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Payroll Manager

Company: Pacific Clinics
Location: Arcadia
Posted on: June 19, 2022

Job Description:


Reporting to the Senior Vice President, Human Resources, the Payroll Manager is responsible for managing and overseeing all aspects of the Payroll Department, including the timely and accurate completion of payroll and reporting functions for over 2,000 employees. The Payroll Manager actively reviews and oversees the completion of complex payroll, computational, accounting, and other activities related to the issuance of regular bi-monthly and supplemental payrolls for the entire organization. The position also ensures that all payroll activities are carried out in compliance with internal policies, as well as federal, state, and local guidelines.

The Payroll Manager serves as the primary liaison between the Human Resources Department and Finance/Accounting, working to quickly and effectively address any payroll-related issues or concerns that may arise. This individual also works collaboratively with colleagues within all departments and divisions, including the Controller and CFO, on any matters where the Payroll department provides support. The Payroll Manager oversees payroll staff, each of which manages specific elements of the payroll process.


Payroll Processing Oversight

* Oversees all aspects of the payroll processing cycle and ensures the timely and accurate completion of payments to over 2,000 employees in accordance with federal, state, and local requirements.
* Oversees and supports accurate month-end, quarter-end and year-end payroll accounting and reporting requirements, working in partnership with the Accounting department.
* Supervises payroll staff members, managing workflows, delegating responsibilities, and reviewing and monitoring assignments for completeness and accuracy.
* Reviews and ensures the accurate processing of tax changes, direct deposits, retroactive adjustments, prorated payments, bonuses, co-efficient overtime, meal break penalties, allowances and/or stipends, amongst others.
* Reconciles the agency's timekeeping system to ensure that data is accurate and accounts for all time-off requests and leaves of absences, amongst other potential discrepancies.
* Reviews and oversees the balancing and reconciliation of regular and supplemental calculations and timesheets as well as benefit deductions, etc.
* Oversees proper set-up of all garnishments, liens, and child and spousal support orders and ensures that all payments are made by in accordance with the order(s).
* Manages all 401(k) and 403(b) employee and employer contributions per payroll period.
* Reviews retirement-related payment schedules, as well as any other benefits requiring uploading to outside agencies and ensures that employee withholdings are reconciled with the general ledger accountant.
* Reviews and oversees the process of direct deposit reversals and stop payment placements and, when necessary, ensures that funds are reimbursed to the company.
* Oversees and manages payroll audits and established internal controls ensuring process documentation is maintained accurately and kept up to date.


* Supervises and reviews the preparation and maintenance of all payroll and disbursement records.
* Manages the timely and accurate preparation of various monthly reports including reports on vacation benefits/utilization, retirement benefits/utilization, workers compensations, overtime, and allocation in addition to other monthly and quarterly reports required by various outside agencies.
* Manages the timely and accurate response to internal requests for data/reports that support the reconciliation of payroll liabilities, allocations, and billing.
* Oversees the controls for balancing state and federal tax payments, ensuring correct year-end reports and overseeing the submission of final transmittals on or before deadlines.
* Completes annual 401(k) and 403(b) reporting (e.g., census schedule) in compliance with plan requirements.
* Assists in Program and Annual Financial Audits, providing payroll registers, timesheets, and payroll-related worksheets or schedules requested.
* Prepares payroll-related audit items for the fiscal year-end and 401(k) audits, as well as other interim audits.
* Prepares annual Form 990 reporting data for submission to the agency's external audit firm for regulatory filing.
* Completes an annual review of the payroll schedule; detailing payroll periods, timesheet submission dates, and pay dates for the year.
* Completes an annual review of the employee long-term disability benefit to ensure that data is incorporated into the payroll system.

Staff/Departmental Liaison

* Serves as the primary liaison to the organization related to payroll issues to ensure the seamless flow of information and communication.
* Maintains close working relationships with the Human Resources, IT, and Finance/Accounting Departments to develop and improve processes.
* Trains staff on any new payroll-related processes/procedures at corporate meetings and events.
* Attends and participates in staff meetings to provide input towards program development and staff training.
* Advises staff and departments on technical aspects of the payroll system and interprets laws related to payroll.

Systems, Policies, and Procedures

* Manages the implementation, maintenance, and enhancement of the payroll systems and processes.
* Initiates, documents, and implements all payroll-related policies and procedures.
* Initiates process improvements and identifies and addresses opportunities for automation.
* Performs other duties as assigned.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.


* Communication - Effectively and consistently communicates contract and compliance directives to staff. Encourages interactive discussions and maintains an open-door policy. Ensures that all staff within the program are properly educated and informed about matters relating to the Agency, program, and division.
* Relationships and Attitude - Models professionalism by maintaining effective working relationships, following all policies and procedures and approaching challenges with a proactive and positive attitude. Also develops strong, trusted relationships with colleagues and customers.
* Attendance -Models good attendance by adhering to their regular work schedule and at times working additional or varied hours to accommodate workflow.
* Problem Solving - Ability to analyze problems and implement acceptable solutions.
* Organizational Acumen - Has an understanding and knowledge of systems, people, structures, and processes that work together to make the enterprise functional.
* Confidentiality - Maintains the confidentiality of all business documents and correspondence.


* Bachelor's Degree (B.S.) in Accounting, Finance, or related field.
* Minimum of ten (7) years' Payroll and/or Audit experience.
* Minimum of seven (5) years' supervisory experience.
* Minimum of five (5) years' experience and working knowledge of payroll regulations and laws including payroll tax and wage / hour calculations.
* Experience with mid-range and web-based accounting and payroll systems; experience with ADP and/or UKG would be a significant plus.
* Experience in selection and implementation of payroll systems.
* Excellent written/verbal communication skills including ability to create policies, procedures and audit programs.
* Proficient in Microsoft Office, including Word, Excel, and Access.
* Demonstrated ability to use 10-key by touch.
* Effective organization skills and ability to work with minimal supervision.
* Ability to work effectively and professionally in a multi-task, fast-paced environment.
* Excellent verbal and written communication skills.
* Current California driver's license and a driving record acceptable to the Agency's insurance carrier.
* Ability to work effectively with diverse staff and Agency demographics.
* Ability to work a flexible schedule as needed to fulfill departmental and Agency needs which may include weekends, evening, and holidays.


While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

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We comply with Assembly Bill AB1933, candidates are required to show proof of full vaccination (including Booster) to begin work. Candidates who are partially vaccinated, cannot begin work until they are fully vaccinated and waited fourteen days post second vaccine. Requests for Medical and Religious exemptions may be submitted post offer for consideration.

Unvaccinated May Not begin work until:

* Received one Johnson & Johnson or two Pfizer or Moderna and waited 14 days past the last vaccine.
* Pfizer second dose - taken after 21 days = can start after 35 days from 1st dose
* Moderna second dose - taken after 28 days after first dose = can start work after 42 days from 1st dose

Qualified applican

Keywords: Pacific Clinics, Arcadia , Payroll Manager, Executive , Arcadia, California

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