Payroll Manager

Job Description

Job Description

Position Summary

The Payroll Manager is responsible for overseeing the end-to-end payroll operations for the organization's 1,000+ employees. This role manages a small payroll team, ensures compliance with federal, state, and local wage and tax regulations, and partners closely with HR, Finance, and practice leadership to ensure payroll accuracy across all locations. This position requires strong knowledge of multi-state payroll, complex compensation structures (bonuses, incentives, and guarantees), and the ability to lead and develop a payroll team. Success in this role depends on outstanding customer service and cross-functional communication—in person, in writing, and by email—with employees and partners at every level. Given regular access to highly sensitive compensation and personal data, the role also demands the utmost confidentiality and discretion.

Payroll Operations & Leadership

• Oversee bi-weekly/semi-monthly payroll processing for over 1,000 employees across multiple locations and states.

• Directly oversee, train, and mentor payroll staff to drive accountability, accuracy, and professional development, reviewing their work prior to payroll finalization.

• Serve as the final reviewer and approver for all payroll runs, ensuring accuracy of hours, earnings, deductions, garnishments, and tax withholdings.

• Develop and maintain payroll processing schedules, calendars, and deadlines across all pay groups.

• Act as the primary point of escalation for complex payroll issues, discrepancies, or employee pay inquiries.

• Hold ultimate responsibility for 401(k) and other employee benefits as they intersect with payroll, ensuring accurate deductions, contributions, remittances, and reconciliations.

Compliance & Reporting

• Ensure payroll compliance with all applicable federal, state, and local wage and hour laws (FLSA, state-specific pay frequency laws, etc.) across all operating states.

• Maintain compliance with tax withholding, reporting, and remittance requirements (federal, state, and local), including quarterly and year-end filings (941s, W-2s, state unemployment, etc.).

• Manage multi-state payroll tax registrations and ensure timely updates as the company expands into new states/locations.

• Prepare and review payroll-related journal entries, accruals, and reconciliations in partnership with Accounting/Finance.

• Complete and manage payroll audits (internal and external), workers' compensation audits, and unemployment claims, including reconciling payroll across multiple, disparate payroll systems and companies inherent to a multi-entity, acquisition-driven environment.

• Participate in the annual financial audit and coordinate the 401(k) plan audit, providing payroll and benefits data, reconciliations, and support to Finance and external auditors.

• Maintain accurate payroll records in compliance with recordkeeping requirements.

Systems & Process Improvement

• Serve as the primary administrator/super -user of the organization's payroll system.

• Identify and implement process improvements to increase payroll accuracy, efficiency, and scalability as the organization grows.

• Partner with HRIS/IT on system integrations between payroll, HR, benefits, and time & attendance platforms.

• Lead or support payroll system implementations, upgrades, or conversions as needed.

Required Qualifications

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or related field (or equivalent combination of education and experience).

• 5+ years of progressive payroll experience, including at least 2 years in a payroll management or supervisory role.

• Experience processing multi-state, multi-location payroll for 500+ employees.

• Strong knowledge of federal and state wage and hour laws, payroll tax regulations, and compliance requirements.

• Proficiency with a major payroll/HRIS platform.

• Experience administering 401(k) and employee benefits (deductions, contributions, and remittances) and supporting related plan and financial audits.

• Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, reconciliation modeling).

• Exceptional customer-service and interpersonal skills (critical to this role) — delivers responsive, professional, and empathetic support to employees and internal partners at every level.

• Excellent cross-functional communication skills across all channels — in person, in writing, and by email — with the ability to explain payroll matters clearly to diverse audiences.

• Strong analytical skills and experience , with the ability to interpret and reconcile large payroll data sets, identify trends and root causes, and resolve discrepancies.

• Critical thinking and sound judgment , with a proactive, solutions-oriented approach to complex or ambiguous payroll issues.

• Adaptability and flexibility to adjust priorities and thrive in a fast-paced, high-growth, and evolving environment.

• Strong leadership and organizational skills.

• Experience supporting rapid growth or multi-entity/acquisition environments.

Key Competencies

• Exceptional Customer Service & Interpersonal Skills

• Excellent Communication (In Person, Written & Email)

• Cross-Functional Collaboration

• Accuracy & Attention to Detail

• Analytical Thinking & Data Analysis

• Critical Thinking & Sound Judgment

• Confidentiality & Discretion

• Regulatory Compliance Knowledge

• Team Leadership & Development

• Problem-Solving & Process Improvement

• Adaptability & Flexibility

• Ability to Manage Deadlines Under Pressure

Work Environment

• Primarily office-based, fast-paced environment with strict payroll deadlines, particularly around pay period close, quarter-end, and year-end.