The Payroll Manager is responsible for managing and processing accurate and timely payroll for all employees, ensuring compliance with local, state, and federal regulations, and maintaining adherence to company policies. This role involves reconciling payroll data, overseeing tax filings and audits, and generating essential reports for finance and management teams. The Payroll Manager also plays a key role in optimizing payroll systems, identifying process improvements, and documenting standard operating procedures to enhance efficiency. Additionally, the position serves as a primary point of contact for collaborating with HR, IT, and management to implement system and process enhancements. This role includes mentoring junior payroll staff and serving as the organization's payroll subject matter expert.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

Payroll Processing:

Manage and process accurate and timely payroll for all employees, including salaried, hourly, and contract staff on a bi-weekly basis.
Ensure compliance with payroll laws, tax regulations, and company policies.
Review and reconcile payroll data, including employee hours, benefits, deductions, and taxes.
Generate and distribute payroll reports to finance and management teams.
Ensure payroll calculations, deductions and garnishments are performed accurately.

Compliance and Reporting:

Ensure adherence to local, state, and federal payroll regulations, including overtime, minimum wage, 403B/457 contributions and other tax laws.
Maintain accurate payroll records and respond to audit requests as needed for annual 403B audit and annual financial audit.
Provide all required wage reporting for annual 990 tax return; manage the reporting for workers comp wage audit and provide annual payroll estimates for workers comp renewal.
Review and oversee filing of payroll tax returns, W-2s, and other required reports in conjunction with payroll partners.

Systems Management:

Maintain and optimize payroll systems (UKG, Company Mileage, etc.) for efficiency and accuracy.
Troubleshoot system issues and implement enhancements in collaboration with HR/IT or vendors.
Collaborate with HR, IT, and management to identify system requirements, upgrades, implementations and tailored solutions to meet organizational needs.

Process Optimization:

Identify opportunities for process improvements to enhance payroll accuracy, reduce manual intervention, and streamline operations.
Develop and document standard operating procedures (SOPs) for payroll and timekeeping processes.
Monitor and evaluate the effectiveness of payroll and timekeeping systems, recommending upgrades or adjustments as needed.

Employee Support:

Address payroll inquiries and resolve discrepancies promptly and professionally.
Educate employees on payroll policies, tax withholdings, and benefits deductions.

Team Leadership:

Provide guidance and mentorship to junior payroll staff.
Serve as the subject matter expert on payroll-related matters across the organization.

Other duties:

Will include basic general ledger reconcilation and accounting work.

QUALIFICATIONS

EDUCATION:

Must be a high school graduate or have HS equivalent
Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.

EXPERIENCE:

Minimum of 5 years of payroll administration experience, with at least 2 years in supervisory role.
7-10 years payroll administration experience preferred.

PERFORMANCE COMPETENCIES:

Communication
Decision Making
Engagement
Initiative and Accountability
Interpersonal
Learning
Organizational Alignment
Quality of Work

KNOWLEDGE/SKILLS/ABILITIES:

Proficiency in payroll software and timekeeping systems. UKG is preferred.
Mastery of payroll processing, reporting, recording, and reconciliation
Strong understanding of payroll regulations, tax laws, and compliance requirements.
Strong analytical, organizational, and problem-solving skills; excellent communication and interpersonal abilities; high attention to detail and accuracy.
Advanced proficiency in Microsoft Excel and other reporting tools.

CERTIFICATIONS/LICENSES:

Certified Payroll Professional (CPP) designation is a plus.

OTHER INFORMATION

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.