Payroll Manager

Job Description

Job Description

POSITION
Payroll Manager

OUR MISSION
To empower the youth in our community with equitable access to social, academic, and career opportunities to thrive

OUR VISION
All youth grow up to lead fulfilling lives fueled by their passions, talents, and a love of learning

OUR CORE VALUES
Curiosity, Respect, Ownership, Ganas, Unity, Equity

ORGANIZATION OVERVIEW
Boys & Girls Clubs of the Peninsula (BGCP) proudly stands as the largest expanded learning provider in San Mateo County, dedicated to empowering 6,700 TK-College students across 30 sites from East Palo Alto to Daly City. We believe that talent is equally distributed across Silicon Valley, but opportunity is not, so we are committed to ensuring that socio-economically disadvantaged students have equitable access to the opportunities that will help them thrive in school and beyond. Students benefit from high-quality academic programs, captivating enrichment activities, and access to critical mental health services. With support from our staff, Board, and broader Team BGCP community, we strive to make our community a great place for all kids to grow up.

POSITION OVERVIEW
The Payroll Manager oversees BGCP's biweekly payroll, ensuring employees are paid accurately, on time, and in compliance with applicable requirements. This role manages the end-to-end payroll process, serves as BGCP's primary payroll subject-matter expert, and partners cross-functionally with the People Team and organizational leaders to support accurate payroll administration and resolve payroll and timekeeping matters. The Payroll Manager also works closely with BGCP's payroll and Human Resources Information System (HRIS) provider to support effective payroll operations. This role reports to the Controller.

ROLE & RESPONSIBILITIES

Payroll Administration & Processing

• Own and manage the biweekly payroll cycle, ensuring payroll is processed accurately, completely, and on schedule 

• Review and audit payroll data prior to submission, including hours worked, overtime calculations, time off, garnishments, deductions, pay changes, and retroactive adjustments

• Process off-cycle and manual payments, including final paychecks, correction runs, bonuses, and other payments as needed

• Serve as the primary point of contact with BGCP's payroll and Human Resources Information System (HRIS) provider for payroll processing, system issues, tax filings, and related account administration 
• Maintain payroll calendars and communicate key deadlines and requirements to managers and employees
• Review payroll tax filings and retirement plan transmissions and complete payroll-related activities not administered by the payroll provider 

Timekeeping & Employee Support 

• Monitor timekeeping and approval workflows to identify and resolve missing punches, incorrect time entries, approval delays, pay discrepancies, and other payroll-impacting issues 
• Partner with the People Team and managers to resolve employee payroll and timekeeping questions in a timely manner

• Troubleshoot timekeeping system issues and escalate system-level concerns to the appropriate vendor or internal partner 

• Partner with the People Team to provide guidance, training, and resources to managers and employees on timekeeping expectations, payroll deadlines, and common payroll processes 
• Identify recurring payroll and timekeeping issues and recommend process or training improvements to strengthen accuracy and accountability

Payroll Compliance, Audit & Controls 

• Ensure payroll practices comply with applicable federal, state, and local wage and hour requirements, payroll tax regulations, and BGCP policies

• Maintain accurate and organized payroll records in accordance with applicable recordkeeping requirements 
• Prepare payroll reports, reconciliations, and supporting documentation for the annual financial audits and other internal or external reviews
• Support workers' compensation, retirement plan, and other audits requiring payroll information
• Stay current on payroll-related regulatory requirements and communicate relevant changes or risks to Finance and organizational leadership 
• Maintain appropriate controls and confidentiality when handling sensitive employee and payroll information

Reporting & Reconciliation 

• Reconcile payroll activity to the general ledger in partnership with the Controller and Accounting Team and research and resolve discrepancies
• Reconcile payroll-related liability accounts, including payroll taxes, benefit deductions, garnishments, and other payroll liabilities
• Audit payroll and HRIS records to ensure employee and payroll data remain accurate and aligned across systems
• Generate regular and ad hoc payroll reports, including labor costs, overtime, meal premiums, payroll trends, and headcount or payroll reconciliations
• Provide accurate payroll and labor cost information to support budgeting, forecasting, and financial analysis

Cross-Functional Partnership & Process Improvement 

• Partner with the People Team to ensure payroll-impacting employee changes, including new hires, terminations, status changes, leaves of absence, benefits deductions, compensation changes, and promotions, are accurately reflected in payroll
• Serve as a key liaison between Finance and the People Team on payroll, HRIS, and timekeeping matters
• Identify opportunities to improve payroll processes, controls, documentation, system workflows, and cross-functional coordination
• Develop and maintain payroll procedures, reference materials, and process documentation to support consistent and scalable payroll administration

Perform additional relevant duties as assigned to support evolving organizational needs

QUALIFICATIONS

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field, or an equivalent combination of education and relevant experience

• 5+ years of progressive payroll experience, including responsibility for payroll for 400+ employees with a mix of hourly and salaried employees
• Experience working with a PEO, HRIS, payroll provider, and timekeeping systems 

• Strong working knowledge of California wage and hour requirements, payroll practices, and applicable federal payroll regulations  

• Demonstrated experience with timekeeping systems and resolving timesheet-related issues at scale

• Excellent attention to detail and a high degree of accuracy when working with sensitive and confidential data

• Strong analytical and problem-solving skills, particularly in reconciling data across systems
• Excellent interpersonal and communication skills, with the ability to explain payroll and timesheet issues clearly to non-finance staff

• Demonstrated ability to deliver clear, patient, and effective training to individuals and small groups whose audiences may have little to no background in payroll or financial concepts

Preferred 

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation

• Experience supporting external financial audits from the payroll/finance side

• Proficiency with Excel, including pivot tables, VLOOKUP/XLOOKUP, and reconciliations, and familiarity with general ledger systems 
• Experience in an organization with a similar mix of hourly and salaried employees

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some climbing and balancing; and some stooping, kneeling, bending at the waist, reaching overhead, crouching, squatting, and/or crawling. The role also requires significant fine finger dexterity and near vision acuity. The position may occasionally involve lifting or carrying objects up to 25 pounds. Generally, the job requires approximately 80% sitting and 20% walking or standing. The work environment noise level is typically moderate but may occasionally be louder. All requirements are subject to reasonable accommodations.  

LOCATION

• Menlo Park, CA

WORK SCHEDULE

• Monday - Friday, 9 AM - 5 PM 

COMPENSATION & BENEFITS

• Employment Status: Full-Time, Exempt
• Pay Range: $105,000-$125,000 annually, depending on experience (DOE)
• Health Benefits: 
• You are entitled to company-provided medical, dental, and vision benefits as well as life and long-term disability insurance paid at 100% by BGCP with additional buy up options beginning on your start date
• Retirement Benefits: You will be able to participate in our 401(k) retirement plan after ninety days of employment
• Comprehensive Paid Time-Off Policy, along with additional benefits
• Full-time employees are front-loaded 40 hours of paid sick time annually 
• Contributing to a thriving community for youth growth: Beyond measure

As part of the hiring process, BGCP requires candidates to complete a LiveScan fingerprinting, background check, tuberculosis (TB) evaluation or test.

Disclaimer: The above declarations are not intended to be an "all-inclusive" list of all duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.

BGCP is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. We provide equal employment opportunities for all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ethnicity, age, disability, genetic information, medical condition, marital status, military or veteran status, or any other characteristic or combination of characteristics protected under applicable law. BGCP is dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity. We actively encourage candidates from all backgrounds to apply for positions within our organization.