Payroll Manager

Job Description

Job Description

MISSION:

Achieving excellence through the dedication, innovation, and growth of our employee-owners, creating lasting value with our business partners.

OUR CORE VALUES:

Ownership: As employee-owners, we lead with discipline, act with conviction, and deliver more than is expected.

Transparency: We cultivate an environment of collaboration, accountability, and trust.

Safety:
The principle that shapes our culture, values, and resolve.

JOB SUMMARY:

The Payroll Manager will lead the payroll team, ensure accurate and timely processing of employee payroll, and ensure compliance with all applicable federal, state, and local regulations. This role will also involve strategic oversight, process improvement, and coordination with other departments.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

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

Responsibilities of this position include, but are not limited to, the following:

• Oversee the entire payroll process, ensuring accuracy and timeliness for all employees.
• Supervise payroll staff, providing guidance and training as needed to ensure efficient payroll operations.
• Ensure the proper processing of payroll deductions, including taxes, benefits, charitable contributions, garnishments, and other deductions.
• Ensure compliance with all federal, state, and local payroll regulations, including those related to wage and hour laws, taxation, and reporting.
• Review and approve payroll adjustments, corrections, and any special payments (e.g., bonuses, gross ups, etc.).
• Implement and oversee internal controls to ensure payroll accuracy and prevent errors.
• Lead and mentor the payroll team, fostering a collaborative and efficient work environment.
• Monitor team performance and conduct regular performance reviews to ensure high standards of payroll processing.
• Develop and implement payroll-related training programs for staff to ensure up-to-date knowledge of policies, regulations, and procedures.
• Ensure timely and accurate reporting of payroll taxes and other regulatory filings.
• Manage certified payroll reporting and ensure compliance with the Davis-Bacon Act and other relevant labor regulations.
• Address audit requests related to payroll and support the preparation of payroll data for internal and external audits.
• Ensure accurate reporting and processing of wage garnishments and levies.
• Continuously evaluate payroll processes to identify areas for improvement and implement best practices.
• Coordinate with the HR and finance departments to integrate payroll systems with other business functions, ensuring streamlined operations.
• Oversee the application of any changes in payroll policy, tax laws, or benefits regulations, ensuring proper updates and communication.
• Serve as the primary point of contact for employee payroll inquiries, providing support and resolving issues promptly.
• Ensure the confidentiality and security of employee payroll information, maintaining trust and confidence in the payroll system.
• Manage the issuance of physical and replacement checks or direct deposits due to payroll errors or final discharge.
• Consistently review processes within the department in collaboration with the team to identify areas of needed improvement and/or refinement to better align with changing technologies and payroll methodologies.

OTHER DUTIES AS ASSIGNED:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

SUPERVISORY RESPONSIBILITIES:

This position directly supervises employees and carries out supervisory responsibilities per the organization's policies, procedures, and applicable laws. 

• Responsibilities include training employees, planning, assigning, and directing work, appraising performance, rewarding and disciplining employees, addressing complaints, and resolving problems.

REQUIRED EDUCATION AND EXPERIENCE:

• Proficient in Microsoft Office suite of products (Outlook, Excel, Word, etc.)
• Proficient in accounting software/procedures
• Minimum of five (5) years of experience in payroll processing, including at least two (2) years in a supervisory or managerial role
• Extensive knowledge of payroll processing, deductions, taxes, and compliance regulations
• Proven experience with payroll systems and software (HRIS, ERP systems)
• Experience with Davis-Bacon and certified payroll reporting
• Ability to read, write, and communicate in the English language at a minimum 12th-grade level
• Associate’s degree in Accounting, Finance, Business Administration, or related field (or equivalent combination of education and experience)
• Ability to work independently and prioritize tasks in a fast-paced environment
• Effective communication and interpersonal skills
• Attention to detail and accuracy in work
• Commitment to upholding ethical standards and integrity in financial practices

PREFERRED EDUCATION AND EXPERIENCE:

• Certified Payroll Professional (CPP)
• Bilingual

PERSONAL ATTRIBUTES | SKILLS:

• Supports our Mission Statement and Core Values.
• Is honest and has the highest integrity.
• Sets the example for others and is above reproach.
• Ability to cope with job pressures in a constantly changing environment.
• Interpersonal and intrapersonal skills.
• Self-motivated.
• Detail-oriented.
• Positive and professional demeanor.
• Strong problem-solving and critical thinking skills.
• Able to handle and manage confidential information.

WORK ENVIRONMENT:

• General Office Environment: This position operates in a professional office environment, using standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.
• Environmental Conditions:
  The work is performed indoors in a climate-controlled setting with minimal exposure to loud noise, temperature variations, or other environmental factors.

PHYSICAL DEMANDS:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
• Sitting/Standing: Requires prolonged periods of sitting at a desk, though there may be opportunities for standing and moving around the office as needed.
• Manual Dexterity: Frequent use of hands to operate computer keyboards, mouse, and other office tools, as well as to handle paperwork.
• Visual Requirements: The ability to read and interpret data on computer screens and printed documents is essential.
• Mobility: Occasional lifting of objects weighing up to 25 pounds, such as files, documents, or office supplies, may be requested. Must be able to access all areas of the facility and projects to determine purchasing needs.
• Communication: Regular communication with colleagues, vendors, and other stakeholders requires the ability to exchange information effectively in both verbal and written form.

SCHEDULE AND REQUIRED TRAVEL:

• Requires the ability to report to job sites or offices throughout Florida.
• May be requested to work overtime, nights, and weekends.

EOE/APP/Drug-Free Workplace

Equal Employment Opportunity Statement:

Tri-City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.