Payroll Manager

Taleo; Cambridge (MA); On-site; USD 100,000 - 135,000; Full time

Job summary

The City of Cambridge is seeking a Payroll Manager for the Police Department to lead payroll operations, oversee timekeeping, ensure compliance with collective bargaining agreements and City policies, and supervise payroll staff.

This role collaborates with the Human Resources Manager, Labor Relations Manager, and Fiscal Manager to optimize payroll processes, resolve complex issues, and provide accurate reporting for budgets and audits.

Qualifications

• Bachelor’s degree in business or a related field.
• Five years as a payroll manager in a similarly sized organization.
• Experience with HRIS/ERP systems (e.g., PeopleSoft).
• Experience in a public-sector/union environment with collective bargaining agreements.

Responsibilities

• Lead daily payroll operations and timekeeping for the Police Department.
• Supervise payroll staff and ensure confidential handling of records.
• Oversee wage calculations, deductions, retroactive pay, and leave administration.
• Analyze HRIS data for audits, budget development, and reporting.

Skills

Payroll leadership

Timekeeping

HRIS/PeopleSoft

Budget reporting

Interpersonal communication

Policy interpretation

Diversity & inclusion

Education

Bachelor's degree in business or related field

Tools

PeopleSoft

HRIS

Job description

POSITION SUMMARY:

The Payroll Manager provides strategic and operational leadership for the Police Department’s payroll function. Reporting to the Director of Administration and Operations, the position oversees daily payroll operations, including the accurate and timely processing of payroll, time and attendance administration, payroll corrections, pay differentials, and related records and reporting. The Payroll Manager interprets and applies payroll provisions of collective bargaining agreements and City policies, resolves complex pay issues, supervises assigned payroll staff, and works with the Human Resources Manager, Labor Relations Manager, and Fiscal Manager on matters affecting payroll. The position identifies process improvements and strengthens payroll practices to support accurate, consistent, and equitable pay administration.

ESSENTIAL JOB FUNCTIONS AND DUTIES:

• Supervise union and nonunion Payroll staff, providing day-to-day guidance on payroll, leave administration, compliance, records management, and issue resolution; ensure accurate and confidential handling of personnel files and employment verifications.
• Oversee timekeeping and payroll processing, including wage calculations, overtime, stipends, deductions, pay‑rate changes, step increases, COLAs, retroactive pay, and FLSA adjustments; manage leave administration, resolve discrepancies, and maintain accurate payroll and leave records; prepare salary analyses and retroactive pay calculations to support collective bargaining processes.
• Generate, analyze, and reconcile HRIS and PeopleSoft data to support HR, payroll, fiscal operations, audits, and compliance requirements; prepare workforce and salary data for budget development, retirement calculations, and reporting to the Retirement Board.
• Collaborate with City Human Resources and Payroll on improvements to HR policies, processes, and systems, including payroll, time and attendance. Serve as the primary point of contact for employees and managers on payroll matters, including pay, time reporting, and deductions. Oversee the accurate and timely completion of weekly payroll, resolve discrepancies, coordinate required documentation and approvals, and implement payroll provisions of union contracts. Maintain knowledge of the Employee Manual, Civil Service Rules, collective bargaining agreements, and City policies; interpret and apply these policies to ensure consistent HR practices.
• Coordinate payroll training for supervisors and employees, including time reporting and payroll procedures. Review overtime expenditures; maintain the time and attendance system; oversee the processing of leave accruals, payroll corrections, and pay differentials; and respond to a high volume of payroll inquiries.
• Support special projects, including emergency or high‑priority initiatives; identify and implement process improvements in HR and administrative procedures; communicate relevant HR and operational changes to departmental employees.
• Perform other related duties as required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

QUALIFICATIONS:

Education/Experience

• Bachelor’s degree in business or a related field Five (5) years as a payroll manager in a similarly sized organization with diverse payrolls across multiple employment classifications.
• Proficiency with payroll software, with experience in HRIS or similar ERP systems (e.g., PeopleSoft).
• Experience in a unionized municipal or public-sector environment working with collective bargaining agreements and payroll and timekeeping systems.
• Demonstrated understanding of the role racial inequity plays in organizational and HR systems and in society.
• Ability to work and interact effectively with individuals and groups across diverse identities, cultures, backgrounds, and ideologies.
• An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, and Abilities:

• Knowledge of payroll functions, including calculations, reconciliations, and internal controls
• Current knowledge of federal and state regulations governing payroll, labor, and employment taxes.
• Excellent attention to detail to ensure payroll accuracy.
• Strong interpersonal and communication skills, with the ability to work with a wide range of internal and external customers.
• Strong project management skills, including the ability to oversee complex payroll projects, manage timelines, and collaborate with cross-functional teams to achieve project goals.
• Ability to drive process improvement initiatives and optimize payroll workflows.
• Strong analytical skills, with the ability to identify and resolve payroll discrepancies and to interpret complex payroll data and reports.
• Ability to provide excellent customer service to employees, and other stakeholders by ensuring timely, accurate payroll processing and effectively resolving payroll-related inquiries.
• Commitment to anti-racism, diversity, equity, and inclusion.
• Ability to work and interact effectively with individuals and groups across diverse identities, cultures, backgrounds, and ideologies.

SUPERVISION RECEIVED:

Works under the general direction of the Director of Administration and Operations, receiving broad policy guidance and administrative oversight, with substantial latitude to plan, prioritize, and oversee payroll operations in accordance with applicable laws, collective bargaining agreements, and City policies.

SUPERVISION EXERCISED:

Provides direct supervision to the Human Resources Analyst and Payroll Coordinator, including assigning and reviewing work, providing training and coaching, and evaluating performance to ensure consistent, high quality service delivery. Offers functional guidance and technical support to departmental leadership, managers, and supervisors on recruitment and onboarding, employee relations, performance management, policy interpretation, and other human resources processes. Supports the Labor Relations Manager and Fiscal Manager on matters involving payroll, including the implementation of collective bargaining agreement provisions, grievance-related pay issues, payroll records, and fiscal documentation. May coordinate temporary staff, interns, or consultants assigned to payroll projects or departmental initiatives.

WORK ENVIRONMENT:

Work is performed primarily in a professional office environment with regular use of computers, telephones, HRIS platforms, applicant tracking systems, and other standard office equipment. The position involves frequent interaction with employees, supervisors, union representatives, City staff, applicants, and members of the public, and may include multiple priorities, deadlines, confidential matters, interruptions, and employee-related issues in a fast-paced environment. Attendance at meetings, trainings, conferences, and off-site professional development programs may be required, including occasional evening commitments.

PHYSICAL DEMANDS:

Work is primarily sedentary and office-based, requiring prolonged periods of computer use and the ability to access, input, and retrieve information electronically. The position requires frequent communication in person, virtually, and by telephone; close visual attention when reviewing printed and electronic documents, HR records, reports, applications, and confidential materials; and the ability to maintain concentration and attention to detail while managing multiple assignments and deadlines. The position may require occasional standing, walking between other City department locations, bending, reaching, and lifting or carrying files, records, or office materials weighing up to 20 pounds.

The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.