Payroll Manager

Reports To

Chief Financial Officer (CFO)

Position Summary

The Payroll Manager is responsible for overseeing and managing all aspects of payroll administration for multiple entities operating across multiple states. This position ensures accurate and timely payroll processing, compliance with federal, state, and local wage and hour regulations, prevailing wage requirements, certified payroll reporting, and company policies. The Payroll Manager will serve as the subject matter expert for payroll operations and will play a key role in the organization's transition from Paycom to Vista by Trimble payroll and ERP systems.

The ideal candidate will have extensive experience administering high-volume, multi-state payrolls, managing multiple legal entities, processing union and non-union payrolls, overseeing prevailing wage compliance, and producing certified payroll reports.

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Essential Duties and Responsibilities

Payroll Administration

• Manage the full-cycle payroll process for multiple companies and business entities.
• Ensure accurate and timely processing of weekly, bi-weekly, and special payroll runs.
• Review payroll data for accuracy, including wages, deductions, taxes, garnishments, bonuses, reimbursements, and benefit deductions.
• Maintain payroll records in compliance with company policy and regulatory requirements.
• Resolve payroll discrepancies and employee payroll inquiries promptly and professionally.
• Oversee final pay calculations, terminations, and leave-related payroll processing.

Multi-State Compliance

• Administer payroll in compliance with applicable federal, state, and local laws across multiple jurisdictions.
• Monitor state tax withholding, unemployment tax rates, reciprocity agreements, and registration requirements.
• Coordinate payroll tax reporting and filings.
• Ensure compliance with FLSA, prevailing wage regulations, wage payment laws, and other applicable employment regulations.

Prevailing Wage & Certified Payroll

• Administer prevailing wage payroll calculations in accordance with federal, state, local, and project-specific requirements.
• Prepare and submit certified payroll reports for public works, federal, state, and municipal contracts.
• Ensure proper classification of labor categories and fringe benefit allocations.
• Audit payroll records to ensure ongoing Davis-Bacon and prevailing wage compliance.
• Collaborate with project managers and field operations to verify labor classifications and work allocations.

System Management & Process Improvement

• Serve as the payroll system administrator and primary point of contact for payroll software platforms.
• Lead and support the transition from Paycom to Vista by Trimble, including data validation, testing, implementation support, training, and process documentation.
• Develop and maintain payroll procedures, internal controls, and best practices.
• Identify opportunities to improve payroll efficiency and accuracy through automation and process enhancements.
• Partner with Human Resources, Accounting, and Operations to ensure seamless integration between payroll and related functions.

Reporting & Audits

• Prepare payroll-related reports for management, auditors, government agencies, and project owners.
• Support annual audits, workers' compensation audits, unemployment audits, and benefit plan audits.
• Reconcile payroll-related general ledger accounts.
• Assist Accounting with month-end and year-end payroll reconciliations.
• Coordinate year-end tax reporting processes, including W-2 preparation and reconciliation.

Leadership

• Supervise payroll staff, as assigned.
• Provide training and guidance regarding payroll procedures and compliance requirements.
• Maintain confidentiality of employee information and payroll records.

Additional Responsibilities

• Stay current on payroll legislation, tax law changes, and industry best practices.
• Participate in special projects and system enhancements.
• Perform other duties as assigned.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to occasionally lift up to 20 pounds.
• Ability to communicate effectively in person, over the phone, and through electronic communications.

Equal Employment Opportunity Statement

The Company is an Equal Opportunity Employer and provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

The Company is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and employment process. Applicants requiring accommodation should contact Human Resources.

Qualifications

Education

• Associate's degree in Accounting, Finance, Business Administration, Human Resources, or related field required.
• Bachelor's degree preferred.

Experience

• Minimum of 5-7 years of progressive payroll management experience.
• Experience administering multi-state payrolls across multiple entities required.
• Experience with prevailing wage and certified payroll reporting required.
• Experience processing payroll in construction, energy, manufacturing, industrial services, or related industries strongly preferred.
• Experience managing payroll for both hourly and salaried employees.
• Experience supporting payroll audits and regulatory compliance reviews.

Software Experience

Required experience with one or more of the following:

• Paycom
• Vista by Trimble
• Payroll tax reporting systems
• Microsoft Excel (advanced proficiency)

Preferred:

• Experience leading a payroll system implementation or conversion project.
• ERP and accounting system integration experience.

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Knowledge, Skills & Abilities

• Strong knowledge of federal and state payroll regulations.
• Working knowledge of FLSA, prevailing wage laws, Davis-Bacon Act requirements, and certified payroll reporting.
• Understanding of payroll tax regulations and filing requirements.
• Exceptional attention to detail and accuracy.
• Strong analytical, organizational, and problem-solving skills.
• Ability to manage multiple deadlines and priorities in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Ability to maintain strict confidentiality.
• Proficiency in Microsoft Office Suite, particularly Excel.