Payroll Manager

JOB SUMMARY:
The Payroll Manager is responsible for overseeing the accurate, timely, and compliant processing of payroll for employees across a large, multi-site medical practice. This position manages payroll operations, payroll-system administration, audits, reconciliations, reporting, tax coordination, employee inquiries, and process-improvement initiatives.

The Payroll Manager partners closely with Human Resources, finance, accounting, benefits, operations, and organizational leaders to ensure that employees are paid accurately and on schedule. This role also supports payroll activities related to new locations, acquisitions, provider compensation, incentive programs, and other organizational changes. The ideal candidate brings equal parts precision and poise, keeping the payroll engine humming without losing sight of the people behind every paycheck.

ESSENTIAL JOB FUNCTIONS (other duties as required):
Adherence to applicable laws, regulations, and contractual obligations. Follows the principles of the Compliance Program as well as the US Eye Code of Conduct.


Payroll Processing and Administration
Oversee the accurate and timely processing of regular, supplemental, off-cycle, and special payrolls.
Review payroll data for completeness and accuracy before final submission.
Ensure the correct processing of wages, salaries, overtime, shift differentials, bonuses, commissions, stipends, deductions, garnishments, reimbursements, paid time off, and other compensation elements.
Coordinate payroll changes related to new hires, terminations, promotions, transfers, leaves of absence, compensation adjustments, and benefit elections.
Ensure payroll deadlines are met consistently across the organization.
Maintain payroll calendars, processing checklists, and approval workflows.
Payroll Audits and Reconciliations
Conduct pre-payroll and post-payroll audits to identify discrepancies, unusual activity, and potential errors.
Reconcile payroll registers, general-ledger entries, tax records, benefit deductions, retirement contributions, and other payroll-related accounts.
Review timekeeping data, payroll adjustments, and exception reports.
Investigate and resolve payroll discrepancies promptly.
Maintain documentation supporting payroll corrections, approvals, and reconciliations.
Partner with finance and accounting teams to support month-end and year-end close activities.
Timekeeping and Attendance Systems
Oversee the administration and accuracy of timekeeping systems.
Ensure employee hours, overtime, meal periods, paid time off, and other time-related entries are recorded and processed correctly.
Partner with managers and Human Resources to address missed punches, approvals, corrections, and timekeeping concerns.
Develop and maintain timekeeping procedures and manager guidance.
Monitor recurring timekeeping issues and recommend training or process improvements.
Support timekeeping-system upgrades, testing, and implementation activities.
Tax Compliance and Regulatory Reporting
Ensure payroll practices comply with applicable federal, state, and local wage-and-hour, tax, and reporting requirements.
Coordinate payroll-tax filings, payments, reconciliations, and required documentation with internal teams and external vendors.
Manage year-end payroll processes, including W-2 preparation, review, distribution, and corrections.
Monitor regulatory changes and recommend updates to payroll practices, policies, and systems.
Support audits, inquiries, and reporting requests from government agencies and external auditors.
Maintain accurate records in accordance with retention requirements.
Employee Support and Issue Resolution
Serve as a knowledgeable resource for employee and manager payroll questions.
Research and resolve questions involving paychecks, direct deposits, deductions, taxes, paid time off, garnishments, and payroll corrections.
Ensure inquiries are handled promptly, professionally, and confidentially.
Provide clear explanations of payroll processes and payment calculations.
Identify trends in employee inquiries and develop communication or training materials to reduce recurring issues.
Escalate complex matters to Human Resources, finance, legal, or other appropriate leaders.
Provider Compensation and Incentive Payments
Partner with provider-compensation, finance, and operational leaders to support the accurate processing of physician and advanced practice provider payments.
Process approved compensation components such as productivity incentives, bonuses, stipends, call coverage payments, administrative payments, and other contractual compensation.
Ensure provider-compensation payments are supported by appropriate approvals and documentation.
Assist with payroll reconciliations related to provider compensation.
Coordinate corrections and adjustments when discrepancies are identified.
Maintain confidentiality of provider-compensation information.
Payroll Systems and Data Integrity
Oversee payroll-system administration, configuration, access, and data integrity.
Ensure employee payroll records are accurate, complete, and updated promptly.
Partner with Human Resources information systems, finance, and information technology teams to maintain effective system integrations.
Support system enhancements, upgrades, testing, and implementation projects.
Monitor access controls and ensure payroll-system permissions are appropriate for each user's responsibilities.
Identify opportunities to automate payroll processes and reduce manual work.
Reporting and Analytics
Prepare payroll reports, dashboards, and summaries for Human Resources, finance, accounting, and executive leaders.
Analyze payroll expenses, overtime, incentive payments, deductions, adjustments, and other compensation trends.
Support workforce budgeting, forecasting, and financial planning.
Provide payroll data for audits, compensation reviews, benefit reconciliations, and organizational reporting.
Monitor payroll metrics and identify opportunities to improve accuracy, efficiency, and service quality.
Ensure reporting is timely, accurate, and appropriately secured.

