Payroll Operations Manager

Job Title: Payroll Operations Manager

Classification: Non-Exempt

Department: Finance

Pay: $25.00-27.00/hour

Position Summary

The Payroll Operations Manager is responsible for leading payroll administration, payroll system management, labor reporting, and selected finance operations functions for the organization. This position serves as the organization's subject matter expert for payroll and workforce-related financial information, ensuring employees are paid accurately and timely while maintaining strong internal controls, regulatory compliance, and exceptional customer service.

The Payroll Operations Manager serves as the primary administrator for People Guru and as the organization's liaison with payroll vendors and related service providers. In addition to payroll oversight, this position supports key finance department initiatives through financial reporting, labor analytics, reconciliations, process improvement, and cross-functional collaboration. Through leadership, operational excellence, and a commitment to continuous improvement, this role supports the organization's mission and Standards of Excellence.---

Standards of Excellence Leadership

Consistency in Operations

The Payroll Operations Manager promotes consistency through reliable payroll administration, standardized processes, and accurate financial information.

· Ensure payroll is processed accurately and on schedule each pay period.

· Establish and maintain standardized payroll and finance procedures.

· Promote accuracy, efficiency, and accountability across payroll and related financial operations.

· Maintain complete and accurate payroll, employee, and financial records.

· Monitor workflows and implement improvements that increase operational efficiency.

· Support department-wide consistency through training, documentation, and process management.

· Develop systems that minimize errors and promote operational reliability.

Integrity in Financial Stewardship

The Payroll Operations Manager demonstrates responsible stewardship of organizational resources through accurate reporting, sound financial practices, and strong internal controls.

· Maintain the highest standards of confidentiality, accuracy, and professionalism.

· Ensure payroll data and financial records are complete, accurate, and properly maintained.

· Audit payroll transactions, deductions, employee records, and financial information for accuracy.

· Support organizational compliance with wage and hour regulations, payroll requirements, and internal policies.

· Maintain strong internal controls that protect organizational assets and minimize risk.

· Promote transparency and accountability through accurate reporting and documentation.

Stability & Growth

The Payroll Operations Manager contributes to organizational growth through collaboration, innovation, and continuous improvement.

· Evaluate payroll and finance processes for opportunities to improve efficiency and effectiveness.

· Support organizational planning through labor analysis, workforce reporting, and financial data.

· Partner with leadership to identify trends and opportunities that support strategic decision-making.

· Support system enhancements, technology improvements, and automation initiatives.

· Foster positive working relationships throughout the organization.

· Promote a culture of continuous improvement and customer service excellence.

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Essential Duties and Responsibilities

Payroll Administration

· Manage and oversee the bi-weekly payroll process for all employees.

· Review and audit payroll data prior to payroll submission and processing.

· Maintain payroll records, employee pay information, direct deposit records, deductions, and tax information.

· Process payroll-related employee changes, including hires, terminations, wage changes, status changes, and benefit deductions.

· Administer garnishments, child support orders, levies, and other required payroll deductions.

· Review and validate employee time records and work collaboratively with managers to resolve discrepancies.

· Monitor leave balances, paid time off accruals, and payroll-related employee records.

· Ensure payroll data is maintained accurately and securely.

· Serve as the primary administrator for People Guru and related payroll systems.

· Maintain payroll tables, earnings codes, deduction codes, organizational structures, and employee data.

· Coordinate system upgrades, testing, troubleshooting, and vendor support activities.

· Identify opportunities to enhance system functionality and improve user experience.

· Develop and maintain user procedures and training documentation.

· Provide support and training to managers and employees regarding system functionality.

· Serve as the primary liaison with payroll vendors and service providers.

· Coordinate with payroll providers regarding payroll processing, tax filings, W-2 preparation, system updates, and issue resolution.

· Review payroll reports and filings produced by external payroll providers for accuracy and completeness.

· Monitor payroll practices to ensure compliance with applicable laws, regulations, and organizational policies.

· Coordinate payroll-related audits and provide supporting documentation as required.

· Maintain payroll procedures that support compliance and risk management.

