Payroll Manager

Overview

The organization is seeking an experienced Payroll Manager to own the payroll function for a large and growing nationwide workforce. This role is responsible for payroll compliance, multi-state payroll tax, internal controls, payroll systems governance, and payroll team performance.

Responsibilities

Payroll Tax & Multi-State Compliance

• Own employer tax registrations, withholding accounts, SUTA, and local tax accounts across all states.
• Establish payroll tax registrations in new states and local jurisdictions before any employee begins work; partner with People to receive advance notice of new hires and fast-moving project mobilizations.
• Review and reconcile vendor-prepared payroll tax filings and deposits (annual, quarterly, and monthly federal, state, and local filings, including Form 941s and 940s and unemployment taxes), and remain accountable as the taxpayer of record.
• Serve as primary contact for federal, state, and local tax agencies on payroll tax matters; research and resolve notices, assessments, and penalties using a tracked due-date log ensuring zero open items past 30 days.
• Own and correct withholdings by work and residence location, including reciprocity agreements and multi-state crew assignments.
• Determine taxability of supplemental wages, per diem, travel pay, and fringe benefits for a traveling field workforce.
• Perform and sign off on monthly, quarterly, and annual payroll tax reconciliations, tying liabilities to the general ledger.
• Direct year-end processes, including W-2 preview reconciliation in November, production, distribution, and corrections.
• Ensure SUTA and other applicable tax rates are correctly updated in the payroll system by the payroll provider annually.

Wage & Hour Compliance

• Serve as the department’s authority on FLSA and state and local wage and hour law; coordinate with employment counsel on interpretation.
• Direct a semi-annual sweep of state and municipal minimum wage changes and verify every affected rate in the payroll system before the effective date.
• Maintain pay-frequency, pay-statement content, and wage-notice compliance by state (including CA Labor Code 226 and NY WTPA).
• Own garnishment, levy, and record-retention compliance across states; manage intake and disbursement directly or through the payroll vendor’s garnishment services.
• Coordinate responses to unemployment claims, wage claims, agency audits, and government inquiries with other internal stakeholders.
• Maintain current knowledge of changing payroll regulation through professional education and multi-state law update resources.

Controls, Systems & Vendor Governance

• Review and approve the payroll register; transmit and fund payroll following established controls and processes.
• Design and enforce segregation of duties, including dual control over bank and rate changes.
• Approve all production configuration changes to earnings codes, deductions, taxes, accruals, and pay rules under formal change control.
• Own payroll system configuration and the payroll vendor relationship (currently ADP), including service levels, module scope, and annual service reviews.
• Manage the payroll vendor’s module and service portfolio; leverage vendor services for transactional work where more cost-effective than internal staffing.
• Monitor and maintain interfaces between payroll and connected systems (for example, HRIS, payroll, and workforce management); proactively resolve integration challenges before they affect the business.
• Administer payroll and timekeeping system security roles and conduct semi-annual access reviews.

Payroll Reporting & Financial Support

• Prepare recurring payroll report packages for Finance, Accounting, HR, and executive leadership.
• Support internal and external financial audits, workers’ compensation audits, and 401(k) plan audits with payroll data and documentation.
• Analyze overtime and attendance trends and deliver actionable insights to Operations and Finance.
• Monitor departmental KPIs, including payroll accuracy rate, off-cycle payment volume, timecard approval rates, and tax notice resolution.
• Reconcile accrued payroll, PTO liability, and deduction accounts with Finance at each close.

Leadership, People & Process Improvement

• Supervise, cross-train, mentor, and evaluate the payroll team; maintain a documented coverage plan.
• In coordination with Finance leadership, set departmental goals, performance expectations, and SOPs; ensure each role documents its own processes.
• Own payroll policy, SOP governance, and internal controls; drive continuous automation and process improvement.
• Escalate issues appropriately to internal stakeholders to achieve prompt resolution.
• Other duties as assigned.

Qualifications

• 10+ years of payroll experience, including 5+ years leading a multi-person payroll function with a nationwide footprint
• Demonstrated expertise optimizing payroll systems, increasing efficiency, and driving continuous improvement
• Deep knowledge of federal, state, and local wage and hour law, payroll tax requirements, and multi-state compliance across a nationwide footprint
• Experience managing payroll for thousands of employees, including a large hourly, field-based workforce
• Certified Payroll Professional (CPP) strongly preferred; FPC considered with equivalent experience
• Proven track record designing and enforcing payroll internal controls and segregation of duties
• Strong working knowledge of payroll system configuration, integrations, and change control
• Excellent analytical, reconciliation, and reporting skills
• People leadership experience, including developing and cross-training direct reports
• Ability to operate with precision in a high-volume, fast-paced environment

Preferred Qualifications

• Experience with construction, facilities services, or other field-based, high-turnover workforce environments
• Experience with ADP Workforce Now or comparable enterprise payroll platforms
• Familiarity with outsourced garnishment, unemployment claims management, and W-2 fulfillment services
• Experience managing payroll in a high-growth business
• Background in payroll process automation and system-driven compliance

Compensation & Benefits

• Base pay range: $90,000 – $115,000 per year
• Eligible for a 10% discretionary bonus
• Health, dental, and vision insurance for full-time employees
• 401(k) eligibility
• Accrued paid sick leave for all employees
• Paid vacation, accruing at 80 hours per year
• Opportunities for career growth and professional development

Location

• Nationwide workforce responsibility (multi-state payroll compliance across the United States)