Payroll Manager

Capstone•Bend, OR

About The Position

The Payroll Manager oversees daily payroll operations at a multifaceted CPA firm with 16 offices across the Pacific Northwest. The role ensures compliance with federal, state, and local wage regulations; leads payroll team workflows; and serves as a technical subject-matter expert and people leader. The manager guides payroll specialists through complex reporting, client inquiries, and state agency portal management while driving process improvements and quality control. The position includes leading and developing payroll staff, reviewing payroll processing and tax filings, managing agency notices and audit requests, and ensuring accurate, timely client service. It also requires maintaining security protocols, monitoring client payment approvals, tracking team time and work in progress, and verifying compliance reporting across active jurisdictions.

Requirements

At least 3 years of experience in a team lead, supervisory, or senior/lead payroll specialist role managing staff workflows and reviewing work output.
3–5 or more years of full-cycle payroll processing and multi-state payroll tax compliance experience.
Associate or bachelor’s degree in Accounting, Finance, or Business Administration, or equivalent practical experience.
Hands-on expertise with payroll platforms such as Payroll Relief, ADP, Gusto, QuickBooks Payroll, or enterprise ERP systems.
Advanced Excel skills.
Familiarity with secure credential management tools such as Keeper or Bitwarden.
Proven leadership and coaching capabilities, with a history of developing team members.
Deep understanding of multi-state payroll tax laws, Forms 941/940 reconciliations, and state portal navigation.
Excellent organizational skills and ability to manage team priorities under strict deadlines.

Nice To Haves

Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).

Responsibilities

Directly lead, mentor, and guide payroll specialists in daily assignments and professional development.
Serve as the primary escalation point for complex client scenarios, state agency compliance, and system troubleshooting.
Lead training and onboarding for new payroll specialists and staff transitioning into payroll roles.
Standardize departmental checklists, lead sheets, and reference guides to maintain quality and consistency.
Enforce team security protocols, including use of secure credential management tools for multi-agency portal access.
Oversee and review payroll processing to ensure accuracy and timeliness.
Conduct technical reviews of payroll tax filings, quarterly and annual reconciliations, and wage statements.
Manage high-priority payroll notices, agency inquiries, and audit requests from state and federal taxing authorities.
Monitor client payment approvals in accordance with internal authorization thresholds.
Maintain accurate team daily time-tracking and WIP logging within company ERP systems.
Ensure adherence to multi-state labor laws, overtime rules, pay equity standards, and special payroll provisions.
Communicate professionally with internal leadership and external clients about tax compliance, payment scheduling, and client offboarding.
Audit and verify state unemployment, paid family leave, and workers’ compensation reporting across active jurisdictions.