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Payroll Operations Manager
2 months ago
Vaco is seeking a skilled Payroll Operations 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.
Key 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.
Requirements:
- 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.
