Manager, Payroll

Position Summary

The Payroll Manager serves as the lead and subject matter expert in the Finance Department for all things payroll and timekeeping related. This includes overseeing the entire payroll process to ensure timely and accurate payroll for all employees (450+); working closely with cross-departmental teams such as HR and IT to streamline payroll processes; implementing payroll-policies; and addressing payroll inquiries while delivering the highest degree of customer service. The Payroll Manager demonstrates a high level of attention to detail, knowledge of and compliance with local and federal regulations, and the ability to handle sensitive financial and personal data.

Essential Job Functions

Payroll Management 

• Oversees the preparation and distribution of payroll for all employees, ensuring accuracy in calculations of wages, benefits, taxes, and union dues and deductions
• Participates in the evaluation, streamlining, enhancement, implementation and documentation of payroll processes, ensuring the highest level of payroll efficiency and accuracy
• Delivers exceptional customer service, including responding promptly with accuracy and courtesy to requests and inquiries from internal and external constituents
• Works closely with IT department to maintain and update payroll software systems, resolve system issues, and implement improvements
• Liaises with external vendors for payroll services and related third-party systems
• Oversees manual pay adjustments for employees, including adjusting vacation/sick time balances, travel fares and de-duplicating manual checks
• Reviews administrative timesheet completeness, conducts quality assurance checks of payroll data before transmitting, including running reports to catch errors and schedule sampling; transmits final file to payroll processor
• Processes manual checks for terminated employees, payroll adjustments, and employee cash advance requests daily and in accordance with company policy
• Prepares and uploads all payroll-related journal entries into the General Ledger using the interface between the Payroll and Accounting software
• Investigates and resolves payroll discrepancies; reconciles payroll and benefits accounts
• Supervises payroll staff, providing support, guidance, and training

Timekeeping 

• Oversees the timely and accurate closing of weekly timekeeping reports in scheduling software and documenting all aspects of the timekeeping process
• Serves as back up support to the Payroll Technician and timekeeping staff

Employee Benefits 

• Prepares schedules from ADP and posts journal entries into the General Ledger for: 
  • Workers Compensation
  • Medical, Dental, and Vision benefits 
  • Union Pension, dues and quarterly reports 
  • Payroll and benefit accruals 
• Coordinates payroll with benefits programs such as health insurance, retirement plans, and other employee benefits, including reconciliation and accrual entries
• Reconciles 403(b) forfeitures and uploads contributions into retirement account platform 

Reporting and Compliance 

• Prepares and submits payroll-related and ad hoc reports (e.g., tax reports, 403(b) contributions, pension, union dues, vacation etc.); assists in audits as necessary
• Coordinates monthly reconciliations of all benefits and compensation related reports and data with the Human Resource Department
• Ensures payroll procedures comply with federal, state, and local regulations, including tax filings, wage and hour laws, reporting, and best practices 

Knowledge, Skills, and Abilities

• Accounting and Payroll: Solid understanding of accounting fundamentals, wage and hour laws, and payroll best-practices, with the ability to read, analyze, and interpret financial information
• Software Proficiency: Expert knowledge of Microsoft Excel and ADP Workforce Now, including building custom reports, with the ability to learn and adapt to new computer technology and programs
• Organizational Skills: Demonstrated project management skills, including the ability to complete work accurately and on time for established deadlines in a fast-paced environment
• Communication: Demonstrates effective communication both verbally and in writing
• Problem-Solving: Ability to define problems, collect data, establish facts and draw valid conclusions, with excellent judgment, discretion, and confidentiality
• Mathematical Skills: Proven ability to perform complex calculations, including figures and amounts such as proportions and percentages
• Commitment to Mission: Demonstrates a dedicated commitment to the agency’s mission to deliver high-quality care services, and works with integrity and a positive attitude, fostering a collaborative environment

Education and Experience

An associate’s degree in accounting, Finance, or Business Administration is required, with at least 4 years of professional accounting experience, including processing payroll on a large scale. A bachelor’s degree is preferred.  

Work Environment

This position is hybrid-remote, including at least 1-3 times in-office work per week. This position is primarily sedentary, working at a desk in a temperature-controlled office, in modular office space or an individual office. The noise level in the work environment is usually moderate. 

Physical Demands

The physical demands described here are representative of those that must be met by 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. While performing the duties of the job, the employee is regularly required to talk or hear. The employee is frequently required to sit for extended periods of time at a desk or computer workstation. The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel or crouch. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.