Stanford, California
Job Summary: The Payroll Manager will be responsible for overseeing and managing all aspects of the payroll process, ensuring accuracy, compliance, and timely payroll processing. The ideal candidate will possess strong analytical skills, in-depth knowledge of payroll regulations, and the ability to work efficiently in a fast-paced environment. Additionally, the ideal candidate will have strong HRIS management experience.
Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Safety Statement: All employees shall follow safe practices according to the Injury and Illness Prevention Policy (IIPP), render every possible aid to safe operations, and report all unsafe conditions or practices immediately to any management employee or Human Resources.
Essential Duties and Responsibilities: (List the primary duties and responsibilities that are a critical part of this job. For each major responsibility, indicate the estimated percentage of time spent.)
Payroll Processing:
• Coordinate and execute end-to-end payroll processing for employees.
• Complete any out-of-cycle payroll processing required
• Complete new hire/rehire records in all systems
• Verify, process, and reconcile time and attendance data, ensuring accuracy and completeness according to the payroll schedule
• Manage payroll schedules to meet established deadlines. This includes creating the payroll schedule and payroll calendar each year end for distribution.
• Coordinate with HR Department/Management and process employee terminations in all systems in compliance with pay rules and labor laws
• Manage outside vendor website for payment of terminations and/or any payments owed outside of regular payroll schedule
Compliance and Reporting:
• Stay up to date with federal, state, and local payroll laws and regulations.
• Ensure compliance with all payroll-related tax requirements.
• Generate, analyze, and process payroll reports for management and government agencies, required bi-weekly, monthly, and year-end.
• Upload compliance notifications into Employee Self-Service records
• Complete Verifications of Employment for government agencies in a timely manner
• Keep restaurants in compliance with child labor laws by managing record keeping of current minor employee work permits
Recordkeeping:
• Maintain accurate and confidential payroll records.
• Manage employee payroll files and ensure all documentation is up to date, including W4’s, direct deposit accounts and accrual balances
• Respond to payroll-related inquiries from employees and management
• Maintain up-to-date written payroll standard operating procedures
• Process all items on year-end checklist for rollover to new year (W2’s, 1095’s and accrual tables)
Benefit Administration:
• Administer employee benefits, including health insurance, retirement plans, and other deductions, per biweekly schedule and during yearly Open Enrollment.
• Collaborate with the HR department to ensure accurate benefit deductions and enrollments, per biweekly schedule and during yearly Open Enrollment.
• Coordinate with Benefits Specialist to maintain benefit eligibility accounting and reporting.
• Manage and process ACA reporting each month in compliance with IRS requirements. Complete and finalize each year end for processing of 1095’s.
Systems and Technology:
• Utilize payroll software to streamline processes and maintain data accuracy.
• Troubleshoot and resolve payroll system issues.
• Collaborate with IT for system upgrades and improvements.
Communication:
• Effectively communicate with employees and their managers regarding payroll-related matters, i.e., Employee Self-Service issues, W4’s and direct deposits.
• Collaborate with other departments, such as HR and Finance, to ensure cross-functional coordination.
Audit and Quality Assurance:
• Conduct periodic audits to ensure payroll accuracy and compliance.
• Implement quality assurance measures to minimize errors and discrepancies as well as validating direct deposit account information to eliminate fees.
Training and Development:
• Provide training to staff on payroll processes and procedures.
• Stay informed about industry best practices and share knowledge with the team.
Job Requirements:
Education/Experience:
• Bachelor’s degree in business, finance, accounting, or a related field.
• Equivalent experience
• CPP certification
Knowledge, Skills & Abilities:
• Proven experience as a Payroll Manager or in a similar role.
• Strong understanding of payroll regulations, tax codes, and compliance requirements.
• Proficient in using payroll software.
• Knowledge, Skills & Abilities Continued:
• Excellent organizational and multitasking abilities.
• Strong analytical and problem-solving skills.
• Exceptional attention to detail and accuracy.
• Effective communication and interpersonal skills.
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