Senior Payroll Manager

Senior Payroll Manager

Nautilus International Holding Corporation provides business administration and management services to its subsidiary marine transportation companies that have been serving the maritime community for over a century. Our mission is to consistently deliver safe, efficient, innovative and environmentally responsible maritime operational solutions for our customers.

The Senior Payroll Manager is a hands-on leader responsible for managing and processing complex multi-state, multi-employer payroll operations in compliance with federal, state, and local regulations. The role pairs strategic oversight with day-to-day processing and serves as the organization's subject matter expert for payroll taxes, UKG Payroll, year-end processing, union payroll administration, and compliance. The ideal candidate brings deep expertise in UKG Pro Payroll, UKG People Analytics, and UKG Workforce Management, payroll tax regulations, year-end activities, and complex union environments; experience supporting represented employees (ILA and IAM) and multi-employer structures is highly preferred. The position suits a leader equally comfortable developing staff, processing payroll, and performing reconciliations.

Essential Duties and Responsibilities

Payroll Processing & Administration

• Personally processes and/or oversees weekly, bi-weekly, semi-monthly, and off-cycle payrolls.
• Reviews payroll data for accuracy, completeness, and compliance prior to payroll transmission.
• Processes employee earnings, deductions, garnishments, taxes, retroactive payments, adjustments, and manual checks.
• Performs payroll audits, balancing, and reconciliations before and after each payroll cycle.
• Resolves complex payroll issues and employee inquiries.
• Ensures accurate processing of special payments, bonuses, incentive plans, and contractual earnings.
• Maintains payroll records and supporting documentation.

UKG Payroll Administration

• Serves as the primary administrator for UKG Pro Payroll and UKG Workforce Management.
• Manages payroll configuration, earnings and deduction codes, tax setup, labor allocations, and payroll interfaces.
• Audits and validates timekeeping data prior to payroll processing.
• Leads system testing, upgrades, implementations, and enhancements.
• Develops payroll reports, metrics, and audit tools within UKG.

Multi-State & Multi-Employer Payroll

• Manages payroll operations across multiple states, tax jurisdictions, entities, and FEINs.
• Ensures compliance with all federal, state, and local payroll tax requirements.
• Oversees payroll processing for multiple legal entities and employer groups.
• Manages complex employee transfers, tax allocations, and multi-state taxation requirements.
• Coordinates payroll accounting and intercompany payroll allocations.

Payroll Tax Compliance

• Ensures compliance with federal, state, and local tax regulations.
• Reviews and reconciles payroll tax filings and payments.
• Investigates and resolves tax notices and agency inquiries.
• Maintains current knowledge of payroll tax legislation and regulatory updates.
• Partners with external providers and tax agencies when necessary.

Year-End Payroll Responsibilities

• Leads all year-end payroll activities including W-2 preparation and distribution, W-2C corrections, payroll tax reconciliation, quarterly and annual reporting, taxable fringe benefit reporting, deferred compensation reporting, and year-end balancing and audits.
• Ensures all year-end deadlines are met accurately and timely.
• Coordinates year-end system processing within UKG.

Union Payroll Administration

• Processes payroll in accordance with collective bargaining agreements.
• Interprets and applies contract-specific wage rates, premiums, differentials, and overtime provisions.
• Manages union dues, assessments, benefit deductions, and pension contributions.
• Supports labor relations and operations teams with payroll-related contract administration.
• Ensures compliance with union reporting requirements.

Leadership & Team Management

• Supervises and mentors payroll staff while maintaining direct payroll processing responsibilities.
• Establishes payroll procedures and internal controls.
• Trains team members on payroll compliance, systems, and best practices.
• Supports continuous improvement initiatives and process automation.
• Collaborates closely with Human Resources, Finance, Operations, and Labor Relations.
• Other duties as assigned by supervisor.

Qualifications

Required:

• Education: Bachelor's degree in Business, Accounting, Finance, Human Resources, or related field preferred.
• Experience:
  • 7+ years of progressive payroll experience.
  • 3+ years of payroll management or lead payroll experience.
  • Expert-level experience with UKG Pro Payroll and UKG Workforce Management.
  • Extensive hands-on payroll processing experience.
  • Demonstrated experience managing and processing multi-state payroll.
  • Demonstrated experience administering multi-employer payroll operations.
  • Experience leading payroll year-end processing and tax reconciliations.
  • Experience supporting union payroll environments.
• Knowledge:
  • Advanced knowledge of payroll tax regulations and compliance.
• Skills:
  • Advanced Excel, including reconciliation of large payroll data sets.
  • Strong analytical and problem-solving skills for payroll audits and balancing.
  • Ability to interpret collective bargaining agreements and apply contract pay rules.
  • High accuracy under recurring payroll deadlines.
  • Clear communication with employees, union representatives, and agencies.
  • Discretion with confidential compensation data.

Preferred:

• Additional Experiences:
  • Experience with ILA (International Longshoremen's Association) and IAM payroll administration.
  • Maritime, stevedoring, terminal operations, logistics, transportation, or port operations experience.
  • Experience administering multiple collective bargaining agreements.
  • Experience with payrolls exceeding 1,000 employees.
  • Experience with payroll audits, tax audits, and compliance reviews.
• Certifications: CPP (Certified Payroll Professional) certification.
• Skills:
  • Report and dashboard building in UKG People Analytics or BI Reporting.
  • Payroll process automation and continuous improvement.
  • Payroll accounting, GL mapping, and intercompany allocations.

Physical Demands & Work Environment

• Physical Demands: The physical demands described here represent those that are typically required to perform the essential functions of this position. This role requires the ability to see, hear, speak, and communicate clearly. Manual dexterity is needed for operating standard office equipment. The position may occasionally involve lifting items up to 10 pounds and may require occasional travel to meet accountabilities.
• Work Environment: Work is typically performed in a clean, well-lit, and climate-controlled office environment with low to moderate noise levels. Occasional visits to field locations may be required.

Benefits

• Paid vacation and holiday pay.
• Health, dental and vision (employee contribution required).
• 401(k) with company matching contribution.
• Bonus eligible.
• Employee Assistance Program (EAP).
• Pet insurance (employee contribution required).

Why Join Us

At Nautilus, our people are our most valuable asset. We foster a collaborative, inclusive environment where team members feel valued, supported and empowered to grow with us. Whether you are starting your career or looking for the next step, we are committed to investing in your development, offering clear pathways