Payroll Specialist

People Operations – Payroll Assistant Manager

What You’ll Do:

The primary objective of the Payroll Assistant Manager role is to oversee client payroll and light HR operations that will assist the client in providing accurate and timely payroll to its employees. This is a leadership position that is proactive and solution oriented, offering depth of experience to our clients in the fast-paced world of start-up accounting. This role should be a superuser in payroll software like Gusto, ADP, Rippling, or Paycore, and assist team members understanding of US payroll taxation. This position reports to the Sr Manager of Payroll.

Day-to-Day Responsibilities also include:

Technical capabilities essential for effective payroll management:

Compliance and Regulatory Knowledge

• Understanding Federal, State, and Local Payroll Laws: Payroll managers must be familiar with wage and hour laws, federal, state and local tax regulations, IRS guidelines, and US employment standards to ensure legal compliance. This includes knowledge of FLSA (Fair Labor Standards Act), payroll tax rates, and reporting requirements.
• Handling Audits and Tax Filings: Ensuring accurate and timely tax filings (e.g., quarterly 941 forms), and managing payroll tax compliance for different states, especially in multi-state payroll.

Payroll Systems and Technology Expertise

• Payroll Software Management: Proficiency in using payroll systems like ADP, Paychex, Gusto, Isolved, Workday, UKG etc is essential. The ability to set up and maintain these systems efficiently, manage integrations (e.g., benefits, HRIS), and ensure accuracy in calculations.
• Automation and Process Improvement: Identifying and implementing automation tools that streamline payroll operations and reduce errors.

Data Accuracy and Reconciliation

• Attention to Detail: Ensuring the accuracy of employee data, deductions, hours worked, overtime, and bonuses. Regular reconciliation of payroll records, auditing timecards, and managing deductions like 401(k) contributions, benefits, and garnishments.
• Error Detection and Problem-Solving: Capability to identify discrepancies, resolve issues, and ensure corrections are made promptly without impacting employee satisfaction.

Employee Communication and Support

• Customer Service Orientation: Clear communication with team regarding payroll-related questions, discrepancies, and policies. This includes providing timely responses and explanations for deductions, withholdings, and paycheck variations.
• Handling Confidentiality: Managing sensitive employee data and ensuring privacy while processing payroll.

Time Management and Organizational Skills

• Meeting Deadlines: Ensuring payroll is processed on time, considering factors like holidays, time zone differences (especially for remote or global teams), and accounting for employee leaves or new hires.
• Managing High Volumes: Handling payroll for large workforces, especially during peak periods, while maintaining accuracy and adherence to deadlines.
• Ensure repeatable, predictable, and measurable operations for assigned clients.
• Own and review payroll delivery, ensuring accuracy and completeness.
• Act as the main escalation and resolution point for team process queries.
• Understand and improve process metrics (SLA, KPI) for better effectiveness and transparency.
• Maintain accessible and up-to-date process documentation.
• Conduct root cause analysis and implement corrective actions for current and future improvements.

Client Value Creation:

• Maintains positive and effective work relationships with clients/ employees/on shore
• Reorganizes own activities to respond effectively to changing needs of customer in system and support role
• Collaborate with client and other stakeholders to ensure client receives improvised standard of services through continuous improvement

What You’ll Bring:

Must Haves:

• 8 yrs prior working knowledge of US Payroll Processing utilizing common HRIS and payroll systems.
• 3 Yrs or more of experience managing a team.
• Hands on experience of managing work through emails, and application.
• The process would involve in depth interaction with the onshore management and Clients, must have excellent command over verbal and written English
• Should be proficient with Office Tools like PowerPoint, Excel, Word & Visio
• Proven track record as a team leader for the process
• Should be open to working in Swing Shift (US Timing) and extended shifts during payroll run.
• Ability to be a trusted advisor to our client stakeholders

Nice to Haves:

• BS or BA degree required