Payroll Manager

Position Summary

The Payroll Manager oversees the end-to-end payroll operations for an organization with over 1,000 employees. This role involves managing a small payroll team, ensuring compliance with wage and tax regulations, and collaborating with HR, Finance, and practice leadership.

Payroll Operations & Leadership

• Oversee bi-weekly/semi-monthly payroll processing for over 1,000 employees across multiple locations and states
• Directly oversee, train, and mentor payroll staff to drive accountability, accuracy, and professional development, reviewing their work prior to payroll finalization
• Act as the final reviewer and approver for all payroll runs, ensuring accuracy of hours, earnings, deductions, garnishments, and tax withholdings
• Develop and maintain payroll processing schedules, calendars, and deadlines across all pay groups
• Hold ultimate responsibility for 401(k) and other employee benefits as they intersect with payroll, ensuring accurate deductions, contributions, remittances, and reconciliations
• Manage multi-state payroll tax registrations and ensure timely updates as the company expands into new states/locations
• Prepare and review payroll-related journal entries, accruals, and reconciliations in partnership with Accounting/Finance
• Complete and manage payroll audits (internal and external), workers' compensation audits, and unemployment claims, including reconciling payroll across multiple, disparate payroll systems and companies
• Participate in the annual financial audit and coordinate the 401(k) plan audit, providing payroll and benefits data, reconciliations, and support to Finance and external auditors
• Maintain accurate payroll records in compliance with recordkeeping requirements
• Serve as the primary administrator/super-user of the organization's payroll system
• Identify and implement process improvements to increase payroll accuracy, efficiency, and scalability as the organization grows
• Partner with HRIS/IT on system integrations between payroll, HR, benefits, and time & attendance platforms
• Lead or support payroll system implementations, upgrades, or conversions as needed

Compliance & Reporting

• Ensure payroll compliance with all applicable federal, state, and local wage and hour laws (FLSA, state-specific pay frequency laws, etc.) across all operating states
• Maintain compliance with tax withholding, reporting, and remittance requirements (federal, state, and local), including quarterly and year-end filings (941s, W-2s, state unemployment, etc.)

Systems & Process Improvement

• Advocate for process improvements to increase payroll accuracy, efficiency, and scalability as the organization grows

Required Qualifications

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or related field (or equivalent combination of education and experience)
• 5+ years of progressive payroll experience, including at least 2 years in a payroll management or supervisory role
• Strong knowledge of federal and state wage and hour laws, payroll tax regulations, and compliance requirements
• Proficiency with a major payroll/HRIS platform
• Experience administering 401(k) and employee benefits (deductions, contributions, and remittances) and supporting related plan and financial audits
• Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, reconciliation modeling)
• Exceptional customer-service and interpersonal skills (critical to this role)—delivers responsive, professional, and empathetic support to employees and internal partners at every level
• Excellent cross-functional communication skills across all channels—in person, in writing, and by email—delivering clear explanations of payroll matters to diverse audiences
• Strong analytical skills and experience, with the ability to interpret and reconcile large payroll data sets, identify trends and root causes, and resolve discrepancies
• Critical thinking and sound judgment, with a proactive, solutions-oriented approach to complex or ambiguous payroll issues
• Adaptability and flexibility to adjust priorities and thrive in a fast-paced, high-growth, and evolving environment
• Strong leadership and organizational skills
• Experience supporting rapid growth or multi-entity/acquisition environments

Key Competencies

• Exceptional Customer Service & Interpersonal Skills
• Excellent Communication (In Person, Written & Email)
• Cross-Functional Collaboration
• Analytical Thinking & Data Analysis
• Critical Thinking & Sound Judgment
• Confidentiality & Discretion
• Regulatory Compliance Knowledge
• Team Leadership & Development
• Problem-Solving & Process Improvement
• Adaptability & Flexibility
• Ability to Manage Deadlines Under Pressure

Requirements

• Primarily office-based, fast-paced environment with strict payroll deadlines, particularly around pay period close, quarter-end, and year-end