Payroll Manager

Position Summary:

The Payroll Manager serves as the organization's payroll subject matter expert, driving operational excellence through process improvement, technology optimization, and exceptional customer service. This individual proactively identifies recurring issues and process gaps, analyzes root causes, and implements sustainable solutions that improve payroll accuracy, compliance, and the employee experience. The Payroll Manager partners closely with Human Resources, Finance, Benefits, HRIS, and external vendors to deliver accurate payroll administration and continuously improve payroll processes and systems.

Expected Compensation Range: $100,000 - $122,000 per year. The exact salary rate is determined by experience and education related to the role, organizational compensation structure, and internal equity.

Location: Hybrid, St. Paul, MN

Application Process: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Application Deadline: Open until filled.

Position Responsibility:

Payroll Administration

• Manage the day-to-day administration of bi-weekly, multi-state, multi-company payrolls.
• Oversee the complete payroll process from data validation through payroll confirmation and post-payroll activities.
• Ensure accurate processing of earnings, deductions, taxes, direct deposits, benefits, garnishments, retirement contributions, deferred compensation, incentive payments, expense reimbursements, and other taxable earnings.
• Process payroll adjustments including retroactive payments, off-cycle payrolls, manual checks, and gross-to-net calculations.
• Review payroll transactions for completeness and accuracy and resolve discrepancies prior to payroll processing.

Compliance and Payroll Tax Administration

• Ensure compliance with federal, state, and local payroll tax regulations, wage and hour laws, and reporting requirements.
• Monitor regulatory changes and implement payroll process or system updates as necessary.
• Oversee payroll tax reconciliations and monitor vendor processing to ensure timely tax filings and payments.
• Research and resolve payroll tax notices and correspondence with government agencies and payroll vendors.
• Maintain payroll records and documentation in accordance with legal and organizational requirements.

Payroll Systems and Process Improvement

• Proactively identify systemic payroll issues, process inefficiencies, and control gaps; perform root cause analysis and implement sustainable solutions that improve accuracy, compliance, efficiency, and the employee experience.
• Monitor payroll trends, recurring inquiries, audit findings, and processing errors to identify opportunities for process improvements, automation, and stronger internal controls.
• Evaluate payroll processes and implement improvements that increase efficiency, strengthen internal controls, and reduce manual work.
• Partner with the Principal HRIS Analyst to evaluate, test, and implement payroll system enhancements, upgrades, and new functionality.
• Review and recommend payroll configuration changes to support organizational initiatives, policy updates, and regulatory requirements.
• Serve as the payroll functional lead for payroll-related technology implementations and system enhancements.

Financial Reconciliation and Reporting

• Balance and reconcile payroll registers, payroll taxes, benefit deductions, and related payroll liabilities on a bi-weekly, quarterly, and annual basis.
• Coordinate payroll funding requests, post-payroll interfaces, and accounting files.
• Partner with Finance to ensure payroll information is accurately executed and recorded in the general ledger.
• Prepare payroll, audit, compliance, regulatory, and management reports.

Collaboration and Customer Service

• Take initiative to identify opportunities to improve payroll service delivery by anticipating employee and organizational needs, addressing recurring issues, and implementing long-term solutions rather than one-time fixes
• Respond to payroll inquiries and resolve payroll issues in a timely, professional, and customer-focused manner.
• Partner with Human Resources, Finance, Benefits, HRIS, and organizational leaders to support payroll operations and strategic initiatives.
• Review payroll transactions entered by payroll support staff to ensure data integrity and accuracy.
• Provide backup support for HRIS and Benefits functions as needed.
• Coordinate payroll-related audits, including workers' compensation, retirement plan, financial, and regulatory audits.

Required Education and Experience:

• Bachelor’s degree in accounting, HR or related field, or equivalent experience.
• 5+ years of experience with payroll processing and analysis
• Prior experience supervising or leading a payroll function
• Multi-state and local tax experience.

Skills, Knowledge and Abilities:

• Proven ability to initiate change, embrace and learn new technology and systems, and support shifting priorities and responsibilities.
• Demonstrated ability to think strategically and proactively, identify root causes of complex issues, and develop scalable, sustainable solutions that improve payroll operations and internal controls.
• Ability to work independently, set priorities and meet conflicting deadlines with a high level of accuracy in a fast and dynamic environment.
• Ability to troubleshoot, analyze and resolve discrepancies and errors.
• Ability to work with highly confidential and sensitive information where discretion is essential.
• In-depth understanding of regulatory requirements in payroll administration and tax reporting.
• Extensive knowledge of standard payroll practices and compliance requirements, including preparation, balancing, internal control and payroll taxes.
• Excellent computer skills including Microsoft Office for reporting, analysis and communication.

• Strong verbal and written communication skills with professional approach to customer service.

• Ability to work with cross-functional teams and ensure key players are involved when necessary.

• Solid interpersonal skills with a demonstrated ability to develop and maintain productive relationships with creative, energetic and demanding professionals.
• Demonstrated experience and competence to support the success of our increasingly diverse employee population.

• Experience with in-house payroll, benefits administration, accounting and HR processes a plus.
• Comfortable with using and learning advanced features within Excel, including ability to analyze and report data.
• UltiPro experience a plus.

Reporting To This Position:         None

Physical Demands and Working Conditions:

• Must be able to perform the essential duties of the position with or without reasonable accommodation
• Physical Demands: 
• Required to move about in an office environment and sit for extended periods of time
• Frequent use of hands for data entry/keystrokes and simple grasping.  
• Working Conditions: 
• Moderate noise level
• Occasional exposure to prevalent weather conditions.