Senior Payroll Manager

The Senior Payroll Manager leads and independently manages the organization's end-to-end payroll function for approximately 260 employees. This role is accountable for accurate and timely payroll processing, multi-state tax compliance, payroll accounting and reconciliations, system administration, regulatory reporting, audits, internal controls, and vendor management. As the organization's payroll subject-matter expert, the Senior Payroll Manager is expected to operate with minimal supervision, proactively resolve complex issues, and maintain strong processes and controls.

Partner closely with Human Resources on employee data, compensation, benefits, leave, onboarding, and terminations, the position resides within Finance to ensure appropriate accountability for payroll processing, financial reporting, tax compliance, reconciliations, and audit requirements. The Senior Payroll Manager owns the payroll function from processing through final reconciliation and reporting and maintains procedures and cross-training to ensure continuity of operations. 

Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.

Supervisory Responsibilities:

• This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the Finance and HR Departments.

Duties/Responsibilities:

• Independently manage/lead the complete payroll cycle, ensuring payroll is accurate, complete, properly approved, funded, and processed on schedule. Own the payroll calendar and all related deadlines, including regular and off-cycle payrolls, bonuses, retroactive adjustments, severance, leave-related payments, garnishments, benefit deductions, and year-end activities.
• Manage/review payroll prior to submission using established controls and variance analysis to identify unusual or incorrect compensation, deductions, taxes, benefits, timekeeping, or other payroll activity. Research and resolve payroll discrepancies and system issues, identify root causes, and implement corrective measures to prevent recurrence.
• Serve as the organization's primary payroll subject-matter expert and point of escalation for complex payroll matters. Reconcile payroll to payroll registers, funding reports, bank activity, employee deductions, tax liabilities, and the general ledger.
• Oversee/prepare and review payroll journal entries and perform monthly reconciliation of payroll-related general ledger accounts, ensuring expenses and liabilities are recorded accurately and in the appropriate accounting period. Develop, document, and continuously improve payroll controls, procedures, checklists, and reconciliation processes.
• Manage/Identify payroll risks, control weaknesses, and recurring errors and recommend appropriate corrective actions. Maintain accurate payroll records and sufficient supporting documentation for internal controls, financial statement audits, regulatory reviews, and record-retention requirements.
• Manage payroll tax compliance for employees working and residing in multiple states and local jurisdictions, including monitoring work locations and coordinating registrations in new jurisdictions as required. Ensure federal, state, and local payroll taxes are accurately calculated, withheld, deposited, reconciled, and reported on time. Review quarterly and annual payroll tax filings and resolve tax notices and discrepancies in coordination with ADP, taxing authorities, Finance, and Human Resources. Maintain current knowledge of applicable payroll, wage and hour, and tax requirements and advise management of changes affecting the organization.
• Oversee year-end payroll activities, including W-2 preparation, reconciliation, corrections, and distribution.
• Serve as the primary functional owner and administrator of the organization's payroll system, including system configurations, controls, updates, testing, integrations, and enhancements.
• Proactively troubleshoot payroll system errors, interface issues, and data discrepancies and drive issues through resolution. Manage the relationship with ADP and other payroll-related vendors, including escalating service issues and monitoring resolution.
• Identify opportunities to improve payroll operations through automation, system functionality, stronger controls, and process improvements.
• Partner with Human Resources to establish clear processes and deadlines for new hires, terminations, compensation changes, benefits, leave, timekeeping, merit increases, and other employee changes affecting payroll.
• Maintain appropriate segregation of duties between employee-data initiation and approval and payroll processing, reconciliation, and financial reporting.
• Serve as the primary payroll contact for external financial statement auditors and other payroll-related audits and reviews.
• Prepare payroll schedules, reconciliations, earnings information, tax documentation, and other supporting materials for financial statement, retirement plan, workers' compensation, benefit, tax, and regulatory audits.
• Produce payroll reports and analysis for Finance, management, and government agencies as required. Provide payroll-related guidance to managers and employees as appropriate.
• Maintain comprehensive written payroll procedures, calendars, checklists, and process documentation.
• Train and cross-train designated Finance staff or other appropriate backup personnel to ensure payroll can be processed accurately and timely during absences or staffing changes.
• Regularly evaluate payroll processes and recommend improvements that increase accuracy, efficiency, automation, compliance, and internal controls.

Required Skills/Abilities:

• Advanced knowledge of payroll administration, payroll accounting, federal and multi-state payroll taxation, wage and hour requirements, and payroll-related internal controls.
• Strong understanding of payroll-to-general-ledger reconciliation and payroll accounting.
• Strong working knowledge of payroll systems; significant ADP experience strongly preferred.
• Ability to interpret and apply federal, state, and local payroll regulations across multiple jurisdictions.
• Strong analytical and problem-solving skills with the ability to recognize unusual payroll activity and identify potential errors before payroll is finalized.
• Excellent organizational and project-management skills with demonstrated ability to manage recurring deadlines without extensive oversight or follow-up.
• Strong written and verbal communication skills, including the ability to communicate complex payroll matters clearly to employees, management, Human Resources, Finance, auditors, and external vendors.
• High level of professionalism, discretion, judgment, accountability, and confidentiality.

Education and Experience:

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field required; equivalent significant payroll experience may be considered.
• Minimum of 7 years of progressively responsible payroll, payroll accounting, or related experience, including significant responsibility for independently managing payroll operations.
• Demonstrated experience managing payroll for a multi-state workforce required.
• Experience with payroll tax filings, reconciliations, audits, intercompany transactions, general ledger interfaces, and year-end payroll processing required.
• Experience with ADP strongly preferred.
• Experience with Microsoft Dynamics 365 Business Central or similar ERP/accounting systems preferred.
• Experience developing payroll procedures and training or cross-training other staff strongly preferred.