Compliance Manager

Compliance Manager

Ensure accurate payroll administration and maintain compliance with applicable federal, state, and local employment, wage, tax, and reporting requirements.

At Heartland Restaurant Group, a franchisee of Dunkin', we are employee-first fanatics! As one of the fastest-growing companies and top workplaces in the region over the past 18 years, we have helped bring the resurgence of Dunkin' to Pittsburgh, Western Pennsylvania, Southeastern Ohio, and northeastern West Virginia. We currently employ approximately 2,000 Team Members across 79 locations and continue to grow.

The Compliance Manager is responsible for the accurate and timely administration of biweekly payroll for a large, multi-location workforce while ensuring compliance with federal, state, and local regulations. This role partners closely with Human Resources, Operations, and Accounting to support payroll accuracy, employee data integrity, and required compliance and regulatory reporting. The ideal candidate is detail-oriented, self-motivated, and experienced in managing payroll compliance in a fast-paced environment.

Payroll Administration

• Process Personnel Action Forms (PAFs), including compensation changes, promotions, transfers, and terminations

• Track, calculate, and deduct garnishments and payroll deductions, including 401(k) deferrals, benefit premiums, and other withholdings

• Respond to and resolve employee payroll inquiries related to pay, deductions, direct deposits, and pay cards

• Maintain strict confidentiality and safeguard sensitive payroll and employee information

Compliance & Reporting

• Ensure ongoing compliance with the Fair Labor Standards Act (FLSA) and applicable federal, state, and local wage-and-hour laws, including overtime, minimum wage, tip credit, and meal and rest break requirements

• Monitor and maintain compliance with multi-state payroll regulations, including tax withholding, reciprocity rules, and state-specific reporting requirements

• Oversee payroll and tax compliance for employees and independent contractors, including proper classification and reporting

• Manage Form 1099 compliance and reporting, including Form W-9 collection and validation, contractor payment tracking, and preparation and filing of Forms 1099-NEC and applicable state forms

• Manage Affordable Care Act reporting, including Forms 1094-C and 1095-C, eligibility tracking, and data validation

• Coordinate federal, state, and local payroll tax filings and reconciliations

• Manage State Unemployment Tax Act (SUTA), Federal Unemployment Tax Act (FUTA), and state unemployment filings and rates

• Complete new-hire reporting and required state notifications

• Support 401(k) administration and related compliance activities

• Coordinate Forms 941 and 5500 preparation and filing requirements

• Review payroll and contractor payment data to identify compliance risks, discrepancies, or audit flags and resolve issues before submission deadlines

• Coordinate and execute year-end payroll processes, including validation of employee demographics, earnings, deductions, accrual balances, tax rates, and contractor records

• Partner with Human Resources, Accounting, and Operations to ensure accurate worker classification, job codes, and pay structures

• Support internal and external audits by preparing documentation, responding to inquiries, and ensuring timely resolution of findings

• Process and manage workers' compensation claims and payroll-related audits; reconcile wage and contractor data as needed

• Handle employment and wage verifications, agency requests, and compliance inquiries in accordance with company policy and legal requirements

• Monitor changes in payroll, tax, and independent contractor regulations and recommend process improvements or system enhancements

• Assist with compliance-related investigations, agency notices, and payroll or contractor payment corrections, including retroactive adjustments when required

Systems, Coordination & Documentation

• Coordinate among Payroll, Human Resources, Accounting, and Operations to ensure accurate employee data flow and timely updates

• Work closely with Accounting to reconcile monthly benefit invoices and payroll-related accounts

• Maintain organized compliance records, supporting documentation, and audit-ready files

Job Requirements:

• At least three years of payroll processing experience; experience supporting a large employee population preferred

• Experience with Paycom strongly preferred

• Human Resources experience a plus

• Working knowledge of payroll compliance, wage-and-hour laws, and payroll tax reporting

• Associate degree required; bachelor's degree preferred

• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint

• Strong organizational skills with exceptional attention to detail

• Excellent communication and interpersonal skills

• Ability to manage confidential information with discretion and integrity

• Self-motivated with the ability to work independently and collaboratively

• Ability to thrive in a fast-paced, changing environment and manage multiple priorities

Why Join HRG:

• Opportunity to contribute to a large, growing organization

• Collaborative, team-oriented culture

• Critical role supporting compliance, accuracy, and employee trust