Scope of Job: The payroll manager is responsible for all aspects of payroll operations for US & Canada employees, ensuring timely, accurate and compliant pay practices . Manage all payroll activities including but not limited to: maintaining employee payroll data, ensuring accurate time and attendance records, ensuring compliance with wage and hour rules, processing correct deductions, maintaining vacation and sick accruals, processing tax withholding changes and wage garnishments, monitoring employee self-service portal, processing new hires and final pay checks related to terminations, etc. for an organization with over $250M annually in payroll costs. Work closely with Human Resources colleauges, Managers and Employees as it relates to the processing of bi-weekly payroll.

Work Location: San Diego, CA (Rancho Bernardo)

Work Mode: Hybrid with 3 days on-site in Rancho Bernardo. Tuesdays and Wednesdays are mandatory on-site days.

Reports to: Director - Total Rewards (Human Resources)

Payroll Operations & Processing

• End-to-End Processing: Oversee and execute multi-state U.S. and Canadian payroll operations across all regional sites, ensuring precise, timely delivery and strict adherence to internal controls.

• Tax Administration: Manage correct federal, state, provincial, local, and unemployment tax rate setups and withholdings across all applicable jurisdictions in the U.S. and Canada.

• Audit & Controls: Conduct comprehensive pre- and post-payroll audits to verify data accuracy, file maintenance, and authenticity of system outputs before finalizing payroll runs.

• Reporting & Reconciliation: Prepare post-payroll accounting journals, perform wage reconciliations, track payroll metrics, and resolve variance discrepancies using system reporting tools.

• Compliance Submissions: Direct the preparation and filing of required statutory reports, payroll tax filings, benefit deduction schedules, and regulatory submissions.

• Cross-Functional Collaboration: Partner with Finance, Accounting, and HR to align general ledger (GL) mapping, tax reporting, compensation adjustments, and benefit deductions.

• Inquiry Management & Continuity: Serve as the subject matter expert for escalated payroll, tax, and compliance inquiries from employees and leadership; maintain standard operating procedures (SOPs) and cross-training to ensure continuous business operations.

Systems & Vendor Administration

• System Administration: Serve as lead system administrator for Ceridian/Dayforce HR/Payroll, Ceridian Self-Service, and Source Time Professional, managing configurations, updates, and testing.

• Vendor & IT Partnership: Collaborate with software vendors and internal IT to configure system settings, troubleshoot interface issues, and maintain data integrity and security.

• Regional System Logic: Ensure payroll software correctly enforces complex, state-specific pay rules, with particular focus on jurisdictions like California, Washington, Illinois, and New York.

• Continuous Improvement: Identify, test, and implement system enhancements, automation opportunities, and workflow updates to optimize processing efficiency.

• Project Leadership: Represent the payroll function on cross-functional technology initiatives, including ACA reporting, W-2/1095 setup, GL integrations, and system upgrades.

• User Support & Training: Develop and deliver end-user training for employees and managers on timekeeping and payroll self-service platforms.

Compliance, Risk & Tax Governance

• Audit Leadership: Lead semi-annual and annual audits, including Workers' Compensation, 401(k), and external financial audits.

• Tax Filing & Reconciliation: Oversee daily, monthly, quarterly, and annual wage reconciliations and filings (Forms 941, state/local returns, W-2/W-2C, EDD quarterly reports, and BLS reporting).

• Jurisdictional Expertise: Maintain advanced knowledge of complex multi-state labor laws, including daily/weekly overtime calculations, final pay deadlines, wage statement requirements, and meal/rest break rules.

• Fringe Benefit & Executive Tax: Evaluate tax treatments for executive compensation, relocation, fringe benefits, and ex-patriate/ex-pat payroll considerations.

• Notice Resolution: Research root causes and resolve complex tax notices, inquiries, and audits from local, state, and federal taxing authorities.

Team Leadership & People Management

• Direct Supervision: Lead, mentor, and evaluate the performance of the Payroll Specialist, fostering technical growth and operational excellence.

• Talent Management: Oversee recruitment, interviewing, onboarding, and ongoing development for payroll staff.

• Performance & Coaching: Conduct regular performance reviews, set measurable operational goals, and provide constructive feedback and continuous coaching.

Working Conditions: 90% of time is spent in the office environment, utilizing computers (frequent use of various Microsoft software/programs), phones, and general office equipment. 10% of time is spent outside of the office visiting vendors27 and/or internal customers27 sites in additional to attending various conferences and meetings.

Education & Experience

• Education: Bachelor27s degree in Accounting, Human Resources, or a related field, or equivalent practical training/experience in payroll or HR operations.

• Experience:

  • 4+ years of progressively responsible experience managing payroll operations in a complex, multi-state environment, including preparation, balancing, internal controls, and payroll tax management.

  • 2+ years of direct supervisory or people management experience.

• System & Software Proficiency: Hands-on experience with Ceridian/Dayforce reporting tools and advanced proficiency in Microsoft Excel and Word.

• Certifications & Preferences:

  • Certified Payroll Professional (CPP) designation highly preferred.

  • Experience with Canadian payroll processes and regulations preferred.

  • Experience with expatriate payroll operations preferred.

Core Competencies & Functional Knowledge

• Regulatory Compliance: Deep technical knowledge of federal, state, and local payroll laws, tax regulations, and accounting principles, with specialized expertise in complex state labor laws (e.g., California, Washington, New York).

• Technical & System Acumen: Strong technical troubleshooting skills with the ability to maintain data integrity, resolve complex system challenges, and execute advanced auditing and reporting.

• Detail Orientation & Strategy: Exceptional analytical, research, and organizational skills, balancing rigorous detail with a strategic, big-picture perspective.

• Operations & Precision: Proven track record of managing end-to-end employee data, timekeeping, deductions, garnishments, and payroll documentation while meeting strict deadlines with high accuracy.

• Autonomy & Confidentiality: Ability to exercise independent judgment based on established policies and guidelines while maintaining strict confidentiality and data security.

• Communication & Collaboration: Excellent interpersonal skills with the ability to interface effectively across all levels of the organization.

Physical & Working Conditions

• Standard office environment using standard computer and phone equipment.