Payroll and Billing Manager

Job description

The Payroll & Billing Operations Manager is a critical leader on our Finance Operations team. On a day-to-day basis, you will execute the payroll process through Hire Art’s platform integration with ADP Workforce Now, ADP Team Pay in Canada, and various partners supporting global payroll, and ensure 100% accurate payroll reconciliation and submission. Additionally, the Payroll & Billing Operations Manager oversees invoicing processes, compliance, and ensures 100% accurate billing reconciliation and submission.

You thrive when managing projects and “rolling up their sleeves” to get things done.

Core Responsibilities:

Payroll Administration
Lead the performance of the Payroll team, including conducting weekly 1-on-1s and annual performance reviews, as well as providing guidance, coaching, and support to individual team members.

Process the weekly payroll, including gathering time and expense data from multiple external sources.

Reconcile payroll across platforms (e.g., Hire Art Admin, ADP WFN, Team Pay).Research and respond to all payroll inquiries from internal and external stakeholders; escalate items as necessary.

Process garnishments, child support orders, and liens in compliance with court orders.

Maintain weekly payroll files and data accuracy across platforms.

Process off-cycle individual payments. Reconciliation - Reconcile payroll with 100% accuracy. Follow and clearly document existing procedures, and continuously improve and automate reconciliation processes.

Billing and Invoicing
Manage the weekly invoicing process, including international, benefits, and pass through expense billing.

Process additional invoices as needed, such as conversions, credit memos, and pay advances.

Prepare and submit client invoices, ensuring payroll data, markups, and expenses are 100% accurate.

Verify expense allocations to client accounts and resolve billing discrepancies promptly.

Own lender assignments, delivered with 100% accuracy and reconciled to platform revenue.

Reconciliation - Reconcile billing and lender assignments with 100% accuracy. Follow and clearly document existing procedures, and continuously improve and automate reconciliation processes.

Compliance and Reporting
Maintain compliance with federal, state, and provincial regulations concerning employment. Monitor labor law updates for changes that affect HR, including reviewing and updating employee handbooks or employment agreements.

Oversee tax slip distribution, including W-2s, 1099s, T4s, international forms, and other tax documents.

Manage payroll-related reporting, including new hire and HSA/FSA submissions to ADP. Review and update payroll policies, flowcharts, and internal controls.

Operational Leadership
Drive process improvements to increase the efficiency of payroll processes (~2 per quarter)
Maintain backup procedures and a disaster recovery plan.

Own all things paystubs, including managing relationships with Product and Engineering to improve compliance, reporting, and/or overall enhancement of processes.

Responsible for month-end and quarter-end payroll reporting statistics.

Requirements

Bachelor’s degree in Business Administration, Accounting or related field or equivalent experience

Certified Payroll Practitioner (CPP) designation preferred

5+ years experience administering in-house multi-state/province payrolls

2+ years leading a payroll team and owning payroll outcomes

Experience with ADP Workforce Now and Teampay

Expertise with state and local registrations and tax reporting

Experience with payroll-related audits and billing reconciliations

Expertise in Google Suite (Sheets, Docs, Slides) and Zendesk

Advanced spreadsheet skills

You'll really stand out to us if you have:

Experience leading payroll/billing operations in staffing, EOR/PEO, or other high-volume, complex pay-and-bill environments

Comfort with SQL and BI tools

Hire Art offers a benefits package that includes:

Equity

Dental, medical, and vision for yourself and your dependents

Life and disability insurance

Paid Parental Leave

Work-from-home stipends, including:

Workspace/home office set-up Company supplied Apple laptop

Phone/internet stipend

Uncapped PTO as well as paid office holidays

401…