Job Title: Payroll Manager
Location: Phoenix, AZ
Department: Finance
Reports to: Finance and Accounting Director
FLSA Status: Salaried, Exempt

SUMMARY:

The Payroll Manager will oversee all aspects of payroll processing and compliance management for our diverse workforce. This role requires a deep understanding of payroll regulations, labor laws, and compliance requirements at both the state and federal levels.

SKILLS/EXPERIENCE REQUIRED:

• Bachelor’s degree in accounting, Finance, Human Resources, or related field
• 10+ years of certified payroll experience, payroll management and compliance, preferably in a multi-state environment
• In-depth understanding of Public Works regulations (DIR, Davis Bacon, Certified Payroll).
• Proficient in various payroll systems including LCP Tracker, Points North, and state-specific websites (DIR for CA and WA L&I) for filing intents and obtaining public work wage determination schedules.
• In-depth knowledge of federal and state payroll regulations, labor laws, and compliance requirements.
• Strong analytical skills with a keen attention to detail and accuracy.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively across departments.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Prevailing Wage and Public Works

• Collaborate with sales and field operations teams to validate public works project details.
• Establish determination schedules (prevailing wage rates) for each public works project.
• Partner with the third-party certified payroll processor (currently Points North) to:
• Configure job details within Points North.
• Develop reporting structures for each public works project.
• Create and maintain wage rate tables, updated multiple times annually in accordance with current benefits and compensation models.
• Oversee the creation, maintenance, and updates of wage rate tables for all classified public works workers, ensuring continuous accuracy throughout the year by monitoring relevant changes such as title updates, salary classification adjustments, and life events.
• Liaise with various workers’ compensation insurance providers to submit monthly payroll reports for public works projects.
• Develop and maintain a comprehensive master tracking sheet documenting all prevailing wage projects, including pertinent contacts and compliance requirements for each job.
• Set up jobs in ADP and Points North, confirming and disseminating ADP project codes to the field operations team to ensure accurate timecard entries.
• Conduct weekly tracking of salaried employees engaged in public works projects.

Payroll

• Oversee and manage the payroll process for employees across multiple states, ensuring accuracy and compliance with federal, state, and local regulations.
• Develop and implement payroll policies and procedures to enhance efficiency and accuracy.
• Coordinate with HR to ensure accurate employee data management, including new hires, terminations, and status changes.
• Upload bi-weekly or weekly payroll files to the third-party platform, subsequently downloading and integrating the converted files into the ADP payroll system; review for discrepancies and rectify as necessary.
• Prepare weighted average calculations, incorporating revised rates and updating pay code hours prior to payroll finalization.
• Conduct audits of payroll files to ensure wage payment accuracy.
• Process retroactive or arrears wage payments as required, updating corresponding certified payroll reports accordingly.
• Monitor hours for public works projects not covered in standard reporting, extract hours from certified payroll reports or data within ADP.
• Collaborate with various public works compliance coordinators to track, maintain, and submit necessary documentation, including but not limited to CACS reports, certified payroll, proof of benefits payments, fringe benefit setups, and payroll deduction authorization forms.
• Download and prepare certified payroll and CACS reports for upload to various platforms based on client specifications.

Compliance

• Monitor and ensure compliance with federal and state labor laws, wage and hour regulations, and prevailing wage requirements for public projects.
• Maintain up-to-date knowledge of changes in payroll regulations and compliance standards, implementing necessary updates to company policies.
• Collaborate with various departments to gather and maintain required documentation for audits and compliance reporting.
• Liaise with external auditors and regulatory agencies to facilitate compliance audits and address any findings.

Compliance Management:

• Oversee the licensing process, ensuring the maintenance and renewal of all business, contractor, and sales tax licenses.
• Manage business personal property tax filings for SKIDATA locations, ensuring timely and accurate
• submissions.

Sales Tax Accounting:

• Address any sales tax-related issues, including the preparation and submission of amended returns and the collection of tax credits.
• Execute miscellaneous monthly or quarterly state filings as required to maintain compliance.

Surety Bond Management:

• Coordinate surety bonding for contracts and licensing requirements as necessary, ensuring compliance with all contractual obligations.

Expense Reporting and Auditing:

• Conduct audits of employee expense reports and provide assistance with Dynamics to both employees and the India team.
• Prepare weekly reimbursement reports for Accounts Payable to ensure timely processing.

Resale Certificate Management:

• Oversee the issuance and maintenance of resale certificates, ensuring compliance with relevant regulations.

Financial Reconciliation:

• Perform monthly reconciliations of Chase Purchase Card transactions, ensuring accuracy and compliance with company policies.
• Conduct monthly bank account reconciliations to verify accuracy of financial records.

Transaction Processing:

• Process journal entries for travel and entertainment (T&E) transactions at the beginning of each month, ensuring accurate financial reporting.

Business Support:

• Engage with various reporting agencies (City, County, State, Federal) to provide required documentation for audits, which may occur monthly or randomly.
• Collaborate with SKIDATA subcontractors to ensure compliance with all necessary public works contract documentation.
• Coordinate with accounting, finance, and HR departments to obtain monthly benefits statements and proof of payment for various reporting requirements.
• Conduct quarterly meetings with field operations to review all ongoing projects.
• Communicate with various regulatory agencies to ensure compliance and address inquiries.
• Liaise with field operations regarding project initiation and completion dates, subcontractor information, and compliance requirements needed for job setup.
• Collaborate with Sales Operations to secure contract copies of awarded projects, confirming the
• applicability of prevailing wage rates.
• Partner weekly with accounting to approve all subcontractor invoices related to public works projects, ensuring all certified payroll documentation is complete before processing payments.