Payroll Manager

Company Overview

We are a dynamic corporation committed to excellence in our operations across multiple states. Our team values accuracy, compliance, and efficiency in all financial processes. We operate under collective bargaining agreements and utilize Spectrum accounting software to manage our weekly payroll cycles.

We are seeking an experienced Payroll Manager to manage our payroll operations. The ideal candidate will have a strong background in multi‑state payroll processing, expertise in Spectrum accounting software, and a deep understanding of collective bargaining agreements (CBAs). This role involves overseeing weekly payroll for a diverse workforce, ensuring full compliance with all relevant laws and agreements, and managing every aspect of payroll duties to maintain accuracy and timeliness.

• Oversee the end‑to‑end processing of weekly payroll for all employees, including hourly, salaried, and unionized staff, using Spectrum accounting software.
• Input, verify, and maintain accurate employee data in the payroll system, including new hires, terminations, promotions, and changes in pay rates or benefits.
• Calculate gross and net pay, incorporating regular hours, overtime, bonuses, commissions, and shift differentials as outlined in collective bargaining agreements.
• Apply and interpret provisions from collective bargaining agreements to ensure correct application of union rules, such as seniority‑based pay, grievance adjustments, and dues deductions.
• Deduct and withhold federal, state, and local taxes across multiple states, including income taxes, Social Security, Medicare, and unemployment insurance contributions.
• Process and manage employee benefit deductions, such as health insurance premiums and retirement contributions (e.g., 401(k)).
• Handle court‑ordered garnishments, child support deductions, and other involuntary with holdings in compliance with legal requirements.
• Reconcile payroll accounts and ensure accurate general ledger postings in coordination with the finance department.
• Generate and distribute payroll reports, including payroll summaries, tax reports, benefit reconciliations, and audit trails for internal and external stakeholders.
• Conduct regular payroll audits to identify and correct discrepancies, ensuring 100% accuracy before final processing.
• Manage year‑end payroll activities, including the preparation and distribution of W‑2 forms, 1099s, and other tax‑related documents.
• Ensure compliance with multi‑state labor laws, wage and hour regulations (e.g., FLSA), and reporting requirements for states with varying tax structures and minimum wage laws.
• Respond to employee inquiries regarding payroll issues, such as pay stubs, deductions, tax with holdings, and discrepancies, providing clear explanations and resolutions.
• Coordinate with HR on employee onboarding and offboarding to align payroll with personnel changes.
• Monitor and implement updates to payroll policies and procedures in response to changes in laws, CBAs, or company needs.
• Train and supervise payroll staff or assistants on Spectrum software usage, compliance standards, and best practices.
• Liaise with external vendors, such as tax authorities, benefit providers, and union representatives, to resolve issues and maintain smooth operations.
• Prepare and file quarterly and annual payroll tax returns, including Forms 941, 940, and state equivalents.
• Handle payroll‑related banking activities, such as direct deposit setups, ACH transfers, and check issuances.
• Develop and maintain payroll calendars to ensure timely processing and adherence to weekly cycles.
• Analyze payroll data for trends, cost projections, and budgeting support to senior management.
• Implement and monitor internal controls to prevent fraud, errors, or unauthorized access to payroll information.
• Stay current on payroll best practices, software updates for Spectrum, and evolving regulations through professional development.

• Bachelor's degree in Accounting, Finance, HR, or a related field (or equivalent experience).
• 5+ years of experience in payroll management, with proven expertise in multi‑state payroll and collective bargaining…