Payroll Manager

Payroll Manager

Department: Finance
Reports To: Controller
FLSA Status: Exempt
Location: Corporate Office

Position Summary

The Payroll Manager is responsible for the accurate, timely, and compliant processing of payroll for all company employees. This position oversees all payroll operations, ensures compliance with federal, state, and local wage and hour laws, maintains payroll records, and collaborates closely with Human Resources, Accounting, and Operations. The Payroll Manager reports to the Finance Department and plays a key role in maintaining payroll accuracy, internal controls, and financial reporting.

Essential Duties and Responsibilities

Payroll Administration

• Manage the complete payroll process for weekly or other payroll schedules.
• Ensure accurate calculation of wages, overtime, bonuses, commissions, per diem, shift differentials, prevailing wage, and other compensation.
• Review and validate employee time records for accuracy and completeness.
• Process new hires, promotions, transfers, pay rate changes, and terminations within the payroll system.
• Ensure payroll is processed accurately and on schedule.

Compliance

• Maintain compliance with:
  • Fair Labor Standards Act (FLSA)
  • Federal and State wage and hour laws
  • IRS regulations
  • Department of Labor requirements
  • Garnishment laws
  • Child support orders
  • Tax withholding requirements
• Ensure proper payroll tax calculations, filings, and deposits.
• Coordinate year-end payroll activities including W-2 processing.
• Prepare and report certified payroll when needed.
• Prepare and report OCIP and CCIP reporting.
• Maintain payroll records in accordance with applicable record retention requirements.

Financial Responsibilities

• Reconcile payroll registers with the general ledger.
• Prepare payroll journal entries.
• Assist Accounting with month-end and year-end close activities.
• Analyze payroll reports for accuracy and identify discrepancies.
• Assist with budgeting, labor cost reporting, and payroll forecasting.

Systems Administration

• Maintain payroll software and employee payroll records.
• Coordinate payroll system updates and testing.
• Identify opportunities for process improvements and automation.
• Maintain strong internal controls over payroll processing.

Employee Support

• Respond to employee payroll questions professionally and confidentially.
• Resolve payroll discrepancies in a timely manner.
• Respond to verification on employment requests.
• Assist employees with tax withholding changes, direct deposit updates, and payroll-related documentation.

Reporting

• Prepare payroll reports for management.
• Provide labor reports for project costing and financial analysis.
• Support internal and external audits by providing payroll documentation.
• Generate reports required by government agencies and company leadership.

Collaboration

• Partner with Human Resources regarding:
  • Employee status changes
  • Benefits deductions
  • Paid time off
  • Leave administration
  • Compensation changes
• Work closely with Operations to ensure accurate labor allocations and job costing.

Leadership

• Supervise payroll staff, if assigned.
• Develop payroll procedures and ensure consistent application.
• Promote continuous improvement within payroll operations.

Required Qualifications

• Minimum five (5) years of experience using computerized payroll systems (Paycor preferred).
• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum five (5) years of progressively responsible payroll experience.
• Minimum two (2) years of payroll leadership or supervisory experience preferred.
• Certified Payroll Professional (CPP) certification preferred.
• Experience processing payroll for multi-location organizations preferred.
• Experience with construction payroll, certified payroll, prevailing wage, union payroll, or project labor costing is highly desirable.
• Advanced Microsoft Excel skills.

Knowledge, Skills, and Abilities

• Thorough knowledge of payroll laws and regulations.
• Strong understanding of payroll taxes and reporting requirements.
• Knowledge of general accounting principles.
• Ability to maintain strict confidentiality.
• Exceptional attention to detail and accuracy.
• Strong analytical and problem-solving abilities.
• Excellent organizational and time management skills.
• Ability to manage multiple priorities while meeting deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with employees at all organizational levels.
• Demonstrated customer service skills.

Physical Requirements

While performing the duties of this position, the employee is regularly required to:

• Sit for extended periods while working on a computer.
• Use hands and fingers to operate office equipment.
• Frequently speak and hear.
• Occasionally stand, walk, bend, and reach.
• Lift and carry up to 20 pounds occasionally.
• Maintain visual acuity necessary to review detailed financial documents and computer screens.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

• Primarily performed in a professional office environment.
• Frequent use of…