Payroll Manager
Job Summary We are seeking an experienced Payroll Manager to manage our payroll operations. The ideal candidate will have a strong background in multi-state payroll processing, expertise in Spectrum accounting software, and a deep understanding of collective bargaining agreements (CBAs). This role involves overseeing weekly payroll for a diverse workforce, ensuring full compliance with all relevant laws and agreements, and managing every aspect of payroll duties to maintain accuracy and timeliness.
Key Responsibilities
- Oversee the end-to-end processing of weekly payroll for all employees, including hourly, salaried, and unionized staff, using Spectrum accounting software.
- Input, verify, and maintain accurate employee data in the payroll system, including new hires, terminations, promotions, and changes in pay rates or benefits.
- Calculate gross and net pay, incorporating regular hours, overtime, bonuses, commissions, and shift differentials as outlined in collective bargaining agreements.
- Apply and interpret provisions from collective bargaining agreements to ensure correct application of union rules, such as seniority-based pay, grievance adjustments, and dues deductions.
- Deduct and withhold federal, state, and local taxes across multiple states, including income taxes, Social Security, Medicare, and unemployment insurance contributions.
- Process and manage employee benefit deductions, such as health insurance premiums and retirement contributions (e.g., 401(k))
- Handle court-ordered garnishments, child support deductions, and other involuntary withholdings in compliance with legal requirements.
- Reconcile payroll accounts and ensure accurate general ledger postings in coordination with the finance department.
- Generate and distribute payroll reports, including payroll summaries, tax reports, benefit reconciliations, and audit trails for internal and external stakeholders.
- Conduct regular payroll audits to identify and correct discrepancies, ensuring 100% accuracy before final processing.
- Manage year-end payroll activities, including the preparation and distribution of W-2 forms, 1099s, and other tax-related documents.
- Ensure compliance with multi-state labor laws, wage and hour regulations (e.g., FLSA), and reporting requirements for states with varying tax structures and minimum wage laws.
- Respond to employee inquiries regarding payroll issues, such as pay stubs, deductions, tax withholdings, and discrepancies, providing clear explanations and resolutions.
- Coordinate with HR on employee onboarding and offboarding to align payroll with personnel changes.
- Monitor and implement updates to payroll policies and procedures in response to changes in laws, CBAs, or company needs.
- Train and supervise payroll staff or assistants on Spectrum software usage, compliance standards, and best practices.
- Liaise with external vendors, such as tax authorities, benefit providers, and union representatives, to resolve issues and maintain smooth operations.
- Prepare and file quarterly and annual payroll tax returns, including Forms 941, 940, and state equivalents.
- Handle payroll-related banking activities, such as direct deposit setups, ACH transfers, and check issuances.
- Develop and maintain payroll calendars to ensure timely processing and adherence to weekly cycles.
- Analyze payroll data for trends, cost projections, and budgeting support to senior management.
- Implement and monitor internal controls to prevent fraud, errors, or unauthorized access to payroll information.
- Stay current on payroll best practices, software updates for Spectrum, and evolving regulations through professional development.
Qualifications
- Bachelor's degree in Accounting, Finance, HR, or a related field (or equivalent experience).
- 5+ years of experience in payroll management, with proven expertise in multi-state payroll and collective bargaining agreements.
- Proficiency in Spectrum accounting software is desired.
- Certified Payroll Professional (CPP) designation preferred.
- Strong knowledge of federal, state, and local payroll laws, including FLSA and multi-state tax compliance.
- Excellent attention to detail, organizational skills, and ability to handle confidential information.
- Proficient in Microsoft Office Suite, particularly Excel for data analysis.
- Ability to work under deadlines in a fast-paced environment.
What We Offer
Compensation - $45.00 - $55.00 Hourly, Non-exempt
Benefits
- Premium Health Coverage for Employee and Dependents (Medical, Dental & Vision)
