Payroll Supervisor

Job Title

Payroll Supervisor

Department

Finance

Reports To

Chief Accounting Officer

FLSA Classification

Exempt

SUMMARY

The Payroll Supervisor is responsible for the day-to-day supervision and administration of Life Unlimited’s payroll function, ensuring employees are paid accurately, timely, and in compliance with all applicable federal and state laws, organizational policies, and other oversight requirements. This position serves as the organization’s payroll subject matter expert and provides direct oversight of payroll operations, including weekly payroll processing, payroll compliance, timekeeping administration, payroll reporting, tax compliance, garnishments, leave administration, and employee payroll support. The Payroll Supervisor supervises the payroll team and collaborates closely with Human Resources, Finance, and operational leadership to ensure payroll processes support organizational objectives while maintaining strong internal controls.

BASIC FUNCTIONS AND GENERAL RESPONSIBILITIES

• Supervise weekly payroll processing for all employees, ensuring accurate and timely payment of wages.
• Direct and support Payroll staff by providing leadership, coaching, training, performance management, and workload prioritization.
• Review payroll for accuracy, including overtime, shift differentials, holiday pay, incentive compensation, retroactive adjustments, leave balances, and other earnings and deductions.
• Ensure compliance with the Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), IRS regulations, wage and hour laws, and all other applicable federal and state payroll requirements.
• Administer payroll tax reporting, garnishments, benefit deductions, 401k retirement contributions, and other required withholdings.
• Reconcile payroll registers, payroll liability accounts, benefit deductions, and payroll-related general ledger accounts in collaboration with Finance.
• Coordinate payroll activities related to new hires, promotions, transfers, compensation changes, incentive programs, and employee separations.
• Provide training and ongoing education to managers and employees regarding payroll policies, timekeeping procedures, leave administration, and payroll best practices.
• Monitor and maintain the organization’s timekeeping system, identifying discrepancies and working collaboratively with department managers to resolve exceptions.
• Prepare payroll reports, labor analyses, and supporting documentation for leadership, audits, and regulatory agencies.
• Maintain payroll records and documentation in accordance with organizational policies and applicable record retention requirements.
• Assist with annual payroll activities including W-2 preparation, year-end reconciliation, payroll tax reporting, and external audits.
• Identify opportunities to improve payroll processes, strengthen internal controls, and increase operational efficiency through automation and standardization.
• Serve as the primary payroll resource for employees, managers, Human Resources, Finance, and external agencies regarding payroll-related questions and issues.
• Participate in payroll system upgrades, testing, implementations, and process improvement initiatives.
• Perform other duties as assigned.

Physical Expectations

This position requires extended periods of sitting with some periods of walking and standing. It may also require bending, kneeling, and/or stooping and climbing stairs. An individual in this position may need to drive a vehicle to resources in the community. There may be extended periods of using a computer and/or calculator.

Working Conditions

This position operates in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopies, filing cabinets and fax machines.

QUALIFICATIONS

• Minimum of five (5) years of progressively responsible payroll experience, including processing high-volume payroll.
• Experience processing payroll for a complex hourly workforce.
• Strong knowledge of payroll administration, wage and hour laws, payroll taxes, garnishments, benefit deductions, and leave administration.
• Experience administering payroll for employees with overtime, shift differentials, holiday pay, incentive compensation, and other variable pay components.
• Strong analytical, organizational, problem-solving, and customer service skills.
• High degree of accuracy, confidentiality, and attention to detail.
• Proficiency with Microsoft Excel and payroll/timekeeping/HRIS software.
• Excellent verbal and written communication skills.
• High School Diploma or Equivalent.
• Valid driver's license and reliable transportation.
• Must receive seasonal flu vaccination.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in Accounting, Business Administration, Human Resources, Finance, or a related field.
• Supervisory or team leadership experience or demonstrated leadership responsibilities in payroll operations.
• Certified Payroll Professional (CPP) designation.
• Experience with Workforce, Proliant, UKG, ADP, Workday, Dayforce, Paycom, or similar Human Capital Management systems.
• Experience with Sage Intacct or integrated payroll accounting systems.
• Experience supporting payroll and 401k audits and financial reconciliations.
• Experience within healthcare, behavioral health, human services, or other 24/7 operational environments.