11/5/26
Country: United States
Job Location: Chicago
Job Family: Human Resources
Type of contract: Unlimited-term
Working mode: Hybrid work
Job Id: 54392
Payroll Manager
Job Description SummaryThe strategic Payroll Manager leads reliable, accurate, and timely payroll operations while transforming how payroll services are delivered. This hands-on leader combines payroll expertise with a continuous improvement mindset to simplify processes, strengthen controls, and use technology and data to drive efficiency. Partnering across HR, Finance, IT, and external providers, the manager builds scalable ways of working that reduce administrative effort without compromising compliance, accuracy, or a responsive, supportive employee experience.
Essential FunctionsPayroll Strategy and Operational Excellence- Own end-to-end payroll delivery, including processing, validations, reconciliations, issue resolution, and year-end activities.
- Develop a prioritized payroll improvement roadmap aligned with business needs, employee expectations, available resources and legal requirements.
- Stay updated on changes to payroll regulations and best practices to ensure compliance and proactively address any potential issues.
- Establish clear process ownership, payroll calendars, service standards, and escalation paths to deliver consistent, dependable service.
- Maintain documented procedures, cross-training, and business continuity plans that reduce reliance on individual knowledge.
Controls, Compliance, and Governance- Execute and continuously improve the payroll control framework, including pre-payroll and post-payroll validations, payroll-to-GL reconciliation, tax reconciliation, benefits and retirement deduction reconciliation, employee master data reviews, and exception monitoring.
- Ensure compliance with local, state/provincial, and federal payroll regulations, tax laws, and reporting requirements.
- Lead internal and external audits related to payroll processes, tax filings, and employee data, addressing any issues identified and implementing corrective actions to prevent recurrence.
- Maintain proper documentation, records, and internal controls to mitigate risk and ensure accurate, compliant, and auditable payroll processes.
- Manage payroll provider relationships against agreed service levels, issue-resolution expectations, and improvement commitments.
- Strengthen upstream data quality and accountability across HR, Benefits, Finance, timekeeping, and payroll processes.
- Lead cross-functional projects and build team capability through coaching, knowledge sharing, and clear accountability.
- Provide leadership and guidance to the payroll team, including performance management, coaching, and professional development
Process Improvement and Technology- Lead the investigation and resolution of payroll discrepancies, system issues, tax notices, and employee pay concerns. Map end-to-end workflows to pinpoint error sources, manual tasks, duplication, and unnecessary handoffs.
- Drive improvements that standardize processes, simplify approvals, reduce rework, and improve payroll cycle efficiency.
- Partner with HRIS, IT, Finance, and vendors to optimize system capabilities, integrations, reporting, and employee self-service.
- Lead requirements gathering, testing, validation, documentation, and adoption for payroll system and process changes.
- Build business cases for improvements and track realized benefits, balancing time and cost savings with control effectiveness and employee impact.
Employee Experience and Service Delivery- Deliver an employee-centered payroll experience grounded in accuracy, clear communication, confidentiality, and timely resolution.
- Own complex payroll inquiries and escalations, coordinating corrections and keeping employees informed through resolution.
- Create accessible guidance, FAQs, and proactive communications that help employees understand pay processes, deadlines, and changes.
- Use employee feedback and inquiry trends to eliminate recurring friction and improve service, rather than simply shifting administrative work to employees.
- Ensure self-service and automation are supported by a clear path to personalized assistance when needed.
Qualifications and Experience- Progressive payroll experience, including ownership of complex payroll operations and leadership of process improvements.
- Demonstrated ability to deliver measurable improvements in accuracy, efficiency, controls, and service quality.
- Strong knowledge of payroll processing, reconciliations, tax administration, internal controls, and sensitive data management.
- Experience with payroll and HR information systems, timekeeping platforms, integrations, and advanced spreadsheet analysis.
- Proven ability to lead cross-functional initiatives, manage vendors, and translate business needs into practical process and system solutions.
- Strong analytical, project management, communication, and problem-solving skills, with sound judgment and attention to detail.
- Bachelor's degree in Accounting, Finance, Human Resources, Business, or a related field, or equivalent practical experience, required.
- Payroll certification and experience with continuous improvement methods, system implementations, or organizational integration preferred.
Key Capabilities- Strategic and hands-on: Connects long-term improvement priorities with dependable day-to-day execution.
- Continuous improvement: Challenges complexity, identifies root causes, and builds sustainable solutions.
- Employee-centered judgment: Balances efficiency with accessibility, empathy, and trust.
- Data-driven decision-making: Uses meaningful measures to prioritize work and demonstrate results.
- Influence and change leadership: Builds alignment across functions and helps people adopt new ways of working.
Physical Requirements - Must be able work in hybrid office conditions for a minimum of 8 hours per day.
Working Conditions - Work is performed largely in a hybrid office environment. Hours of work will generally be during regular business hours with at least 40 hours a week. At times there will be some variation in work hours due to special projects, deadlines and other business needs.
- 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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
TOTAL REWARDS: - Base Salary: $115,000 - $140,000
- Bonus Potential: 20%
- 401k Match
- Medical, Dental, Vision from Day One, PTO days and more
- Hybrid work schedule in Chicago
