Payroll Manager

Sacramento, CA, United States

Job Purpose

The Payroll Manager is responsible for managing the full cycle payroll function for the parent organization and all its subsidiaries, including compliance with corporate policies, government regulations, audits and system maintenance. Ensure pay is processed timely and accurately. The manager will participate in the planning, developing, and implementing of new and revised benefit programs.

Essential competencies:

Critical Thinking (Problem Solving)

Communication (Approachability)

Relationship (Service & Collaboration)

Adaptation (Flexibility)

Essential Functions – must be able to perform with or without a reasonable accommodation

Payroll/HRIS

Process bi-weekly payroll for CDA and its subsidiaries in accordance with the ADP submittal deadlines.

Update and maintain payroll records by reviewing changes including but not limited to tax exemptions, deductions, direct deposits, job titles, status changes, salary changes and department transfers.

Develop internal procedures and controls to ensure compliance with regulatory and audit controls.

Conduct payroll audits and assist with reconciliation of payroll accounts.

Ensure all non-exempt employee timecards are approved in a timely fashion and timecard data is processed accurately including adjustments. Import file and balance all batches before processing payroll.

Serve as the main contact for all payroll related matters in a timely manner and provide excellent payroll support to all employees by addressing inquiries, concerns, and requests.

Prepare and calculate manual payments, commissions, and spot bonuses for out-of-cycle payments.

Work closely with HR team to ensure employee new hires, terminations, LOA’s and other changes that affect payroll are processed accurately and timely.

In collaboration with HR, coordinate, review, and process annual merit increases and MBO bonuses for executives.

Work with ADP on all tax issues including, but not limited to amendments and overseeing the proper set up by state.

Respond to all state and federal requirements, process and oversee accuracy of W2’s.

Assure Monthly/Quarterly taxes are paid and reports filed by ADP Tax Dept. Review Statements of Deposits issued by ADP Tax.

Manage year-end calendar process including: verify process schedule with payroll vendor, verify master file information with employees, calculate and process bonus payrolls and verify and distribute W-2s and 1095s, process ACA IRS Reporting and EEO-1 reporting.

Lead the annual 401k and workers compensation audits in collaboration with finance and external auditors.

Collaborate with Mailroom Specialist to monitor HR mailbox daily.

Facilitate the annual open enrollment non-qualified retirement plan process for executives.

Research, analyze and propose resolutions for difficult or technical problems or questions presented by staff or outside vendors.

Reconcile and validate retirement contributions and resolve discrepancies.

Lead contact on all ADP payroll, timekeeping and benefit modules.

Recognize opportunities and recommend scalable processes to enhance payroll operations efficiency while maintaining accuracy.

In partnership with HR Operations Partner, manage accuracy and integrity of all data in HRIS system. Process various types of Leave of Absence pay including, but not limited to, FMLA, short term disability, paid parental leave, military leave, jury duty, etc.

In collaboration with the HR team, evaluate, administer and review the full array of employee benefit programs as they relate to payroll; inclusive of health, life, disability, retirement plans (401K & NonQualified plans) and compensation plans (both base and variable pay) to ensure programs are current, and in compliance with legal requirements.

Management of Third-Party Administrators for COBRA, Flexible Spending Accounts (FSA) and Health Savings Account (HSA).

In partnership with TPA FSA vendor, conduct non-discrimination testing.

In partnership with HR Operations Partner, handle benefits administration to include claims resolution, change reporting, reconciling and processing invoices for payment, communicating benefit information to employees and updating benefits information to insurance carriers.

Assist with the coordination of annual open enrollment.

Non-Essential Functions

Perform related duties in support of the human resources function, in a primary or backup capacity.

Assist in implementing, writing and maintaining standard operating procedures.

Provide standard and ad-hoc payroll reports as needed by various internal departments.

Performs other duties as assigned.

Required Education, Licenses & Experience

Bachelor’s degree preferably in Accounting or Finance. Commensurate experience may be considered.

In depth knowledge of payroll and tax compliance, working knowledge of state/federal employment laws/regulations.

Track payroll tax reporting to ensure accurate deposits and filings are complete and accurate – including monthly, quarterly and annual tax filings.

Proficient processing end to end payroll management and control using ADP WorkforceNow or equivalent software.

Ability to manage multiple tasks and take ownership of work product. Proven ability to meet multiple deadlines with frequent changing priorities.

Knowledge of applicable state and federal payroll and related tax regulations, legislation and guidelines including, but not limited to: garnishments, child support, levies, subpoenas.

Problem Solving: Applying analysis, creativity, resilience, and logic to reach optimal outcomes; developing and implementing solutions.

Approachability: Be consistently approachable, open to feedback direct and truthful; building trust and authentic professional relationships.

Service: Focus on meeting needs and exceed expectations for those serviced inside and outside the organization.

Collaboration: Participates as an active, contributive and supportive member of the team to achieve shared goals, listens, shares and trusts.

Flexibility: Appropriately adapts behavior to changing conditions, modifies approach to succeed with new situations and timelines.

Demonstrated discipline and precision; highly skilled in communicating and interacting with all levels of employees regarding pay and benefits; exhibits high level of self-awareness, confidentiality and tact.

Demonstrated proficiency with MS Office Products to include advanced MS Excel skills.

Working knowledge of benefit and FMLA laws and regulations to ensure ongoing compliance.

Sound judgment with an ability to ground decisions in data to ask and answer questions that move the business forward;

Demonstrate discretion and integrity in all interactions.

Ensure operational efficiency and compliance by documenting and continuously improving procedures.

Preferred Education, Licenses & Experience

Payroll Certification

Visio

ADP Professional Certification

Experience with HRIS implementation

Working Conditions Occasionally (1-33%) Frequently (34-66%) Constantly (67-100%)

Constantly sitting and working with computer

Hybrid Remote

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