Citywide Payroll Operations Manager

Seattle Office of City Finance; Seattle (WA); Hybrid; USD 107,000 - 133,000; Full time

Job summary

The Seattle Office of City Finance is seeking a dynamic Citywide Payroll Operations Manager to lead end-to-end payroll for all City employees, collaborating with more than 40 departments and ensuring compliance with federal and state regulations.

The ideal candidate will strengthen HRIS/Workday and PeopleSoft, supervise payroll staff, and drive process improvements in a hybrid in-office plus remote environment with a strong emphasis on accuracy and customer service.

Qualifications

• Bachelor’s degree in accounting, finance, or a related field (or an equivalent combination of education, training, and experience).
• 5 years of hands‑on payroll processing experience.
• 3 years of management or supervisory experience with proven team leadership.
• Knowledge of payroll, labor distribution, accounting principles, IRS tax table, and other federal withholding regulations is required.

Responsibilities

• Drive timely and accurate payroll delivery by proactively maintaining and updating the payroll system, ensuring departments quickly correct payroll errors, and authorizing manual check requests in compliance with established controls.
• Create, refine, and enforce payroll procedures aligned with City personnel policies and strictly adhering to Federal and State regulations, while reviewing and approving GL entries, journal entries, and account reconciliations to ensure accuracy and strong internal controls.
• Support year-end processes by reviewing Wage & Tax Registers, validating W-2 and 1099‑R accuracy, helping manage citywide year-end tasks, and responding promptly and effectively to tax agency inquiries.
• Lead or contribute to special projects, internal and external audits, and bargaining unit–related processes as part of maintaining high‑quality payroll operations and compliance.

Skills

Payroll processing

Team leadership

Data analysis

Excellent communication

Education

Bachelor’s degree in accounting, finance, or related field

Tools

Workday

PeopleSoft

Excel

Access

Job description

Position Description

The Office of City Finance (OCF) OCF is responsible for the financial operations of the City of Seattle. In partnership with the City's Budget Office. OCF oversees the City's financial control functions and enterprise reporting responsibilities and supports the goals set by the Mayor and the City Council by providing financial information and expertise. The Office of City Finance champions race and social justice and works progressively to realize the City's vision of racial equity by participating in the Race and Social Justice - RSJ, which requires fostering a relational culture and an openness to learn and apply new ideas and skills through an equity lens.

We are seeking a dynamic Citywide Payroll Operations Manager to lead payroll processing for all City employees. This role requires a skilled payroll professional with strong communication abilities and a commitment to continuous improvement. The Manager will direct end-to-end payroll operations, collaborate with more than 40 departments, and ensure high-quality service that meets all regulatory and policy requirements.

The Citywide Payroll Operations Manager should excel at leading teams, optimizing workflows, and enhancing HRIS and Workday/PeopleSoft systems. This leader will guide payroll technicians, strengthen cross-department partnerships, and drive efficient, accurate payroll operations. The ideal candidate brings strong analytical skills, proven supervisory experience, and a dedication to operational excellence and collaboration.

Job Responsibilities

Payroll Operations & Compliance

• Drive timely and accurate payroll delivery by proactively maintaining and updating the payroll system, ensuring departments quickly correct payroll errors, and authorizing manual check requests in compliance with established controls.
• Create, refine, and enforce payroll procedures aligned with City personnel policies and strictly adhering to Federal and State regulations, while reviewing and approving GL entries, journal entries, and account reconciliations to ensure accuracy and strong internal controls.
• Support year-end processes by reviewing Wage & Tax Registers, validating W-2 and 1099‑R accuracy, helping manage citywide year-end tasks, and responding promptly and effectively to tax agency inquiries.
• Lead or contribute to special projects, internal and external audits, and bargaining unit–related processes as part of maintaining high‑quality payroll operations and compliance.

Leadership & Team Development

• Supervise, lead, coach, and develop a team of payroll staff to deliver high quality, customer focused service.

Cross-Department Coordination & Customer Service

• Serve as the primary liaison between City Payroll Services, 40+ departments, and key operational units, actively strengthening cross department communication and issue resolution.
• Provide clear guidance, expert support, and responsive customer service to Citywide payroll staff.
• Serve as back‑up to other Payroll staff as needed and partner with the Citywide Payroll leadership on strategic initiatives and other assigned responsibilities.

Systems, Reporting & Projects

• Collaborate closely with HRIS developers and the City’s third‑party payroll provider to lead system testing, script development, and reporting enhancements leveraging Workday or similar system experience.
• Lead or contribute to special projects, internal and external audits, and bargaining unit related processes.

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

Minimum Qualifications

• Bachelor’s degree in accounting, finance, or a related field (or an equivalent combination of education, training, and experience).
• 5 years of hands‑on payroll processing experience.
• 3 years of management or supervisory experience with proven team leadership.
• Knowledge of payroll, labor distribution, accounting principles, IRS tax table, and other federal withholding regulations is required.

(A combination of appropriate education, training, certification, and experience will be evaluated on an individual basis for comparability to the minimum education and experience requirements.)

The most competitive candidate will have the experience and skills in:

• Advanced proficiency in Microsoft Excel and Access; ability to analyze, interpret, and present payroll data with clarity.
• At least 2-3 year of experience working in PeopleSoft, Workday, or comparable payroll/HRIS systems.
• Robust knowledge of payroll processing, fund accounting, general ledger operations, benefits administration, and pension plan requirements.
• Demonstrated success leading system, software, or application implementations, especially within HRIS or Workday environments.
• Exceptional leadership skills with a focus on accountability, coaching, and building high performing teams.
• Excellent written and verbal communication skills, with the ability to convey complex information clearly.
• Proven ability to establish and maintain strong business relationships across departments and stakeholder groups.

Additional Information

PAY

This full‑time position is classified as a Manager 1. The full salary range for this position is $51.88- $77.82 per hour. After a pay equity and budget analysis, the salary range for this role has been identified as $51.88- $64.00 per hour.

Workplace Schedule/Environment

Hybrid schedule with remote work flexibility (minimum 3 days/week in-office). Individual schedules will be agreed upon by the employee and their supervisor. Work is performed both in an office environment.

Collaborative, inclusive team environment.

Background Check:

Applicants must successfully pass a background check, which will be conducted in accordance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17. Applicants will be given a chance to explain or correct background information and provide verifiable information of good conduct and rehabilitation.

Why work at the City of Seattle?

The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.

Benefits

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City’s website at: https://www.seattle.gov/human-resources/benefits

Who May Apply

This position is open to all applicants that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The city encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experience.