Payroll Manager

Job Summary:

Charge EPC is looking for a departmental leader responsible for payroll operations, team leadership, process improvement, compliance, and strategic partnership, in a heavy civil/utilities infrastructure construction organization with union, certified payroll, and in-house payroll administration expertise.

The Payroll Manager assumes a strategic leadership role within the organization, overseeing the payroll team and ensuring the accurate, timely, and compliant processing of employee compensation. This position is responsible for leading all aspects of payroll operations in a complex multi-state construction environment, including union payroll, certified payroll, prevailing wage compliance, payroll taxes, garnishments, benefits deductions, and reporting requirements.

The Payroll Manager serves as the bridge between senior leadership and the payroll team, providing direction, coaching, and support while driving continuous improvement in payroll processes, systems, and team performance. This individual proactively identifies opportunities to improve efficiency, accuracy, compliance, and employee service while fostering a culture of accountability, collaboration, and professional development. The Payroll Manager plays a critical role in aligning payroll operations with company objectives and vision and ensuring operational excellence across all payroll functions.

Location:

• Sacramento, CA (preferred) or Martinez, CA
• Hybrid (minimum 3 days in-office per week) or full-time in-office

Duties/Responsibilities:

• Oversees execution of payroll processing procedures to ensure timely and accurate delivery of payroll transactions including salaries, prevailing wages, benefits, garnishments, taxes, union fringe benefits, and other deductions.
• Lead and manage the full payroll function for a multi-state construction organization utilizing internal payroll processes rather than outsourced payroll services.
• Partner with Operations, Human Resources, Project Management, and Finance & Accounting teams to ensure timely completion, approval, and processing of payroll data.
• Direct the daily workflow of the payroll department, establishing priorities and ensuring deadlines are consistently met.
• Review and approve weekly payroll processing and payroll registers, ensuring the accuracy and completeness of all payroll activity.
• Drive payroll and HR collaboration to ensure accurate and timely processing of new hires, terminations, employee status changes, compensation adjustments, and benefit deductions.
• Manage, coach, mentor, and develop payroll team members through regular one-on-one meetings, training, performance feedback, and career development planning.
• Establish staffing plans and cross-training programs to ensure continuity of payroll operations during absences, peak workloads, and organizational growth.
• Conduct regular team meetings to communicate priorities, upcoming regulatory changes, workload planning, and process improvements.
• Oversee compliance with federal, state, and local payroll regulations, wage and hour laws, prevailing wage requirements, and multi-state payroll obligations.
• Ensure compliance with collective bargaining agreements, union reporting requirements, and union fringe benefit regulations.
• Oversee and ensure timely submission of certified payroll reports, union reports, payroll tax filings, retirement contributions, and other required regulatory filings.
• Maintain expertise regarding payroll tax laws, union agreements, labor regulations, and industry best practices, ensuring leadership and team members remain informed of relevant changes.
• Coordinate and lead all payroll-related audits, including union, workers' compensation, 401(k), payroll tax, and external compliance audits.
• Create and monitor KPI reporting and operational metrics related to payroll accuracy, timeliness, compliance, service levels, and process efficiency.
• Perform analytical reviews of weekly payroll results and investigate unusual variances, trends, or discrepancies.
• Reconcile and coordinate the review of payroll tax filings, quarterly returns, annual filings, and W-2 processing activities.
• Establish and maintain payroll tax accounts and registrations in new jurisdictions as business operations expand.
• Ensure ERP (Trimble Vista), payroll, tax, and union configurations are maintained accurately and updated timely.
• Lead payroll participation in ERP implementations, system enhancements, process automation initiatives, and technology improvements.
• Develop innovative and efficient processes to improve accuracy, scalability, internal controls, and employee experience.
• Proactively identify operational gaps, compliance risks, process inefficiencies, and organizational challenges; develop and implement solutions aligned with company vision and objectives.
• Create and maintain payroll procedures, documentation, internal controls, and standard operating practices.
• Develop processes to help the team resolve payroll errors, employee inquiries, and operational issues efficiently and professionally.
• Provide hands-on support to payroll operations as necessary, including processing payroll, preparing union reporting, certified payroll reporting, payroll tax activities, and audit support.
• Maintain strong partnerships with field operations and support departments, ensuring payroll processes support business objectives while meeting compliance requirements.
• Promote a culture focused on accuracy, accountability, collaboration, continuous improvement, and service excellence.
• Lead calmly and effectively during critical payroll deadlines and weekly processing cycles, ensuring both team wellbeing and operational success.
• Ensure compliance with company safety policies and procedures.

Required Skills/Abilities:

• Knowledge of construction payroll operations, including union payroll, prevailing wage requirements, and certified payroll reporting.
• Strong leadership skills with demonstrated experience managing, coaching, mentoring, and developing high-performing teams.
• Ability to build trust, foster collaboration, and maintain positive working relationships across all levels of the organization.
• Strong organizational, communication, and customer service skills.
• Ability to work independently, prioritize competing demands, and consistently meet time-sensitive deadlines.
• Demonstrated ability to remain composed, focused, and effective in high-volume, deadline-driven payroll environments.
• Strong analytical, problem-solving, and critical-thinking abilities.
• Ability to proactively identify issues, assess risks, and implement effective solutions.
• Continuous improvement mindset with the ability to streamline processes and create operational efficiencies.
• Excellent written and verbal communication skills.
• Strong collaboration and stakeholder management skills.
• High level of accuracy and attention to detail.
• Strong competency with numbers, reconciliations, and data analysis.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee information.
• Strong working knowledge of in-house payroll systems, ERP platforms, Microsoft Office Suite, and reporting tools.
• Knowledge of segregation of duties, internal controls, and payroll compliance best practices.
• Commitment to supporting the growth, development, and wellbeing of team members while maintaining accountability and performance standards.

Education and Experience:

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or related field preferred.
• Certified Payroll Professional (CPP) designation, preferred, or actively working toward certification.
• Minimum of 10 years of payroll experience, including significant experience within construction, infrastructure, utility, engineering, or related industries.
• Minimum of 5 years of payroll leadership experience managing payroll teams and complex payroll operations.
• Extensive experience managing full-service, in-house payroll functions.
• Experience administering union payroll, union fringe benefits, and collective bargaining agreements.
• Deep understanding of certified payroll reporting and prevailing wage compliance requirements.
• Strong understanding of collective bargaining agreements; IBEW, Laborers, and Operating Engineers experience preferred.
• Strong knowledge of federal, state, and local payroll tax regulations in multi-state environments.
• Experience with ERP systems and payroll software; Viewpoint Vista experience preferred.
• Strong understanding of employee benefits administration, union benefits, retirement plans, garnishments, per diem, travel pay, vehicle allowances, and related payroll considerations.
• Demonstrated ability to lead process improvements, system implementations, and organizational change initiatives.
• Ability to identify problems, evaluate alternatives, and make sound business recommendations based on analysis and experience.
• Maintains employee confidence and protects payroll operations by ensuring strict confidentiality and professionalism.

Physical requirements:

• Work at a desk and computer approximately 6-8 hours per day
• Work in-office a minimum of 3 days per week
• Perform with frequent interruptions and/or distractions
• Perform effectively under conditions of fluctuating workload
• Use telephone, video conferencing, and email regularly to communicate with employees, management, vendors, government agencies, and business partners
• Able to travel to alternate work locations throughout the West Coast, as needed