Senior Payroll Manager - Multi-State & 401(k) Compliance

KEY RESPONSIBILITIES

The Payroll Manager is responsible for managing and overseeing the entire payroll process for City Wide, ensuring accurate and timely compensation for employees across multiple locations and entities. This role involves maintaining compliance with federal, state, and local regulations, including union payroll requirements and tax laws, and serve as a primary payroll liaison for the annual 401(k) plan. The Payroll Manager will lead a payroll team, implement best practices, and streamline payroll operations to enhance efficiency and accuracy. Strong analytical skills, attention to detail, and in-depth knowledge of payroll systems and regulations are essential.

PRIMARY RESPONSIBILITIES

• Oversee and manage end-to-end payroll processing for City Wide’s companies, across multiple states and legal entities.

• Maintaining compliance with federal, state, and local wage and hour laws, as well as collaborating with tax agencies as needed.

• Supervise and mentor Payroll Specialist, providing guidance and professional development.

• Managing union dues deductions, ensuring accurate and timely collection and remittance.

• Administer and reconcile 401(k) contributions and loan repayments each pay cycle, ensuring accurate deduction codes and timely funding to the plan recordkeeper; support the annual 401(k) plan audit, nondiscrimination testing, and Form 5500 preparation.

• Oversee payroll procedures and ensure compliance with laws, tax obligations, including City Wide union agreements.

• Manage and payroll and systems (ADP) and software, implementing upgrades as necessary.

• Process payroll changes, including new hires, terminations, salary adjustments, garnishments, and benefits deductions.

• Process out-of-cycle commission and manual checks when necessary.

• Serve as the primary point of contact for payroll-related inquiries, resolving discrepancies and issues promptly.

• Work closely with OneHR, Accounting, and Legal teams to ensure payroll processes align with company policies and government regulations.

• Develop and maintain payroll policies and procedures.

• Reconcile payroll data, conduct audits, and ensure accuracy in payroll reports and general ledger postings.

• Implement and optimize payroll systems and processes to improve efficiency and compliance.

• Process all state mandated withholding orders in a timely and accurate manner; respond to state inquiries for child support notices and/or garnishments.

• Store payroll electronically each quarter, as well as all year end reports.

• Manage year-end processes, including W-2 preparation and distribution, tax filings, W-2s, and year-end reporting.

• Other duties as necessary.

PERFORMANCE METRICS

The following metrics apply to this position and should be recorded in your scorecard:

• Dept. Franchise Satisfaction, Revenue Growth, and EBITDA (see scorecard)

• Payroll Accuracy: Payroll Accuracy Error Rate <5%

POSITION REQUIREMENTS

• A Bachelor’s degree in Accounting, Finance, Business Administration or other related field is preferred. Certified Payroll Professional (CPP), highly desired.

• 5+ years of payroll management experience in a multi-state, multi-company environment.

• Prior experience managing payroll regulations, tax compliance, and employment laws across various states.

• Prior Union payroll experience.

• Proficient in payroll software (e.g., ADP, Paycom, etc.).

• Experience administering 401(k) or other qualified retirement plans within payroll, including contribution processing, reconciliation, and audit support.

• Experience serving as the primary liaison to a third-party payroll provider, managing service escalations, system configuration, and vendor or contract matters.

• Strong attention to detail, analytical skills, knowledge of payroll systems and regulations, and the ability to manage confidential information effectively.

• Strong leadership, communication, and organizational skills.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook), CRM systems, and Power BI

City Wide Franchise provides competitive compensation with bonus potential and a full benefits package including medical, dental, vision, life insurance, short and long-term disability, PTO, and a 401k plan. The company is known for its collaborative, people-centered culture, offering a fast-paced, flexible, and supportive work environment that encourages ongoing learning and development. Employees also enjoy paid time for community service and charity work. Read more about City Wide at

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