Payroll Manager

Austin Regional Clinic: ARC•Austin, TX

About The Position

The Payroll Manager is responsible for the full payroll cycle, from timecard transactions through employee pay, W-2s, tax reporting, and financial reporting. The role oversees payroll for multiple companies with complex calculations and ensures that payroll procedures comply with company policies and federal and state regulations. It works with systems personnel to maintain accurate payroll and timekeeping systems and supports the proper recording of transactions for general ledger accounting, cost reporting, physician compensation, pro formas, and projections. The manager coordinates payroll department workflow, staff development, training, performance reviews, and staffing. The position is also responsible for payroll accounting and reconciliations, reviewing payrolls and tax filings, coordinating with HR, Finance, system administrators, analysts, and third-party vendors, and serving as a subject matter expert for payroll and timekeeping systems. It manages reporting, system issue resolution, quarterly time-edit audits, and payroll-related audit preparation, while identifying opportunities to improve payroll processes. The role maintains confidentiality and supports the organization’s mission and philosophy.

Requirements

At least 10 years of full-cycle payroll experience.
At least 2 years of tax reporting experience.
At least 3 years of supervisory experience.
Bachelor’s degree in business administration, accounting, or finance preferred, or equivalent of 10 or more years of full-cycle time and payroll processing.
Knowledge of MS Office applications.
Advanced working knowledge of Excel.
Current working knowledge and application of payroll laws and regulations.
Knowledge of accounting principles and practices.
Ability to handle multiple projects and competing priorities.
Excellent customer service, verbal and written communication, interpersonal, and problem-solving skills.
Ability to work in a team environment.
Knowledge of human resources fundamentals and laws, including FLSA, ADA, and FMLA.
Experience researching, interpreting, and communicating payroll law and payroll tax regulations verbally and in writing.

Nice To Haves

Experience with ADP.
Experience working in a multi-specialty physician practice.
Working knowledge of Access database queries.
Certified Payroll Professional (CPP) or Fundamentals of Payroll Certification (FPC).

Responsibilities

Set department goals with the Controller, establish priorities, and monitor staff work priorities.
Coordinate payroll department workflow to ensure timely and accurate payroll processing and accounting.
On-board employees and organize ongoing training and cross-training.
Develop staff, complete performance reviews, and implement counseling or discipline when appropriate.
Manage employee hours and staffing within budget while ensuring adequate coverage.
Collaborate with organizational leadership to support accurate application of pay policies and provide high-quality customer service.
Assist with posting payroll activity to the general ledger and maintaining the payroll-to-general-ledger interface.
Prepare or coordinate reconciliations of payroll-related balance sheet accounts and ensure payroll accruals are recorded properly.
Provide payroll guidance to administrative and operational staff and liaise with the Finance team.
Prepare or review payroll funding to external parties and between companies.
Prepare or review payroll tax filings and returns for accuracy and compliance with filing deadlines.
Reconcile Milliman and Schwab reports to payroll information quarterly and submit them to the Controller for review.
Serve as a subject matter expert for payroll and timekeeping systems and coordinate system programming and interface maintenance.
Review payrolls for accuracy before final transmission to the third-party processor.
Coordinate with HR on pay policies, regulatory compliance, and 401(k) plan definitions.
Create and update payroll policies and procedures to support compliance.
Reconcile third-party vendor files and funding to payroll files and coordinate cash transfers each pay period.
Coordinate development of required reports and resolution of system issues with administrators, analysts, and vendor support teams.
Identify training and system issues through daily work and audits, recommend training, and coordinate development of training materials.
Conduct and manage quarterly time-edit audits, report findings, and work with supervisors to resolve errors and arrange training as needed.
Conduct site visits to assist employees and managers with payroll questions and training.
Maintain professional relationships with internal and external stakeholders and support teamwork within the Finance department.
Identify opportunities to improve payroll processes and systems.
Perform or coordinate preparation of payroll information for financial, workers’ compensation, 401(k), and other payroll-related audits.
Take on other assignments as needed for efficient department or organizational operations.