Payroll Manager (Los Angeles, CA)

Payroll Manager

Position Overview

The Payroll Manager is responsible for overseeing the accurate, timely, and compliant processing of payroll across the United States, Australia, and New Zealand. This hands-on leadership role manages end-to-end payroll operations, strengthens internal controls, ensures regulatory compliance, and drives operational efficiency through technology, automation, and data analytics.

The Payroll Manager works closely with Human Resources, Finance, IT, benefits providers, payroll vendors, and external auditors to maintain reliable payroll processes and accurate financial reporting. The ideal candidate combines strong technical payroll expertise with proven management experience, advanced analytical capabilities, and a continuous improvement mindset, including the effective use of approved AI-enabled tools and automation.

Key Responsibilities

Payroll Operations and Processing

• Manage weekly and biweekly U.S. payroll cycles across multiple states and legal entities, ensuring accurate and timely payment to employees.
• Oversee payroll processing using ADP Workforce Now and maximize the capabilities of ADP Comprehensive Essentials, collaborating with ADP support teams to resolve issues and improve system performance.
• Coordinate payroll processing for Australia and New Zealand, ensuring alignment with applicable local requirements and established processing schedules.
• Process off-cycle payrolls, bonuses, incentives, special payments, final paychecks, replacement checks, and other payroll adjustments.
• Reconcile and validate payroll data before transmission to payroll providers, investigating discrepancies and resolving exceptions.
• Review employee compensation, salaries, deductions, tax withholdings, and other payroll-related changes for accuracy.
• Manage new-hire, rehire, and termination transactions, including employment data updates and final pay requirements.
• Process child support orders, wage garnishments, and other court-ordered payroll deductions.
• Maintain accurate employee records, compensation information, payroll changes, and supporting documentation.
• Prepare and review payroll journal entries, account reconciliations, accruals, and related financial records.
• Generate weekly operational payroll reports and monthly general and administrative (G&A) payroll reports.

Payroll Compliance, Controls, and Risk Management

• Ensure payroll practices comply with applicable federal, state, and local tax regulations, employment laws, and wage and hour requirements.
• Monitor payroll tax rates and regulatory changes to maintain accurate withholding and reporting.
• Strengthen internal controls through data validation, exception monitoring, documented approvals, audit trails, and standardized procedures.
• Prepare and coordinate payroll-related government filings, unemployment reporting, employment verifications, and other statutory reports.
• Support quarterly and year-end payroll activities, including W-2 and 1095-C preparation, reconciliation, and reporting.
• Coordinate annual EEO-1 reporting and California Pay Data Reporting requirements, as applicable.
• Research and resolve payroll, tax, benefits, and deduction discrepancies in collaboration with employees, HR, Finance, and external providers.
• Maintain and update payroll policies, standard operating procedures, and process documentation.
• Safeguard confidential employee information and ensure appropriate access controls and data-handling practices.
• Identify compliance gaps and implement corrective actions to reduce payroll errors and regulatory exposure.

Technology, Automation, and Analytics

• Identify, evaluate, and implement approved AI-enabled tools, automation solutions, and system enhancements to improve payroll accuracy and efficiency.
• Develop and maintain payroll dashboards, performance metrics, and exception reports to monitor processing accuracy, timeliness, and operational trends.
• Analyze payroll data to identify recurring errors, inefficiencies, unusual transactions, and opportunities for process improvement.
• Collaborate with HR, Finance, IT, and external providers on payroll system integrations, enhancements, testing, and implementation projects.
• Support payroll system upgrades and process changes by validating data, documenting requirements, and coordinating user acceptance testing.
• Establish standardized workflows and controls that support scalability, consistency, and reliable reporting across multiple entities and countries.

Audit, Financial Reporting, and Benefits Support

• Prepare payroll audit schedules and supporting documentation for U.S. integrated audits and Australia and New Zealand statutory audits.
• Compile payroll, tax, and financial reports for internal and external auditors.
• Support management inquiries regarding payroll allocations, payroll charges, labor costs, and related financial transactions.
• Partner with Finance to ensure payroll journal entries, reconciliations, and accruals are complete and accurately recorded.
• Assist with benefits-related reporting and retirement plan administration, including preparation of weekly 401(k) deferral spreadsheets.
• Support audit requests related to internal controls, SOX compliance, and payroll processes.
• Coordinate with benefits providers and internal stakeholders to investigate discrepancies and maintain accurate employee benefit deductions.

Team Leadership and Cross-Functional Collaboration

• Lead, develop, coach, and cross-train payroll team members to maintain consistent service delivery and operational coverage.
• Establish clear responsibilities, performance expectations, and quality standards across the payroll function.
• Review team workflows and implement process improvements that strengthen accountability and reduce processing errors.
• Partner with HR, Finance, IT, benefits administrators, and external payroll vendors to resolve issues and maintain effective processes.
• Communicate payroll policies, deadlines, and requirements clearly to management, employees, and other stakeholders.
• Lead or participate in special projects, system enhancements, compliance initiatives, and other operational priorities as assigned.

Qualifications and Requirements

Education and Experience

• Bachelor’s degree in Business, Finance, Accounting, Human Resources, or a related field.
• At least 5 years of payroll processing experience, including experience with ADP Workforce Now.
• At least 4 years of management experience, including team leadership, coaching, and staff development.
• At least 2 years of multi-state U.S. payroll processing experience.
• Experience managing payroll across multiple legal entities or business units.
• Experience supporting benefits administration and payroll-related benefit deductions.
• Demonstrated ability to manage complex payroll cycles, resolve discrepancies, and maintain accurate payroll records.
• Experience using AI tools, automation, or analytics to improve payroll, accounting, or finance operations.
• Experience with ADP Comprehensive Essentials preferred.
• International payroll experience involving Australia and New Zealand preferred.

Technical Skills

• Advanced Microsoft Excel skills, including PivotTables, XLOOKUP, complex formulas, data validation, and analysis of large datasets.
• Proficiency in Microsoft Word and Outlook.
• Strong knowledge of payroll systems, data integrations, reporting tools, and payroll reconciliation processes.
• Experience with payroll system implementations, enhancements, testing, and process improvement initiatives preferred.
• Ability to develop and interpret payroll dashboards, exception reports, and financial analyses.
• Familiarity with payroll data security, access controls, and confidential information management.

Knowledge and Competencies

• Strong understanding of U.S. federal, state, and local payroll tax regulations and employment requirements.
• Knowledge of wage and hour regulations, final pay requirements, payroll deductions, and statutory reporting obligations.
• Familiarity with California and New York employment and payroll requirements preferred.
• Understanding of payroll-related internal controls, audit documentation, and SOX compliance.
• Strong analytical, critical-thinking, and problem-solving abilities.
• Exceptional attention to detail and commitment to payroll accuracy.
• Excellent organizational, time management, and project management skills.
• Ability to manage competing deadlines across multiple payroll cycles and jurisdictions.
• Strong written and verbal communication skills, including the ability to explain payroll issues to management and external auditors.
• Professionalism, discretion, diplomacy, and the ability to work effectively with employees at all organizational levels.
• Demonstrated leadership skills and the ability to build a collaborative, accountable, and service-oriented payroll team.