The PositionThe Senior Manager, Payroll Shared Services, is responsible for leading payroll shared services operations and ensuring accurate, timely, compliant, and efficient payroll delivery across a complex, multi-state and multi-location environment. This role provides day-to-day leadership to the payroll team while driving standardization, process improvement, strong internal controls, and consistent service delivery. The Senior Manager serves as a payroll subject matter expert and works closely with Human Resources, Finance, Internal Audit, and business stakeholders to resolve payroll matters, improve processes, strengthen controls, and support organizational growth. The role supports payroll operations across the United States and Canada, including union and non-union environments, and leverages UKG to support payroll administration and compliance.
Job DescriptionPrimary ResponsibilitiesPayroll Shared Services & Team Leadership- Lead day-to-day payroll shared services operations across a complex, multi-entity environment.
- Provide leadership, coaching, development, and ongoing support to payroll team members.
- Establish clear operating expectations and promote accountability, consistency, accuracy, and exceptional customer service.
- Develop and maintain payroll procedures, process documentation, training materials, and supporting resources.
- Promote consistent adoption of standardized payroll processes across the organization.
- Serve as a payroll subject matter expert and escalation point for complex payroll matters.
Payroll Operations & Compliance- Ensure payroll operations comply with applicable federal, state, and local requirements.
- Monitor payroll-related legislative and regulatory changes and coordinate required operational or system updates.
- Oversee multi-state and multi-location payroll processes, including payroll tax compliance and reporting.
- Support Canadian payroll operations and applicable provincial requirements.
- Ensure payroll systems accurately reflect employee wages, benefits, sick time, time-off information, and other payroll-related data.
- Maintain appropriate safeguards for confidential and sensitive payroll information and ensure compliance with applicable data privacy and protection requirements.
UKG & Payroll Systems- Serve as a payroll subject matter expert for UKG and related payroll processes.
- Maintain enterprise payroll configuration and setup tables, including earnings, general ledger, taxes and tax jurisdictions, payroll calendars, pay groups, locations, distribution centers, wage garnishment payees, and SUI tax rates.
- Troubleshoot payroll interfaces, including direct deposit, positive pay files, and vendor connections related to payroll.
- Partner with HRIS and other stakeholders to identify and implement opportunities for payroll system optimization, automation, and process improvement.
- Support accurate and consistent payroll system configuration across the organization.
Controls, Audits & Governance- Maintain effective payroll controls and support ongoing review of payroll processes.
- Partner with Internal Audit on payroll reviews and implement best-practice recommendations.
- Coordinate payroll reporting and documentation required for internal and external audits.
- Support the annual 401(k) & Workers Compensation audits by providing required payroll data.
- Review payroll transactions, deposits, funding, and related activities within established authority.
- Partner with HR and Finance to reconcile payroll-related information and resolve cross-functional data issues.
- Support workers' compensation renewal activities by coordinating required payroll information.
Year-End Payroll- Lead and coordinate payroll year-end activities.
- Maintain holiday schedules and payroll calendars.
- Coordinate year-end processing across applicable pay groups.
- Oversee W-2 and Canadian T4 & RL1 processing and finalization.
- Coordinate W-2 and Canadian T4 & RL1 production through UKG Print Services.
- Review year-end payroll audit reports and coordinate necessary adjustments.
- Provide guidance, communication, and training to payroll teams regarding year-end tasks and requirements.
Process Improvement & Standardization- Drive standardization of payroll processes, procedures, documentation, controls, and service delivery.
- Identify opportunities to reduce manual activities, improve payroll accuracy, strengthen controls, and improve operational efficiency.
- Partner with HR and Finance leaders to harmonize payroll processes and systems across the organization.
- Establish and maintain recurring operational reporting, including weekly, monthly, quarterly, and year-end reporting.
- Promote continuous improvement and consistent adoption of established Payroll Shared Services processes.
Mergers & Acquisitions- Support payroll activities associated with mergers and acquisitions and newly acquired companies.
- Coordinate payroll integration activities and help transition acquired businesses into established payroll processes and systems.
- Partner cross-functionally with HR, Finance, and other stakeholders throughout payroll integration activities.
Job RequirementsEducation- Bachelor's degree in Human Resources, Accounting, or a related field, or equivalent combination of education and relevant professional experience.
Skills & Relevant Work Experience- 12+ years of progressive experience in payroll operations, including leadership experience within a complex payroll environment.
- Experience leading and developing payroll professionals.
- Strong knowledge of payroll operations, payroll compliance, controls, and payroll tax requirements.
- Demonstrated experience with multi-state and multi-location payroll operations.
- Experience with union and non-union in Manufacturing and Construction payroll environments.
- UKG payroll experience strongly preferred.
- Knowledge of Canadian payroll processing and provincial payroll requirements is a plus.
- Strong analytical, problem-solving, and organizational skills.
- Exceptional attention to detail and commitment to payroll accuracy.
- Strong interpersonal, communication, collaboration, and customer-service skills.
- Ability to effectively manage competing priorities in a fast-paced environment.
- Ability to appropriately handle highly confidential and sensitive payroll and employee information.
- Demonstrated ability to coach and develop team members.
- Proficiency with Microsoft Office, particularly Excel and Teams.
- Ability to collaborate effectively across Human Resources, Finance, Accounting, Internal Audit, and business operations.
Travel Requirements: As Business Needs Require
The expected salary range for this position is $135,000-155,000 annually, depending on experience and qualifications.
This position is eligible for a comprehensive benefits package that includes, but isn't limited to:
- Health, dental, and vision insurance
- Life insurance and disability
- 401(k) with employer match
- Pet Insurance
- Legal Insurance
- Paid time off and holidays
