Payroll Manager

Payroll Manager with a privately-held real estate company.

Responsibilities

Payroll Processing and Reporting

• Process union and part-time payroll weekly and bi-weekly payroll for non-union and full-time employees, ensuring accuracy and timely submission.
• Enter and validate time sheet adjustments, including overtime, bonuses, and corrections.
• Calculate and implement annual pay rate changes for union employees.
• Manage accurate 401(k) file feeds and submissions, ensuring consistency with employer contributions and Health Savings Account (HSA) amounts in ADP.
• Oversee the processing of leave-of-absence pay, termination payouts, retention/bonus payments, and manual checks as needed.
• Verify and confirm all new hire entries, including accuracy in tax information, pay setups, and allowances.
• Update and maintain State Unemployment Insurance (SUI) rates in ADP on an annual basis or as needed.

Compliance Management

• Respond to employee inquiries about payroll, deductions, timesheet discrepancies, and tax forms via phone and email.
• Facilitate communication between employees, HR, and department managers on payroll-related matters, including resolving payroll errors.
• Approve employee time-off requests and ensure proper PTO balances are maintained and adjusted when necessary.
• Process union audits and generate regular payroll reports to manage union 401(k) contributions, benefits, and dues.
• Ensure compliance with all federal, state, and local payroll laws, including maintaining proper state jurisdiction setups and updating SUI rates.

Employee Relations and Administrative Tasks

• Approve employee time-off requests and update PTO balances, making corrections when necessary.
• Address employee inquiries via phone and email regarding payroll, timesheets, or union benefits.
• Correct employee timesheet errors to ensure accuracy in payroll processing.
• Prepare termination paperwork for employees.
• Send welcome letters to new hires and notify appropriate teams of employee birthdays, anniversaries, and other milestones.

Auditing and Documentation

• Conduct regular payroll audits, including annual 401(k) audits, to identify discrepancies and ensure compliance with policies.
• Reconcile payroll tax filings, ensuring accurate and timely submissions, including W-2s and corrected W-2Cs.
• Prepare and submit workers’ compensation claims as necessary.
• Create and maintain detailed payroll records, reports, and documentation for audit trails, ensuring confidentiality.
• Collaborate with internal and external auditors during financial or regulatory reviews.

Requirements

• Minimum 7 years’ experience in payroll management, including multi-state payroll and union payrolls.
• Bachelor’s degree in Accounting, Finance or related field a plus.
• Proficiency in ADP Workforce Now or similar payroll systems a plus.
• In-depth knowledge of payroll practices, federal/state tax regulations, and compliance requirements.
• Strong analytical and problem-solving skills with the ability to resolve payroll discrepancies efficiently.