Payroll Manager

Organizational Overview 

Ponos Management, Inc. is a mission-driven healthcare organization dedicated to improving outcomes for Medicaid populations through a physician-led, value-based care model. Our integrated approach addresses social, behavioral, physical, and economic barriers to care by delivering coordinated services designed to improve quality of life and reduce unnecessary hospital utilization.

Ponos Care supports individuals living with complex and chronic conditions by providing personalized care pathways that integrate medical treatment, behavioral health services, and community-based resources. Through collaboration with interdisciplinary teams, we ensure members receive holistic and continuous care that supports long-term stability and improved health outcomes.

Ponos Care continues to expand nationally, delivering innovative care management and eligibility alignment solutions that improve member outcomes and support healthcare system efficiency.

Position Overview

The Payroll Manager is responsible for the overall administration, accuracy, compliance, and continuous improvement of payroll operations. This position oversees payroll processing, payroll tax compliance, employee payroll support, payroll systems administration, and the development of payroll policies and best practices. The Payroll Manager ensures compliance with all federal, state, and local payroll regulations while maintaining efficient payroll processes and delivering exceptional service to employees and clients.

Core Responsibilities

Payroll Administration

• Manage and oversee all payroll processing activities to ensure timely and accurate payment of employees.
• Review payroll transactions including wages, deductions, taxes, garnishments, benefits, and direct deposits.
• Maintain payroll records and ensure compliance with applicable laws and regulations.
• Resolve payroll discrepancies and employee payroll inquiries.
• Coordinate payroll activities with Human Resources, Finance, and other departments.

Payroll Tax Compliance

• Ensure compliance with all federal, state, and local payroll tax requirements.
• Register employers with applicable federal, state, and local taxing authorities.
• Monitor payroll tax filing deadlines and ensure timely submission of payroll tax returns and deposits.
• Research and implement changes resulting from new payroll tax laws and regulations.
• Manage responses to payroll tax notices, audits, and inquiries from taxing authorities.
• Maintain compliance with unemployment insurance, withholding tax, and local income tax requirements.

Policy Development and Best Practices

• Lead the ongoing development, implementation, and maintenance of payroll policies, procedures, and internal controls.
• Research payroll industry trends and recommend best practices to improve efficiency, accuracy, and compliance.
• Develop standard operating procedures and training materials for payroll processes.
• Conduct periodic reviews of payroll workflows and recommend process improvements.
• Ensure payroll procedures align with organizational objectives and regulatory requirements.

Payroll Website and Systems Administration

• Oversee the development, maintenance, and enhancement of payroll-related website content and employee self-service resources.
• Ensure payroll information published on company websites and portals is accurate, current, and compliant.
• Collaborate with technology vendors and internal IT personnel regarding payroll system enhancements and integrations.
• Participate in payroll software implementation, testing, upgrades, and system conversions.
• Maintain data integrity and security within payroll systems.

Compliance and Reporting

• Ensure compliance with federal, state, and local labor laws affecting payroll administration.
• Prepare payroll-related reports for management, auditors, and regulatory agencies.
• Coordinate annual payroll processes including Forms W-2, W-3, 941 reconciliations, and year-end reporting.
• Assist with internal and external audits.
• Monitor and maintain compliance with wage and hour regulations.

Leadership and Training

• Supervise and mentor payroll staff as assigned.
• Provide payroll training to internal staff and clients.
• Establish performance standards and promote continuous improvement within the payroll function.
• Serve as a subject matter expert on payroll administration and compliance matters.

QUALIFICATIONS AND EDUCATION

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Minimum of 5–7 years of progressive payroll experience. 
• At least 2–3 years of payroll leadership or supervisory experience. 
• Experience processing multi-state payrolls and ensuring compliance with federal, state, and local wage and hour laws. 
• Experience managing payroll for organizations with 100+ employees (or larger, depending on organizational size).
• Certified Payroll Professional (CPP) certification. 
• Experience supporting a multi-state healthcare workforce. 
• Experience with payroll audits, benefits administration, and HRIS integrations. 
• Knowledge of payroll compliance in Virginia, Illinois, and New Jersey. 
• Experience with ADP Workforce Now payroll processing and reporting.

EEO STATEMENT 

We are an Equal Opportunity Employer and are committed to fostering an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity or expression), national origin, age, disability, genetic information, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws. We believe inclusion strengthens our organization and enhances our ability to serve members and communities nationwide. We are committed to providing reasonable accommodation for qualified individuals with disabilities throughout the recruitment and employment process.