· Monitor, maintain and audit employee meal break attestations across agency sites within the HRIS/payroll system.

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Financial Operations

· Reconcile payroll-related accounts and investigate discrepancies.

· Assist with month-end and year-end closing activities related to payroll and labor expenses.

· Support audit preparation and provide payroll and financial documentation as requested.

· Assist with maintaining and improving finance department internal controls.

· Participate in special projects and operational initiatives assigned by Finance leadership.

· Provide backup support for selected finance department functions as assigned.

· Assist with employee reimbursement administration and related financial processes.

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Reporting, Budgeting & Analytics

· Develop and maintain payroll, labor, overtime, staffing, and workforce reports.

· Analyze labor expenses and workforce trends to support organizational decision-making.

· Assist with annual budgeting and forecasting processes by providing payroll and labor cost data.

· Prepare ad hoc reports and analyses for leadership.

· Monitor staffing and labor utilization trends and identify opportunities for improvement.

· Support organizational planning through accurate financial and workforce analytics.

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Operational and Emergency Coverage Support

· Tier 3 Ready Squad & Mandatory Home Coverage Deployment: Participates in the scheduled Ready Squad rotation in a waiting-to-be-engaged status pursuant to SOP-SCH-002; maintains operational availability to execute physical deployment and on-site relief across agency supported living homes to satisfy mandatory Home Coverage requirements, mitigate staff fatigue under SOP-HR-018, and resolve critical shift vacancies when Tier 1 and Tier 2 cascades are exhausted.

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Employee Support & Customer Service

· Serve as the primary point of contact for employee payroll inquiries.

· Provide guidance regarding pay practices, deductions, timekeeping procedures, and payroll policies.

· Partner with Human Resources to ensure the accuracy of employee records and benefit deductions.

· Deliver exceptional customer service through responsive, professional, and solution-oriented communication.

· Assist managers in understanding payroll reports, labor information, and payroll-related processes.

· Build strong working relationships across departments and promote a culture of support and collaboration.

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Process Improvement & Organizational Leadership

· Evaluate payroll and finance processes to improve efficiency, accuracy, and employee experience.

· Identify opportunities for automation and workflow improvements.

· Develop and maintain payroll and finance procedures, forms, and documentation.

· Lead or participate in cross-functional process improvement initiatives.

· Support organizational efforts to improve operational excellence and financial stewardship.

· Promote accountability, continuous improvement, and innovation throughout assigned areas of responsibility.

Qualifications

Education

· High School Diploma or GED required.

· Associate's Degree in Accounting, Finance, Business Administration, Human Resources, or a related field preferred.---

Experience

· Minimum three (3) years of payroll administration experience required.

· Experience administering payroll in a multi-site or multi-department organization preferred.

· Experience with outsourced payroll providers required.

· Experience with PeopleGuru or similar Human Capital Management (HCM) systems preferred.

· Experience with financial reporting, account reconciliations, budgeting support, or finance operations preferred.

· Supervisory or leadership experience preferred.

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Knowledge, Skills, and Abilities

· Strong knowledge of payroll administration and payroll best practices.

· Working knowledge of wage and hour regulations and payroll compliance requirements.

· Proficiency with HRIS, payroll, and financial systems.

· Advanced Microsoft Excel skills preferred.

· Strong analytical, organizational, and problem-solving skills.

· Excellent attention to detail and accuracy.

· Ability to manage multiple priorities and meet deadlines.

· Strong verbal and written communication skills.

· Excellent customer service and relationship-building abilities.

· Ability to maintain confidentiality and handle sensitive information appropriately.

· Ability to interpret financial and workforce data and present meaningful recommendations.

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Physical Requirements

· Ability to sit for extended periods while working at a computer.

· Ability to communicate effectively in person, by telephone, and electronically.

· Ability to occasionally lift and move materials weighing up to 25 pounds.

Working Conditions

- Work is performed primarily in an office environment. The position requires frequent interaction with employees, managers, vendors, and organizational leadership. Additional hours may occasionally be required during payroll processing periods, audits, year-end activities, system implementations, and special projects.