Payroll Supervisor

JOB TITLE: Payroll Supervisor

LOCATION: Santa Barbara, California (onsite)

FLSA EMPLOYMENT CLASSIFICATION: Non-Exempt

REPORTS TO: Accounting Manager 

POSITION SUMMARY:

Using ADP Workforce Now (WFN), the Payroll Supervisor will play an integral role in supporting employees and the business through accurate, compliant, and efficient payroll operations by leading biweekly payroll processing,  reporting, and being a strong subject matter expert for payroll operations, ensuring accurate, compliant, and timely processing of payrolls for over 400 employees between two companies and multiple states. This position is responsible for prevailing wages and public works payroll administration, maintaining strong payroll controls, and driving continuous improvement through process optimization, system enhancements, automation, and cross-functional collaboration.

DUTIES AND RESPONSIBILITIES include but are not limited to the following: 

• Serve as the primary point of contact with supervisors and HR to ensure all payroll-related activities, including timekeeping, employee changes, compensation adjustments, leave transactions, and system updates, are accurately processed and completed within payroll deadlines.
• Administer prevailing wage payroll requirements for public works projects, including wage determination review, employee classifications, rate maintenance, payroll processing, compliance tracking, and coordination of certified payroll reporting.
• Ensure compliance with applicable federal, state, and public works payroll requirements, including prevailing wage and certified payroll regulations.
• Track public works jobs and compliance requirements.
• Manage internal controls to process employee anniversary vacation payouts, annual sick time payouts, bonuses, wage increases, final pay, and other special payroll as per policies.
• Retain all payroll supporting documentation.
• Train supervisors on ADP procedures on an ongoing basis. Make updates to the payroll guide. 
• Partner with the Accounting and HR team on projects for process improvements from start to finish.
• Administer payroll-related 401(k) processes, including reconciliation of employee contributions and loan repayments, monitoring of plan and IRS compliance requirements, and preparation of reports supporting timely funding and remittance.
• Assist with workers’ compensationand 401K audits. Annual financial audits as needed
• Supervise direct reports.
• Set performance expectations and deliverables
• Troubleshoot time clock and tablet issues employees may have. Explore and/or implement time clock enhancements. 
• Develop, maintain, and audit payroll policies, procedures, and end-to-end processes to improve efficiency, compliance, and cost effectiveness. Drive continuous improvement of payroll and inter-departmental payroll processes.
• Develops, researches, and maintains current knowledge of regulatory issues affecting Payroll.
• Review and reconcile payroll records for accuracy, including retro pay, and other changes and adjustments.
• Reviews and maintains payroll tax returns. 
• Reconcile, prepare, and confirm the distribution of year-end W-2 statements.
• Publish standard operating procedures for payroll processing, including final pay and pay adjustment procedures.
• Help ensure the department works as a team. 
• Promote welcoming communication channels with all employees and supervisors.
• Adhere to MarBorg’s philosophy, policies, and departmental administrative procedures and ensure direct report does the same.
• Set a positive example for being prompt and regular with attendance.
• Be prepared to serve as backup for the direct report as needed.
• Develop and maintain payroll procedures and cross-training documentation to ensure continuity of payroll operations.
• Maintain strong payroll controls and independently verify payroll transactions, employee changes, compensation adjustments, leave payouts, and other payroll actions to ensure compliance with company policy and applicable regulations.
• Assume ownership of day-to-day payroll activities and related processes while providing payroll leadership and support to departments across the organization.
• Process and manage off-cycle payrolls, including final pay, pay corrections, bonus payments, retroactive adjustments, and other special payroll transactions in accordance with company policy and applicable regulations
• Other tasks/ Ad hoc projects as needed.

SUPERVISORY RESPONSIBILITIES: 

Supervise and develop direct report. 

QUALIFICATIONS:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CORE COMPETENCIES: 

• Doing Good – Maintains and promotes integrity and values in conduct of all activities. 
• Making Good -Takes responsibility and ownership for a problem, project, or issue. 
• Treating People Well - Works cooperatively and effectively with others.
• Environmentally Focused - Takes initiative to preserve and improve our local environment.
• Observant – Ability to identify safety and operational deficiencies and to quickly suggest a correction. 
• Safety Matters – Actively participates in creating a safe and healthy workplace for our employees and our customers.

NEAT JOB SPECIFIC COMPETENCIES: 

Adaptability, Attention to Detail, Excellent Communication, Interpersonal Skills, Organizational and Time Management 

KNOWLEDGE, SKILLS, ABILITIES AND EXPERIENCE:

• Model and practice the highest standards of ethical conduct.
• Maintains confidentiality with the utmost discretion.
• Good project management/organizational skills and analytical/problem-solving abilities.
• Must understand regular rate of pay (RROP) calculations.
• Strong interpersonal skills enabling the person to communicate at all levels of the organization.
• Strong internal customer service mindset, helping employees with payroll-related questions.
• Dependable, hard-working, detail-oriented with proven leadership skills.
• Possesses integrity, a balanced ego, and a high-energy drive.
• Demonstrates common sense and sound judgment for MarBorg’s philosophy.
• Possesses strong technical payroll skills to interpret and recommend proper payroll treatment under CA and federal law. 
• Must be able to sustain knowledge of changing technology and industry practices as well as changes in wage and hour laws. 
• Modern office methods and procedures; online computer operations; personal computer and appropriate software applications such as: Word, Excel, Outlook Express, AI tools and Intra/Internet tools.
• Advanced-level user in computer and accounting systems knowledge (Excel, ADP WFN).
• Experience supporting a primarily California workforce with limited out-of-state employees.
• Comfortable in a fast-paced environment.
• Flexible and capable of managing multiple tasks through good organizational and analytical skills.
• Capable of responding to emergencies promptly.
• Ability to work well under pressure and adapt to changing priorities and deadlines.
• Ability to meet deadlines, including processing payroll on time to ensure employees are paid accurately.
• Follow oral or written instructions.
• Scheduling, project management, and training, and the ability to check for understanding.
• Prepare and maintain accurate and complete records and reports.
• Bilingual in English and Spanish.

EDUCATION & EXPERIENCE:

• Certified Payroll Professional Certification.
• Public work prevailing wage processing and certified payroll reporting.
• Four-year college degree (prefer an accounting emphasis or experience equivalent) or related experience and/or training; or equivalent combination of education and experience.
• Four years or more of progressive payroll management experience. 
• Advanced MS Excel skills (i.e., pivot tables, VLOOKUP, macros).
• Advanced experience using ADP Workforce Now / Workforce Suite(Payroll Processing, Time & Attendance, Reporting, Time Off).
• Strong mathematical and analytical skills.

• Strong communication and written skills to explain payroll concepts clearly to employees and managers.

LANGUAGE SKILLS:

Position requires excellent verbal, written, and communication English skills, including the ability to read, comprehend, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Bilingual in Spanish and English.

MATHEMATICAL SKILLS:

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Strong algebra skills in addition to fundamental mathematics.

REASONING ABILITY:

Ability to effectively present information and respond to questions. Ability to solve practical problems. Ability to interpret a variety of instructions given in written, oral, diagram or schedule form.

CERTIFICATIONS: 

Certified Payroll Professional Certification.

PHYSICAL DEMANDS:

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must be able to look at a computer screen for prolonged periods of time.

WORK ENVIRONMENT:

We are a drug-free & alcohol-free work environment. 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.