Payroll Manager

Capstone CPAs, LLC; Bend (OR); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

401(k) match

Health insurance

Dental insurance

Vision insurance

Paid time off

Certification support

Job summary

Capstone CPAs, LLC seeks an organized Payroll Manager to oversee daily payroll operations, ensure federal, state, and local compliance, and lead a team of payroll specialists. You will drive process improvements, coach staff, and serve as a technical expert guiding complex reporting and client inquiries.

We value hands-on experience with Payroll Relief/ADP/Gusto/QuickBooks and strong Excel skills, along with CPP/FPC preference.

Qualifications

• 3+ years in a Team Lead/Supervisory payroll role managing staff workflows.

Responsibilities

• Directly lead, mentor, and guide payroll specialists in daily assignments and professional development.
• Primary escalation point for complex client scenarios, state agency compliance, and system troubleshooting.
• Lead training and onboarding for new payroll specialists and cross-departmental staff.
• Standardize departmental checklists, lead sheets, and reference guides for consistency.
• Enforce security protocols, including credential management tools for multi-agency portal access.
• Oversee payroll processing to ensure high accuracy and timeliness.
• Conduct thorough reviews of payroll tax filings, reconciliations, and wage statements.
• Manage high-priority payroll notices, agency inquiries, and audit requests.
• Monitor client payment approvals per internal thresholds.
• Maintain accurate time-tracking and WIP logging in ERP systems.
• Ensure compliance with multi-state labor laws, overtime, and pay equity.
• Communicate with leadership and clients regarding tax compliance and scheduling.
• Audit unemployment, paid family leave, and workers’ compensation reporting.

Skills

Team leadership

Payroll processing

Multi-state payroll tax compliance

Advanced Excel

Credential management tools

Coaching/team development

Form 941/940 knowledge

State portal navigation

Education

Associate or Bachelor’s degree in Accounting/Finance/Business Admin

CPP or FPC certification (preferred)

Tools

Payroll Relief

ADP

Gusto

QuickBooks Payroll

ERP systems

Job description

About Us

We are a multifaceted CPA firm with 16 offices across the Pacific Northwest providing financial and tax planning to our business and personal clients by offering payroll, bookkeeping, auditing, and tax services. We have close relationships with financial advisors and family attorneys which enable us to provide a full array of services to our clients under one roof.

The Job

We are seeking an organized, detail-oriented, and experienced Payroll Manager to oversee daily payroll operations, ensure compliance with federal, state, and local wage regulations, and lead team workflows. The Payroll Manager will serve as a technical subject-matter expert and people leader, guiding payroll specialists through complex reporting, client inquiries, and state agency portal management while driving process improvements and quality control across team operations.

Qualifications for this position:

• Minimum 3+ years of experience in a Team Lead, Supervisory, or Senior/Lead Payroll Specialist role managing staff workflows and reviewing work output
• 3-5+ years of full-cycle payroll processing and multi-state payroll tax compliance experience
• Associate or Bachelor's degree in Accounting, Finance, Business Administration, or equivalent practical experience
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) highly preferred
• Hands-on expertise with payroll platforms (e.g., Payroll Relief, ADP, Gusto, QuickBooks Payroll, or enterprise ERP systems)
• Advanced Excel skills
• Familiarity with secure credential management tools (e.g., Keeper, Bitwarden)
• Proven leadership and coaching capabilities with a history of developing team members
• Deep understanding of multi-state payroll tax laws, Form 941/940 reconciliations, and state portal navigation
• Excellent organizational skills with the ability to manage team priorities under strict deadlines

What do we need you to do?

• Directly lead, mentor, and guide payroll specialists in their daily assignments and professional development.
• Serve as the primary escalation point for team members on complex client scenarios, state agency compliance, and system troubleshooting.
• Lead training and onboarding for new payroll specialists and cross-departmental staff transitioning into payroll roles.
• Standardize departmental checklists, lead sheets, and reference guides to maintain quality and consistency across team deliverables.
• Enforce security protocols across the team, including secure credential management tools (e.g., Keeper) for multi-agency portal access.
• Oversee and review payroll processing to guarantee high accuracy and timeliness.
• Conduct thorough technical reviews of payroll tax filings, quarterly/annual reconciliations, and wage statements prepared by team members.
• Manage high-priority payroll notices, agency inquiries, and audit requests from state and federal taxing authorities.
• Monitor client payment approvals, adhering strictly to internal authorization thresholds (e.g., written confirmations for payments exceeding internal policy limits).
• Maintain accuracy in team daily time-tracking and WIP (Work in Progress) logging within company ERP systems.
• Ensure strict adherence to multi-state labor laws, overtime rules, pay equity standards, and special payroll provisions (e.g., agricultural tax, seasonal wage exclusions, or paid leave programs).
• Maintain clear, professional communication with internal leadership and external clients regarding tax compliance, payment scheduling, and client offboarding workflows.
• Audit and verify state unemployment (SUI), paid family leave, and workers’ compensation reporting across active jurisdictions.

What’s in it for you?

• Competitive wages, paid time off, and paid holidays.
• Professional certification support.
• Full-time, Monday through Friday schedule, with additional seasonal availability during quarter-end and year-end closing periods.
• Growing organization that is looking for people who want to do better for themselves, their teammates and their clients. If you love helping others be successful, this is the job for you.

Although we take our work very seriously, we don't take ourselves too seriously. This is more than just a place to get through the work day. We enjoy our work and our time together! If this sounds like what you're looking for, we encourage you to apply. Pay determined based on experience and education.

Benefits:

• 401(k) match
• Health, Dental, Vision Insurance
• Paid Time Off
• Professional certification support