What are the responsibilities and job description for the Payroll Manager position at Pegasus Building Services?
Payroll Manager
***ONLY LOCAL CANDIDATES WILL BE CONSIDERED***
Summary
Under the general direction of the CFO, the Payroll Manager oversees and manages all aspects of payroll administration. This role is responsible for achieving the organization’s payroll processing objectives, ensuring compliance with state and federal regulations, and fostering strong relationships with external auditors, state and federal agencies, and internal departments. The Payroll Manager plans, coordinates, and leads the activities of the payroll department, including supervising team members and improving processes. The Payroll Manager will also act as a key liaison between Finance, HR, IT, and external auditors while leading and mentoring the payroll team to ensure operational excellence.
Summary
Under the general direction of the CFO, the Payroll Manager oversees and manages all aspects of payroll administration. This role is responsible for achieving the organization’s payroll processing objectives, ensuring compliance with state and federal regulations, and fostering strong relationships with external auditors, state and federal agencies, and internal departments. The Payroll Manager plans, coordinates, and leads the activities of the payroll department, including supervising team members and improving processes. The Payroll Manager will also act as a key liaison between Finance, HR, IT, and external auditors while leading and mentoring the payroll team to ensure operational excellence.
This position requires a highly detail-oriented individual with extensive knowledge of payroll administration, including compliance with state and federal laws. Familiarity with collective bargaining agreements (CBAs) and union payroll processes is preferred and would be an asset in supporting the organization’s diverse workforce.
Key Responsibilities
- Manage and oversee the end-to-end payroll process, ensuring accurate and timely semi-monthly payrolls
- Oversee payroll-related audits, including internal, external, and regulatory audits, and provide necessary documentation and responses
- Responsible for front line payroll, including processing payroll and working with Pegasus’ Outsourced PEO (Professional Employer Organization
- Manages and tracks vacation and sick accruals for union and non-union employees
- Manages union dues reporting
- Responsible for Time Off accrual maintenance
- Maintains PegTime (Internal System) hours budgets
- Conducts hours budget/actual variance analysis and reporting
- Manages/oversees all timecard corrections for Frontline and Administrative employees
- Processes or approve manual checks for terminated and other manual check needs
- Responsible for all payroll reports
- Responsible for Form W4 and other tax documents, as required
- Reviews and processes training hours
- Manages workload, assigns tasks and oversees payroll department employees
- Maintains current knowledge of applicable state and federal wage and hour laws
- Stays current on payroll systems to achieve alignment with HR benefits and other related and to ensure effective accounting support
- Facilitates management and employee understanding of payroll procedures
- Ensures strict confidentiality of financial records, employee information, and payroll data
- Responsible for filing of all payroll documents
- Other duties as assigned
Team Management
- Lead, develop, and mentor the payroll team, ensuring efficiency, accuracy, and adherence to best practices
- Foster a collaborative and high-performance culture within the payroll department
- Serve as the primary point of contact for escalated payroll issues and resolutions
Process Optimization and Technology
- Drive continuous improvement in payroll processes, implementing automation and best practices to enhance accuracy and efficiency
- Manage payroll system integration with ERP (e.g., WinTeam) and payroll providers (e.g., DHR WorkLeo)
- Partner with IT and HR to troubleshoot and enhance payroll-related system functionalities
Reporting & Financial Collaboration
- Work closely with Finance to ensure accurate payroll-related financial reporting and reconciliations
- Prepare payroll-related reports for senior leadership, including labor cost analysis and compliance metrics
- Support budgeting and forecasting efforts related to payroll expenses
Requirements
- Bachelor’s degree or the equivalent years of experience.
- 3 - 5 years of specialized payroll experience
- Working knowledge of CA payroll laws
- Working knowledge of collective bargaining agreements (CBAs) and union-related payroll processes is preferred
- Familiarity with interpreting and applying union contracts for payroll compliance is a plus
- Experience managing payroll for unionized workforces, including handling union dues, benefits, and wage structures, is highly desirable but not mandatory
- Understanding of labor laws and collective bargaining agreements is advantageous but can be developed on the job
- Must be able to work onsite 5 days a week (Monday-Friday)
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills in English. Spanish is a plus.
- Proficiency in Microsoft Office suite (Word, Excel, Outlook).
- Ability to handle sensitive and confidential information with discretion.
- Must successfully pass a background check and provide proof of work authorization and complete an I-9 and E-Verify process.
- Must always align with Pegasus DNA
Competencies
- Organizational Skills.
- Time Management.
- Financial Management.
- Ethical Conduct.
- Technical Capacity.
- Communication Proficiency.
- Deep knowledge of local, state and federal laws that affect the payroll function and responsibilities.
Reasoning Ability:
- Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
Technology Proficiency:
All Supervisors and above in a leadership position must be comfortable using computers, laptops, tablets, smartphones, and various technology systems, including reporting and ticketing systems. Leaders are expected to be able to enter data, submit thorough reports, and adapt to new systems as needed. Familiarity with current tools is essential, along with the ability to quickly learn new technologies to ensure smooth workflow and efficiency in business operations.
Supervisory Responsibility
This position has supervisory responsibilities, managing the payroll team.
This position has supervisory responsibilities, managing the payroll team.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax m
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax m
Pegasus leads the way in comprehensive cleaning and maintenance solutions. We leverage cutting-edge technology to create and maintain clean, healthy, and safe indoor environments for commercial, industrial, and manufacturing facilities.
