Job Title: Payroll Manager
Department: Finance
Reports to: Vice President of Accounting
Job Type: Exempt
Location: REMOTE
Job Summary: The Payroll Manager embodies our culture and core values and owns the payroll function for over 3,500 team members across multiple states and is accountable for the accuracy, timeliness, and compliance of every pay cycle. This is a hands-on, tactical role that requires deep working knowledge of federal, state, and local wage and hour law and payroll tax law, and the judgment to apply it correctly to real pay situations. The Payroll Manager runs payroll in ADP Workforce Now (WFN) and timekeeping in ADP Workforce Manager (WFM), and is expected to take ownership of the function: identifying gaps and risks, then building, documented, and enforcing clear payroll processes and controls without waiting to be directed. The role partners closely with Corporate Accounting, HR, and field operations leaders and will scale the payroll function to support rapid company growth.
Compensation includes $100k-$115k base + bonus. Apply today for immediate consideration & to join our corporate team!
Key Responsibilities:Payroll Processing & Systems- Own end-to-end weekly and bi-weekly payrolls in ADP WFN, with pay frequency set by state requirements, from WFM time import through pre-payroll audit, approval, funding, and post-payroll reconciliation.
- Manage ADP WFM timekeeping configuration, including pay rules, overtime, meal and rest break rules, pay codes, and accrual policies, so that each location's setup reflects applicable state and local law.
- Supervise the Payroll Specialist: assign work, set quality standards, review output, and develop skills.
- Process off-cycle payrolls, manual checks, final pay, stop payments, and re-issues within state-required timeframes.
- Administer wage garnishments, child support orders, tax levies, and liens in compliance with federal Consumer Credit Protection Act limits and state-specific rules; process employment verifications.
- Maintain PTO and sick leave balances and accruals in accordance with company policy and state and local paid sick leave mandates.
Wage & Hour Compliance (Federal, State & Local)- Serve as the company's subject-matter expert on wage and hour compliance under the Fair Labor Standards Act (FLSA), including minimum wage, overtime, regular rate of pay calculations (bonuses, commissions, shift differentials), and exempt vs. non-exempt classification.
- Apply state-specific requirements across all operating states, including daily overtime and double time, meal and rest break premiums, split shift and reporting-time pay, pay frequency, final pay timing, wage statement requirements, and state, county, and city minimum wage changes.
- Apply tipped team member rules, including tip credit eligibility by state, tip pooling, service charge treatment, and minimum wage make-up.
- Monitor federal, state, and local legislative and regulatory changes, including new federal reporting requirements for qualified tips and overtime compensation, assess their impact, and update ADP configuration, processes, and communications ahead of effective dates.
- Maintain payroll records in line with federal and state retention requirements and protect the confidentiality of team member pay and personal data.
Team Member Payroll Tax Compliance- Ensure accurate federal, state, and local income tax withholding for all team members, including Form W-4 and state withholding certificate administration, supplemental wage tax methods, and taxation of bonuses, retro pay, and final pay.
- Manage multi-state tax treatment: work state vs. resident state withholding, reciprocity agreements, team members working in multiple states or remotely, and local taxes (e.g., city, county, and school district taxes).
- Oversee FICA, FUTA (including credit reduction states), SUI, SDI, and state paid family and medical leave contributions; register new state and local tax accounts as the company enters new markets.
- Apply correct tax treatment of tips, taxable fringe benefits, imputed income, gross-ups, and pre-tax deductions (Section 125, 401(k), HSA), including annual limits and catch-up rules.
- Own quarterly and year-end tax compliance with ADP: Form 941/940 and state return reconciliation, W-2 accuracy, W-2c corrections, and timely resolution of federal, state, and local agency notices.
- Serve as the go-to resource for team member and manager questions on paycheck taxes and withholding, providing clear and accurate explanations.
Process Design & Internal Controls- Proactively assess the payroll function and build clear, documented processes, including SOPs, checklists, payroll calendars, cutoff deadlines, and approval workflows, rather than waiting for direction.
- Design and maintain internal controls: pre- and post-payroll audits, variance reviews, segregation of duties, and approval requirements for pay rate, tax, and direct deposit changes.
- Perform root-cause analysis on payroll errors and implement fixes that prevent recurrence; track and report error rates and payroll KPIs.
- Partner with HR to create standardized intake processes for new hires, changes, and terminations so data reaches payroll accurately and on time.
- Build repeatable playbooks for onboarding new locations and acquisitions into ADP WFN and WFM, including tax registrations and pay rule setup.
- Lead internal and external payroll audits (financial, benefit plan, workers' compensation, and DOL or state agency inquiries) and drive corrective actions.
Partnership & Training- Partner with Corporate Accounting on payroll journal entries, accruals, GL reconciliations, client payroll invoicing, and benefit contribution reconciliation.
- Collaborate with HR on team member data, benefit deductions, and classification decisions.
- Build and deliver training and job aids for field managers on ADP WFM timecard management, punch corrections, approval deadlines, and compliance expectations such as meal break attestations and overtime approval.
- Perform other related duties as assigned.
Qualifications:Education & Experience- Minimum 5 years of payroll experience managing multi-location and multi-state payrolls, including supervisory experience.
- Proficient with ADP Workforce Now; experience configuring and administering ADP Workforce Manager (WFM) strongly preferred.
- Experience with high-regulation states (e.g., California, New York, Washington, Illinois) and with tipped and hourly workforces strongly preferred.
- Certified Payroll Professional (CPP) preferred; Fundamental Payroll Certification (FPC) considered.
Key Skills & Competencies- In-depth, demonstrated knowledge of the FLSA, multi-state wage and hour law, and federal, state, and local payroll tax law, with the ability to explain the rule, the reason behind it, and the correct pay and tax treatment.
- Proven track record of building payroll processes, SOPs, and internal controls from the ground up, not just following them.
- Advanced Excel skills (pivot tables, lookups, reconciliations).
- Excellent written and oral communication skills, with an energetic, enthusiastic, and motivational leadership style.
- Highly organized and detail-oriented, able to manage multiple deadlines in a fast-paced, dynamic, and evolving environment.
- Professional demeanor and the ability to handle highly sensitive and confidential team member pay and personal data with discretion.
Essential FunctionSeldomOccasionallyFrequentlyStationary Position -- Sitting or Standing
X
Active Position -- Walking, jogging, running
X
Use of hands/fingers -- Operate, Use, Inspect, Place, Detect, Position, Prepare, activate
X
Climb/Balance -- Stairs, ladders, ropes, equipment, beams
X
Stoop/kneel/crouch or crawl -- Position self, move
X
Talk/hear -- communicate, detect, converse with, discern, convey, express oneself, exchange information
X
See -- Detect, determine, perceive, identify, recognize, judge, observe, inspect, estimate, assess
X
Carry weight, lift -- Move, transport, position, put, install, remove -- 50 lbs or less
X
Carry weight, lift -- Move, transport, position, put, install, remove -- 50 lbs or more
X
Exposure to -- Exposed, work around, chemicals, odors, smells, noise, indoors or outdoors, heat, cool.
X
