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Payroll Manager
2 months ago
Vaco is seeking a skilled Payroll Manager to join their Controllers team. This role is based in San Francisco, with in-office work required three days per week (Tuesday, Wednesday, Thursday). The successful candidate will oversee accurate payroll processing and execute strategic initiatives, working directly with internal and external stakeholders.
Responsibilities:- Provide exceptional service to clients by bringing payroll operations in-house.
- Collaborate effectively with HR and stakeholders, ensuring strong communication.
- Assume ownership in resolving complex outstanding issues and managing stakeholder relations.
- Improve payroll operations efficiency and accuracy by evaluating the current ADP Workforce Now environment, including pay codes, security permissions, internal controls, tax compliance, and remediation.
- Lead end-to-end payroll processing, implement compliant controls, and maintain the payroll system (ADP).
- Develop and maintain payroll controls, identifying areas for improvement.
- Process full cycle bi-weekly and off-cycle payroll for 200+ employees across 16 employers.
- Handle timecards, calculate and track adjustments (e.g., overtime, weighted average rates, attendance).
- Research and resolve employee/client/system issues, requests, and inquiries promptly.
- Prepare and create custom reports from ADP, compiling summaries of earnings, taxes, deductions, leave, disability, and nontaxable wages.
- Manage special pay or deductions, including annual/special bonuses, relocation, reimbursements, and other supplemental wages.
- Approve the calculation of payroll liabilities, including federal and state income and social security taxes, and employer's social security, unemployment, and workers compensation payments.
- Balance payroll accounts by resolving discrepancies and maintaining primary control of pay codes.
- Oversee and manage retirement plan audits (401K / PEP), review form 5500, workers compensation audit, and salary testing in conjunction with retirement plans.
- Maintain a high rate of client satisfaction through quality service.
- Communicate changes and impacts to all stakeholders.
- Stay updated on changes impacting payroll processing and compliance with wage and tax laws.
- Respond timely to federal, state, and local tax agencies.
- Prepare ad hoc reports as needed.
- Maintain payroll policies and procedures.
- Ensure payroll operates in compliance with federal, state, and local legal requirements.
- Establish and maintain positive working relationships with internal teams and clients.
- Promote and ensure respect for client privacy and confidentiality in all matters.
- Perform other duties as needed.
- Bachelor's degree and 10+ years of relevant payroll experience, with at least 5 years of experience managing staff (family office, wealth management industry experience preferred).
- Certified Payroll Professional (CPP) certification.
- ADP Workforce Now experience preferred.
- Customer service mindset and professional demeanor.
- Ability to multitask, work autonomously, and take full ownership of the area.
- Confidently work with payroll stakeholders (HR & Benefits, Compensation, Operations, Accounting, AP).
- Ability to exercise a high degree of independent thinking and decision-making.
- Proven leader who is thoughtful, collaborative, and purposeful while working in a demanding environment.
- Demonstrated ability to work cooperatively and collaboratively with all levels of employees.
- Accurate and compliant pay is critical for maintaining trust and professional reputation with stakeholders.
