Payroll Manager

Job Description

Job Description

The Payroll Manager is a stand-alone, highly autonomous role responsible for the full end-to-end payroll function for Empire Auto Parts' 1,000+ employee workforce across more than 25 states. This individual serves as the company's sole subject matter expert for all payroll operations, compliance, tax management, and technology — with deep expertise in UKG Pro (formerly UltiPro) and UKG Workforce Management (formerly Kronos). The ideal candidate is a seasoned payroll professional who operates independently, exercises sound judgment and continuously builds and refines processes with minimal oversight.

This is not a team leader or coordinator role. It is a senior individual contributor position requiring mastery-level knowledge of multi-state payroll processing, UKG systems administration, regulatory compliance, and payroll tax accuracy across all jurisdictions in which Empire Auto Parts operates.

Supervisory Responsibilities

None — Stand-Alone Individual Contributor Role

Department

Accounting and Finance │ Reports To: Corporate Controller

Duties │ Responsibilities

Payroll Processing & Administration

• Independently process full-cycle, multi-state payroll for 1,000+ employees — including hourly, salaried, and commission-based team members — on a weekly and bi-weekly schedule.

• Maintain and optimize UKG Pro for payroll calculations, earnings and deduction codes, tax tables, pay groups, and employee records that pertain to payroll.

• Review and audit timekeeping data for discrepancies, missed punches, and policy exceptions prior to each payroll run.

• Manage all payroll adjustments, retroactive pay, off-cycle runs, and manual check requests with full documentation.

• Process garnishments, levies, child support orders, and other wage assignments in full compliance with applicable federal and state law.

Multi-State Payroll Tax Compliance & Accuracy

• Own and oversee all multi-state payroll tax compliance — ensuring accurate withholding, remittance, and reporting across every jurisdiction where Empire Auto Parts has employees or established nexus.

• Monitor state income tax (SIT) withholding accuracy for resident and non-resident employees; apply correct reciprocity agreements where applicable and maintain up-to-date work location and domicile records in UKG Pro.

• Manage State Unemployment Insurance (SUI) obligations across all active states — including wage base tracking, rate updates, experience rating notices, and timely deposit schedules.

• Administer state-specific programs including State Disability Insurance (SDI), Paid Family Leave (PFL), and local income taxes (e.g., Pennsylvania EIT, Ohio municipal taxes) with accurate withholding and remittance.

• Establish and configure new state and local tax codes in UKG Pro when the company expands into new jurisdictions, ensuring nexus is properly reflected before the first payroll run.

• Prepare and submit all required payroll tax filings on time — federal 941s, FUTA 940, and all state and local equivalents — with full reconciliation to payroll register totals prior to filing.

• Reconcile payroll tax liabilities for each pay period, resolving discrepancies between UKG Pro calculations, deposits, and general ledger balances before they compound.

• Manage year-end multi-state W-2 production, including employees with multiple state wage boxes, ensuring accuracy of state wages, taxes withheld, and supplemental wages across all jurisdictions.

• Stay current on federal and state payroll tax law changes — wage base updates, supplemental rate changes, new local ordinances — and proactively implement required updates in UKG Pro.

• Coordinate and respond to all federal and state payroll tax agency notices, penalty abatement requests, and audits; serve as the primary point of contact for tax authorities.

• Maintain comprehensive payroll tax records and documentation in accordance with all applicable federal and state recordkeeping requirements.

Finance & Accounting Support

• Assist with payroll-related budget forecasting, accrual calculations, and variance analysis.

• Partner with Finance and Accounting on month-end and year-end close activities related to compensation and benefits costs.

• Benefit and 401K reconciliations, control checks and support with audits.

Employee & HR Support

• Serve as the primary point of contact for employee payroll inquiries — resolving discrepancies, tax withholding questions, direct deposit changes, and related matters promptly and professionally.

• Train managers and supervisors on UKG Workforce Management timekeeping, approval workflows, and self-service features.

• Support new hire onboarding by ensuring accurate payroll setup and tax withholding configuration in UKG Pro.

Required Skills │ Qualifications

• 5+ years of progressive, hands-on payroll experience processing payroll for a workforce of 500 or more employees.

• Deep, configuration-level expertise in UKG Pro (UltiPro) — including payroll processing, tax management, earnings/deduction code setup, and year-end processing.

• Deep, hands-on experience with UKG Workforce Management (Kronos/WFM) — including timekeeping rules, accrual policies, scheduling, and payroll integration.

• Demonstrated multi-state payroll experience across at least 5 states, including SIT, SUI, SDI/PFL, and local tax jurisdictions.

• Thorough working knowledge of federal and state payroll tax regulations, wage and hour law, garnishment compliance, and multi-state reciprocity rules.

• Proven ability to operate independently as a stand-alone payroll function — self-directed, resourceful, and fully accountable for outcomes.

• High proficiency in Microsoft Excel (VLOOKUP, pivot tables, data validation, reconciliation models).

• Exceptional attention to detail and a demonstrated track record of payroll accuracy.

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.

• Certified Payroll Professional (CPP) designation through the American Payroll Association preferred.

Personal │ Professional Attributes

· Highly self-sufficient and autonomous — operates with confidence as the sole payroll resource for a large, complex, multi-state organization.

· Detail-obsessed with an unwavering commitment to accuracy; understands that payroll errors have a direct impact on employee trust.

· Strong communicator who can translate complex payroll and tax topics for non-technical audiences including HR, Finance, and employees.

· Proactive and forward-thinking — anticipates regulatory changes, system needs, and compliance risks before they become problems.

· High integrity and discretion when handling confidential compensation and personal employee data.

· Continuous improvement mindset; consistently looks for ways to streamline processes and leverage UKG system capabilities more effectively.

· Adaptable and composed under pressure, particularly during peak periods such as year-end, audits, or system upgrades.

· Collaborative partner to HR, Finance, and Operations — willing to roll up their sleeves while also contributing strategically.

Large distribution company

Company Description

Large distribution company