Job Description

Reporting to the Director, Compensation, the Payroll Manager is responsible for managing and overseeing all aspects of the Payroll Department, including the timely and accurate completion of payroll and reporting functions for over 2,000 employees. The Payroll Manager actively reviews and oversees the completion of complex payroll, computational, accounting, and other activities related to the issuance of regular bi-monthly and supplemental payrolls for the entire organization. The position also ensures that all payroll activities are carried out in compliance with internal policies, as well as federal, state, and local guidelines.
The Payroll Manager serves as the primary liaison between the Human Resources Department and Finance/Accounting, working to quickly and effectively address any payroll-related issues or concerns that may arise. This individual also works collaboratively with colleagues within all departments and divisions, including the Vice President, Accounting, and CFO, on any matters where the Payroll department provides support. The Payroll Manager oversees payroll staff, each of which manages specific elements of the payroll process

Payroll Processing Oversight
Oversees all aspects of the payroll processing cycle and ensures the timely and accurate completion of payments to over 2,000 employees in accordance with federal, state, and local requirements.
Oversees and supports accurate month-end, quarter-end and year-end payroll accounting and reporting requirements, working in partnership with the accounting department.
Supervises payroll staff members, managing workflows, delegating responsibilities, and reviewing and monitoring assignments for completeness and accuracy.
Reviews and ensures the accurate processing of tax changes, direct deposits, retroactive adjustments, prorated payments, bonuses, co-efficient overtime, meal break penalties, allowances and/or stipends, amongst others.
Reconciles the agency’s timekeeping system to ensure that data is accurate and accounts for all time-off requests and leaves of absences, amongst other potential discrepancies.
Reviews and oversees the balancing and reconciliation of regular and supplemental calculations and timesheets as well as benefit deductions, etc.
Oversees proper set-up of all garnishments, liens, and child and spousal support orders and ensures that all payments are made in accordance with the order(s).
Manages all 401(k) and 403(b) employee and employer contributions per payroll period.
Reviews retirement-related payment schedules, as well as any other benefits requiring uploading to outside agencies and ensures that employee withholdings are reconciled with the general ledger accountant.
Reviews and oversees the process of direct deposit reversals and stop-payment placements and, when necessary, ensures that funds are reimbursed to the company.
Oversees and manages payroll audits and established internal controls ensuring process documentation is maintained accurately and kept up to date.

Supervises and reviews the preparation and maintenance of all payroll and disbursement records.
Manages the timely and accurate preparation of various monthly reports including reports on vacation benefits/utilization, retirement benefits/utilization, workers compensations, overtime, and allocation in addition to other monthly and quarterly reports required by various outside agencies.
Manages the timely and accurate response to internal requests for data/reports that support the reconciliation of payroll liabilities, allocations, and billing.
Oversees the controls for balancing state and federal tax payments, ensuring correct year-end reports and overseeing the submission of final transmittals on or before deadlines.
Completes annual 401(k) and 403(b) reporting (e.g., census schedule) in compliance with plan requirements.
Assists in Program and Annual Financial Audits, providing payroll registers, timesheets, and payroll-related worksheets or schedules requested.
Prepares payroll-related audit items for the fiscal year-end and 401(k) audits, as well as other interim audits.
Prepares annual Form 990 reporting data for submission to the agency’s external audit firm for regulatory filing.
Completes an annual review of the payroll schedule; detailing payroll periods, timesheet submission dates, and pay dates for the year.
Completes an annual review of the employee long-term disability benefit to ensure that data is incorporated into the payroll system. 

Staff/Departmental Liaison:
Serves as the primary liaison to the organization related to payroll issues to ensure the seamless flow of information and communication.
Maintains close working relationships with the Human Resources, IT, and Finance/Accounting Departments to develop and improve processes.
Trains staff on any new payroll-related processes/procedures at corporate meetings and events.
Attends and participates in staff meetings to provide input towards program development and staff training.
Advises staff and departments on technical aspects of the payroll system and interprets laws related to payroll.

Systems, Policies, and Procedures:
Manages the implementation, maintenance, and enhancement of the payroll systems and processes.
Initiates, documents, and implements all payroll-related policies and procedures.
Initiates process improvements and identifies and addresses opportunities for automation.
Performs other duties as assigned.

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.

Bachelor’s Degree (B.S.) in Accounting, Finance, or related field or equivalent experience in lieu of education
Minimum of ten (7) years’ Payroll and/or Audit experience.
Minimum of seven (5) years’ supervisory experience.
Minimum of five (5) years’ experience and working knowledge of payroll regulations and laws including payroll tax and wage / hour calculations.
Experience with mid-range and web-based accounting and payroll systems; experience with ADP and/or UKG would be a significant plus.
Experience in selection and implementation of payroll systems.
Excellent written/verbal communication skills including ability to create policies, procedures, and audit programs.
Proficient in Microsoft Office, including Word, Excel, and Access.
Demonstrated ability to use 10-key by touch.
Effective organizational skills and ability to work with minimal supervision.
Ability to work effectively and professionally in a multi-task, fast-paced environment.
Excellent verbal and written communication skills.
Current California driver’s license and a driving record acceptable to the Agency’s insurance carrier.
Ability to work effectively with diverse staff and Agency demographics.
Ability to work a flexible schedule as needed to fulfill departmental and Agency needs which may include weekends, evenings, and holidays.

Application Instructions

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