Director of Payroll

Job Title : Director of Payroll Reports To : Chief Financial Officer (CFO) Department : Payroll Location : Hillside, IL FLSA Status : Exempt Job Summary : The Director of Payroll is the senior leader responsible for managing and overseeing all aspects of payroll operations within the organization. This position ensures the accuracy, compliance, and efficiency of payroll processing, aligning payroll functions with the company’s broader business and financial goals. The Director will play a key role in strategic decision-making, process improvements, compliance adherence, and reporting, as well as fostering cross-functional collaboration across departments. The Director of Payroll will be instrumental in managing and mentoring the payroll team, optimizing payroll systems, and enhancing client relations regarding payroll matters. Key Responsibilities and Functions : Leadership and Oversight Team Leadership : Manage, mentor, and support the payroll team to ensure high performance, accurate payroll processing, and team cohesion. Foster a collaborative and results-driven team culture. Strategic Planning & Alignment : Develop and execute the payroll department’s strategy, ensuring alignment with organizational goals. Regularly evaluate processes to identify areas for improvement and initiate enhancements. Bullhorn / Timeclock Adoption : Oversee the integration and effective use of the Bullhorn applicant tracking system and timeclock solutions, ensuring optimal functionality and user adoption across teams. Cross-Department Collaboration : Collaborate closely with HR, finance, IT, and branch managers to align payroll processes with company operations and address any payroll-related needs or challenges. Mentoring & Development : Provide hands-on guidance and mentorship to payroll leads and processors, ensuring they follow best practices and handle tasks efficiently. Offer continuous training on payroll procedures, policies, and tools to elevate team performance and ensure consistency in payroll processing. Payroll Tax Compliance & Reporting : Oversee the preparation, filing, and remittance of payroll taxes (federal, state, and local) using ADP / Greenshades. Lead quarter-end and year-end payroll processing, including W2 preparation, ensuring accuracy and timely submission. Compliance & Risk Management Legal & Regulatory Compliance : Ensure adherence to all relevant federal, state, and local payroll laws, including wage and hour regulations, garnishments, tax withholdings, and paid leave laws. Stay up to date with legislative changes and ensure payroll processes reflect new legal requirements. Audit Oversight : Lead both internal and external payroll audits, ensuring thorough documentation, accuracy in reporting, and resolution of discrepancies. Maintain robust controls to prevent errors or fraudulent activity in payroll processing. Risk Management : Monitor payroll activities to minimize financial and compliance risks. Develop procedures for identifying, mitigating, and addressing payroll-related risks, including payroll discrepancies, billing errors, and potential legal violations. Process Improvement & Technology Automation & System Optimization : Identify opportunities to automate payroll processes, reducing manual workloads and improving efficiency. Collaborate with IT and other departments to integrate payroll systems (e.g., Avionte) with other company systems, enhancing time tracking, billing, and reporting. Technology Integration : Work with IT to ensure payroll systems are optimized for the company’s needs, including integrations for time entry, garnishments, check printing, and system-related enhancements. Continuously evaluate and improve technology solutions to streamline payroll operations. KPI Tracking & Performance Metrics : Define and track key performance indicators (KPIs) to assess payroll efficiency, accuracy, and service levels. Use data-driven insights to continuously improve payroll processes and team performance. Reporting and Strategic Communication Reporting to CFO : Provide regular and detailed reports to the CFO on payroll operations, highlighting key metrics, progress on process improvements, and any issues or risks. Proactively suggest strategic initiatives based on data-driven insights. Stakeholder Communication : Communicate payroll-related updates, issues, and resolutions to clients, branch managers, employees, and other key stakeholders. Ensure transparency and timely communication in all payroll matters. Client Relations Client-Specific Payroll Matters : Oversee and manage client relationships concerning payroll-related matters, including addressing disputes, inquiries, and resolving issues that may arise. Act as a liaison between the payroll department and clients to ensure satisfaction and resolve escalations efficiently. Billing Rate Management : Ensure accurate client-specific billing rates are maintained and integrated into the payroll system. Oversee invoicing processes, ensuring that all client billing is accurate, timely, and compliant with agreements. Qualifications : Education and Experience : Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field (required). 5 years of payroll management experience within a staffing agency or similar fast-paced, high-volume environment. Extensive experience with payroll systems (e.g., ADP, Greenshades, Avionte), HRIS, time tracking, and billing systems. Strong understanding of payroll tax regulations, including multi-state and federal tax filings. Proven leadership experience in managing teams and driving process improvements in payroll operations. Skills and Competencies : In-depth knowledge of payroll laws, wage and hour regulations, tax withholdings, garnishments, and paid leave policies. Strong experience in process optimization and automation of payroll-related tasks. Exceptional analytical skills with the ability to use data and key performance indicators (KPIs) to drive improvements. Excellent communication and interpersonal skills, with the ability to collaborate across departments and effectively manage client relationships. Attention to detail with a focus on accuracy in payroll processing, tax filings, and financial reporting. Ability to lead and mentor teams, foster a positive work environment, and promote continuous learning. Project management skills, with the ability to oversee complex initiatives, prioritize effectively, and meet deadlines. Additional Requirements : Experience with payroll-related audit preparation and compliance management. Ability to work under pressure and manage multiple competing priorities in a fast-paced environment. Confidentiality and the ability to handle sensitive information with discretion and integrity. The Director of Payroll should embody the company’s core values and strategic anchors in their leadership and daily work : Genuine : Demonstrates authenticity in all interactions. Builds trusting relationships both internally and externally by being honest, transparent, and sincere. Recognizes the human element of payroll management, understanding the impact of payroll on employees’ lives and fostering an empathetic, approachable leadership style. Reliable : Consistently delivers high-quality work on time, meeting deadlines and exceeding expectations. Ensures that payroll accuracy and compliance are non-negotiable and that the team can be relied upon to meet the organization’s operational needs without exception. Relentless : Drives continuous improvement with a tireless focus on operational efficiency, accuracy, and service excellence. Has a solutions-oriented mindset and embraces challenges, proactively seeking out opportunities to improve payroll processes and system performance. Land & Expand : Takes a strategic approach to client relationships, identifying opportunities to expand payroll services by establishing strong initial engagements and nurturing long-term partnerships. White Glove Service : Champions an exceptional service experience for clients and employees alike. Maintains a high level of service excellence, ensuring that payroll is delivered without disruption and with the utmost professionalism and accuracy. Strive to be the Primary Provider : Ensures that the payroll function is not only accurate and compliant but also a differentiator that makes the organization the preferred partner for clients. Working Conditions : Full-time position with occasional overtime required during peak periods (e.g., quarter-end, year-end, or tax season). Office-based with the possibility of remote work arrangements as per company policies. Regular communication with internal teams, clients, and stakeholders, both in-person and virtually. AV1 1