Payroll Manager

Job Description

Job Description

GENERAL PURPOSE OF THIS JOB (Summary)

Reporting to the Project Director, the Payroll Manager owns the control and audit function for payroll across Subsurface Energy Resources, ensuring every employee is paid accurately, on time, and in full compliance with federal, state, and local wage-and-hour law. HR is responsible for entering payroll-related changes into payroll software (new hires, transfers, rate changes, tax and banking updates, and similar transactions).

ESSENTIAL DUTIES & RESPONSIBILITIES

Payroll Control & Audit

• Review and approve payroll-related data entered by HR in payroll software (tax withholdings/exemptions, direct deposit and banking information, pay rate changes, job/title changes, and department or site transfers) prior to each payroll run being finalized, for Subsurface Energy Resources.
• Serve as the final control point for each payroll run: audit pay calculations, hours, and deductions for accuracy before submission, including salaried, hourly, and prevailing-wage/certified payroll populations where applicable.
• Maintain and troubleshoot the payroll software integration; ensure payroll journal entries post accurately to the general ledger and reconcile payroll-related GL accounts each pay period and at month-end.
• Audit garnishments, child support orders, tax levies, and other court-ordered deductions entered by HR for accuracy and legal compliance.
• Review and approve certified payroll reports for prevailing-wage or public-works engagements as required by contract or jurisdiction.
• Own the payroll calendar for both entities and confirm readiness of all HR-entered data ahead of off-cycle and bonus/incentive payroll runs.

Payroll Software System Responsibilities

• Review and release the Pre-Process Register (payroll preview) for each pay cycle, confirming hours, rates, and deductions are correct before payroll is committed.
• Run and clear payroll software audit reports each cycle (e.g., missing punch, negative deduction, retro pay, and exception reports) before submission.
• Approve and process off-cycle, manual, and void/reissue checks within payroll software.
• Configure and maintain payroll software user security roles, permission levels, and approval workflows for HR staff performing data entry, and periodically audit access logs as an internal control.
• Review and approve garnishment, child support, and tax levy order setups entered by HR in payroll software, confirming calculation rules and priority order are correct.
• Run and reconcile the payroll software export/mapping each pay period to confirm labor, tax, and deduction data posted correctly.
• Manage quarter-end and year-end tax filings generated through payroll software (941s, state unemployment filings, W-2/W-2c generation and corrections) and review for accuracy before submission.
• Set up and audit new state/local tax jurisdictions in payroll software whenever Subsurface Energy Resources, add employees in a new work location.
• Review the timekeeping-to-payroll software import each cycle to confirm hours and PTO/accrual balances loaded correctly prior to processing.
• Build and maintain custom audit and compliance reports using payroll software, including reports supporting certified payroll and prevailing-wage submissions.
• Review direct deposit and banking file changes for anomalies as a fraud-prevention control prior to bank transmission.
• Coordinate and test the impact of payroll software system updates/releases on payroll calculations before each release goes live in production.

Compliance & Risk

• Maintain current, working knowledge of federal (FLSA, IRS) and multi-state wage-and-hour, tax withholding, and payroll-related employment law across all jurisdictions in which Subsurface Energy Resources operate.
• Ensure timely and accurate filing of payroll tax deposits, quarterly and annual tax returns, and year-end reporting (W-2, W-2c, and related forms).
• Lead or support internal and external payroll audits; resolve discrepancies through root-cause analysis rather than one-off correction.
• Partner with Legal and HR on wage-and-hour compliance questions, audits, and any government or third-party inquiries.
• Maintain strict confidentiality of all payroll and compensation information.

Supervisory Responsibilities

• Directly supervise payroll support staff (Payroll Clerk, Payroll Coordinator, and/or Payroll Specialist tiers) across Subsurface Energy Resources, including day-to-day work assignment and oversight.
• Provide training, coaching, and direction to payroll support staff; conduct regular team meetings to plan work and address questions.
• Own performance management for direct reports, including input on hiring, performance reviews, and corrective action, in partnership with HR.
• Intervene on and resolve issues that fall outside the scope of direct reports' knowledge or authority; serve as the escalation point for complex payroll matters.
• Mediate issues between payroll support staff and site or corporate personnel as needed.

Team Leadership & Cross-Functional Partnership

• Serve as the primary payroll point of contact for HR, Accounting, site leadership, and external vendors (payroll software, benefits carriers, tax agencies).
• Identify and lead process-improvement initiatives to increase payroll accuracy, timeliness, and efficiency across both entities.
• Respond to employee, manager, and vendor payroll inquiries promptly, professionally, and confidentially.

Health & Safety

• Work in compliance with all Health and Safety rules and regulations for Subsurface Energy Resources.
• Incorporate Health and Safety considerations into all functions and daily activities of the position.
• Report any health and safety hazards or infractions to the Health and Safety Department.

Other duties as assigned.

QUALIFICATIONS

Education and Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent progressive experience will be considered in lieu of a degree.
• 5+ years of progressive payroll experience, including multi-entity and/or multi-state payroll administration, with at least 2 years in a role directly supervising other payroll staff.
• Strong working knowledge of payroll software sufficient to review, audit, and approve payroll data entered by others; hands-on data entry is performed by HR and is not a primary function of this role.
• Experience with JD Edwards (JDE) or a comparable ERP for payroll-to-GL integration required.
• Experience with certified payroll / prevailing-wage reporting (e.g., Davis-Bacon Act compliance) strongly preferred given Subsurface Energy Resources's construction and mining-services operations.
• Certified Payroll Professional (CPP) designation preferred.

Skills, Knowledge & Abilities

• Advanced working knowledge of federal and multi-state wage-and-hour, tax, and payroll compliance requirements.
• Strong analytical and problem-solving skills; ability to resolve complex payroll discrepancies independently.
• High degree of accuracy and attention to detail under deadline pressure.
• Strong interpersonal and communication skills; ability to manage confidential and sensitive information with discretion.
• Proficiency in Microsoft Excel and the Microsoft Office Suite.
• Ability to manage multiple priorities across two entities and multiple stakeholder groups.

Subsurface Energy Resources is an Equal Opportunity Employer

This position is contingent upon the successful completion of a pre-employment background check and drug screening. Background checks may include verification of employment history, education, criminal records, and other information relevant to the position. All screenings are conducted in accordance with applicable federal, state, and local laws, including the Fair Credit Reporting Act (FCRA). Candidates will be notified and asked to provide consent before any screening is initiated.