Payroll Manager

Job Description

Position Summary

We are seeking an experienced Payroll Manager to oversee and execute payroll operations with a high level of accuracy, timeliness, and compliance. This role serves as the second-in-command to the Director of Payroll, with responsibility for supporting day-to-day operations and acting on behalf of the Director when needed. The position is critical to ensuring payroll continuity, regulatory compliance (including California wage and hour laws), and operational stability across multiple facilities.

Key Responsibilities

Payroll Operations

• Manage full-cycle payroll processing (bi-weekly or as applicable) for multi-site, multi-state employees
• Ensure accurate and timely payment of wages, including regular, overtime, bonuses, and off-cycle payments
• Review and process employee data changes, including new hires, terminations, pay rate changes, and status updates
• Process manual checks and ensure compliant final pay practices, including strict adherence to California final pay requirements

Leadership & Coverage

• Serve as primary backup to the Director of Payroll, with authority to oversee payroll operations in their absence
• Assist in prioritization, escalation management, and decision-making for payroll-related issues
• Support training, guidance, and oversight of payroll staff to ensure consistency and accuracy

Compliance & Risk Management

• Ensure compliance with all applicable federal, state, and local laws, including California wage and hour laws (overtime, meal/rest
• break premiums, final pay timing)
• Administer wage garnishments, levies, and child support orders in accordance with legal requirements
• Maintain payroll records in compliance with California record retention requirements
• Prepare and submit required government filings (e.g., EDD reporting, tax filings) accurately and on time
• Support internal and external audits (payroll tax, PBJ, workers’ compensation, financial audits)

Employee Support

• Respond to employee inquiries regarding pay, deductions, taxes, and with holdings in a timely and professional manner
• Investigate and resolve payroll discrepancies or complaints, escalating issues as appropriate

Reporting & Systems

• Prepare and analyze payroll reports for leadership, finance, and HR
• Ensure integrity of payroll data within HRIS systems (UKG Pro and Workforce Management)
• Partner with HR, Finance, and IT to improve payroll processes, controls, and system functionality
• Process Improvement
• Identify inefficiencies and implement improvements to increase accuracy, compliance, and scalability
• Establish and maintain internal controls to mitigate payroll-related risks

Qualifications

• Minimum of 3 years of payroll experience, including multi-state payroll administration
• Prior leadership or supervisory experience required
• Strong working knowledge of federal and California payroll laws and tax regulations
• Experience in healthcare, skilled nursing, or long-term care environments preferred
• Proficiency in payroll systems such as UKG Pro and Workforce Management (WFM)
• Advanced proficiency in Microsoft Excel and Microsoft Office applications
• Bachelor’s degree in Accounting, Business Administration, or a related field preferred

Core Competencies

• High level of accuracy and attention to detail
• Strong organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Sound judgment and problem-solving ability
• Strong communication skills, with the ability to clearly explain complex payroll matters
• Ability to work independently while supporting team leadership
• High level of discretion and confidentiality

Compliance & Work Environment Notes

• This role requires strict adherence to California wage and hour laws, including final pay timing, overtime calculations, and…