Acquisitions and Organizational Growth
Support payroll planning and integration for acquisitions, affiliations, new locations, and organizational restructuring.
Coordinate payroll data conversion, employee setup, tax requirements, testing, and implementation activities.
Partner with Human Resources, finance, operations, and information technology teams to ensure smooth payroll transitions.
Identify risks, dependencies, and required corrective actions during integration projects.
Provide payroll education and support to leaders and employees during periods of change.
Maintain consistent payroll practices across locations and business entities.
Policies, Procedures, and Internal Controls
Develop and maintain payroll policies, standard operating procedures, checklists, and training materials.
Establish internal controls that support accurate processing, appropriate approvals, and separation of duties.
Review payroll workflows and recommend improvements.
Ensure payroll records are stored securely and accessed only by authorized individuals.
Support compliance reviews, internal audits, and corrective action plans.
Promote a culture of accuracy, accountability, confidentiality, and continuous improvement.
Team Leadership
Lead, develop, and mentor payroll specialists, analysts, coordinators, or other assigned team members.
Establish clear responsibilities, priorities, performance expectations, and accountability measures.
Review team deliverables for accuracy, timeliness, and quality.
Provide training and coaching related to payroll processes, systems, regulations, and customer service.
Evaluate staffing levels and resource needs as the organization grows.
Foster collaboration among payroll, Human Resources, finance, benefits, and operational teams.
Reasonable accommodation may be given to individuals with disabilities to perform the essential functions.


COMPETENCIES:
Demonstrated ability to follow oral and written instructions.
Demonstrated knowledge of material, methods, instruments and equipment.
Demonstrated ability to read, write and perform mathematical calculations.
Ability to multi-task, work in a fast-paced environment and manage time accordingly to meet deadlines and requirements of the organization.
Strong understanding of payroll processing, payroll taxes, wage-and-hour requirements, deductions, garnishments, and payroll reconciliation.
Knowledge of multi-state payroll requirements and final-pay practices.
Strong analytical, organizational, and problem-solving skills.
High level of accuracy and attention to detail.
Ability to meet recurring deadlines in a fast-paced environment.
Strong written and verbal communication skills.
Ability to explain payroll information clearly to employees, managers, and leaders.
Ability to handle confidential employee and compensation information with discretion.
Strong customer-service orientation and sound judgment.
Proficiency with payroll platforms, timekeeping systems, Microsoft Excel, reporting tools, and common business applications.

SUPERVISORY RESPONSIBILITIES:
The Payroll Manager carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring and training employees, planning, assigning and directing work, appraising performance, rewarding and disciplining employees and addressing staff complaints and resolving problems.

WORK ENVIRONMENT:
The work characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Fast-paced, deadline oriented, confidential department. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Demonstrated ability to do excessive walking, standing, bending and stooping. While performing the duties of this job, the employee is frequently required to stand, sit, use hands to handle or feel objects, tools or control, reach with hands and arms and talk or hear. The employee is occasionally required to climb or balance, kneel and crouch.
The employee may be required to lift and/or move up to 10 pounds Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

POSITION TYPE AND EXPECTED HOURS OF WORK:
This is a full-time salaried position. Regular work hours are Monday through Friday, 8:00 A.M. - 5:00 P.M. Hybrid-must be able to commute to Sarasota, FL 3 times a week . Salaried staff may be required to work beyond their set schedule as needed to meet business needs and expectations.

Travel:
May be required.

REQUIRED EDUCATION AND EXPERIENCE:
Bachelor's degree in accounting, finance, business administration, human resources, or a related field preferred.
Equivalent combinations of education, payroll certification, technical training, and relevant experience may be considered.
Minimum of five years of progressive payroll experience required.
Experience with payroll audits, reconciliations, tax coordination, timekeeping systems, and year-end processing required.
Experience supporting acquisitions, payroll conversions, or system implementations preferred.
Experience processing payroll for a large, multi-site, or multi-state organization strongly preferred.
Experience supporting a medical practice, healthcare system, ambulatory surgery center network, or similar healthcare organization preferred.
Minimum of two years of payroll leadership, supervisory, or team-lead experience preferred.

OTHER DUTIES:
Participate in payroll, Human Resources, finance, and operational meetings.
Coordinate with benefits teams on deduction reconciliations, retirement-plan contributions, and leave-related payroll activities.
Partner with legal and Human Resources leaders on wage-and-hour questions, garnishments, final-pay requirements, and sensitive employee matters.
Maintain awareness of payroll best practices and regulatory developments.
Support emergency-payroll procedures and business continuity planning.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.