounting principles related to payroll processing required


  • 5+ years of payroll experience required
  • Bachelor’s degree preferred; high school equivalency required
  • 2-3 years of experience in managing diverse teams preferred

How to Apply

Submit a cover letter and resume at


After School Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.