Payroll Manager

Job Description

Job Description

ARMADA INC.

POSITION DESCRIPTION

TITLE: Payroll Manager

REPORTS TO: Controller

FLSA STATUS: Exempt

FT / PT STATUS: Full Time

LOCATION: This role in an in person role and may be located in any IMIA office. (Spanish Fort, AL or Portsmouth, VA preferred)

SUMMARY

The Payroll Manager owns the end-to-end payroll function for a multi-state workforce, including weekly payroll processing, payroll tax compliance, reconciliations, and quarterly and year-end filings. Serves as the company's subject matter expert on federal, state, and local payroll laws and ensures payroll practices, systems, and procedures remain compliant with evolving regulatory requirements.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Implements, maintains, and reviews payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
• Ensures accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.
• Prepares and maintains accurate records and reports of payroll transactions.
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Facilitates audits by providing records and documentation to auditors and also running internal audits and documenting findings.
• Identifies and recommends updates to payroll processing software, systems, and procedures.
• Provide payroll and expense reports to the Company Controller
• Prepares, reviews, and files federal, state, and local payroll tax returns and deposits, including quarterly Form 941s, state withholding and unemployment returns, and year-end W-2/W-3 processing.
• Performs monthly and quarterly payroll reconciliations (payroll registers to the general ledger, tax liability and deduction accounts) and resolves variances.
• Monitors changes in payroll laws across all states in which the company operates, including state paid family and medical leave programs, and updates payroll configurations, processes, and procedures accordingly.
• Manages state tax registrations and payroll setup when work starts in a new state
• Serves as the primary contact for payroll tax agency notices and inquiries
• Serves as the primary contact for Audit inquiries regarding payroll
• Develops and maintains written payroll procedures and documentation
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITY

• Recruits, interviews, hires, and trains new staff in the department.
• Oversees the daily workflow of the department.
• Provides training to department staff
• Conduct Performance evaluations, providing recommendations for promotion and salary adjustments
• Handles or escalates disciplinary matters, including performance, conduct, attendance, and workplace concerns, in partnership with HR and in accordance with company policy.
• Escalates and assists with employee relations matters and employment decisions, including terminations, in partnership with HR and in accordance with company policy.

KNOWLEDGE, SKILLS, ABILITIES & ATTRIBUTES

• Extensive knowledge of the payroll function including preparation, balancing, internal control, payroll taxes and various state laws.
• Knowledge of union payroll administration, including fringe benefit calculations, collective bargaining agreement (CBA) requirements, and monthly remittance reporting to union benefit funds.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.
• Strong supervisory and leadership skills.
• Proficient with payroll software.

EDUCATION AND EXPERIENCE

• Bachelor's degree in Accounting, Business Administration, Human Resources, or related field
• 5+ Years experience in payroll processing
• 3+ years multistate payroll, preferred
• 3+ years in a supervisory or management role, preferred.
• Certified Payroll Professional (CPP), preferred

WORKING CONDITIONS / PHYSICAL REQUIREMENTS

• Work is conducted primarily indoors in an office environment.
• Must be able to sit for prolonged periods at a desk, view a computer screen for extended periods, and accurately enter data using a keyboard.
• Must be able to lift, carry, push, and pull up to 15 pounds on an infrequent basis.
• May be required to climb stairs and navigate multiple levels within office and company facilities.
• Must be able to move throughout office and company facilities to support payroll operations, employee support activities, audits, training initiatives, and administrative functions.
• Occasional travel may be required to support payroll activities, audits, training programs, system implementations, and other business needs.
• Position may require extended hours, including evenings and weekends, to support payroll processing, payroll audits, year-end reporting activities, regulatory requirements, payroll system implementations, compliance initiatives, and other business-critical needs.

EQUIPMENT USED

• Computer, telephone, fax machine, copy machine, adding machine, scanner

*This is a general list and is not all inclusive

REASONABLE ACCOMMODATIONS

• Accommodations may be made to enable qualified individuals with disabilities to perform essential job functions