Payroll Manager

Vaco by Highspring; Chula Vista (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

Vaco by Highspring is seeking a Payroll Manager to oversee multi-state payroll operations, ensuring accurate, timely processing and compliance across regions. This role partners with finance, HR, and leadership to maintain payroll integrity and governance.

The ideal candidate will be highly detail-oriented, well-versed in payroll regulations (including CA) and able to manage payroll systems, audits, and reporting with minimal supervision in a fast-paced environment.

Qualifications

• Bachelor's degree in Accounting, Finance, or related field and experience processing payroll.
• Strong understanding of payroll tax regulations, wage and hour laws, and multi-state payroll requirements.
• Knowledge of California payroll regulations and federal compliance requirements.
• Advanced Microsoft Excel skills and strong system proficiency.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong communication, organizational, and problem-solving skills.
• High level of professionalism, discretion, and attention to detail.
• Collaborative team player with excellent customer service skills.

Responsibilities

• Oversee end-to-end payroll processing for a multi-state employee population.
• Review and audit timekeeping records, identify discrepancies, and resolve payroll exceptions.
• Monitor time and attendance data and partner with management to address inconsistencies.
• Maintain employee payroll records, including pay rates, classifications, deductions, and status changes.
• Coordinate new hire setups, employee changes, and terminations within payroll and HRIS systems.
• Process payroll adjustments, off-cycle payments, and check corrections as needed.
• Import, validate, and reconcile payroll data between timekeeping and payroll systems.
• Ensure timely distribution of payroll payments through various payment methods.
• Prepare payroll-related reports, labor analyses, and workforce cost reporting.
• Complete payroll account reconciliations and monthly journal entries.
• Support internal and external audits by gathering documentation and responding to inquiries.
• Reconcile benefit deductions and vendor invoices, including retirement and healthcare programs.
• Assist with workers' compensation reporting, compliance, and audit support.
• Maintain compliance with federal, state, and local payroll regulations.
• Perform additional payroll and accounting-related duties as assigned.

Skills

Payroll regulations

Multi-state payroll

Excel proficiency

Attention to detail

Communication skills

Project management

Education

Bachelor's degree in Accounting or Finance

Tools

ADP payroll systems

HRIS systems

Job description

Our client is a growing, multi-state organization operating in the consumer products and services space. They are committed to operational excellence, innovation, and supporting a collaborative workplace culture.

Position Overview

Reporting to the Controller, the Payroll Manager will oversee all payroll operations and ensure the accurate and timely processing of payroll across multiple states. This role serves as the primary payroll subject matter expert and is responsible for compliance, reporting, audits, payroll accounting, and administration of payroll-related programs.

The ideal candidate is highly detail-oriented, knowledgeable in payroll regulations, and comfortable working independently while partnering with finance, HR, and leadership teams.

Key Responsibilities

• Oversee end-to-end payroll processing for a multi-state employee population.
• Review and audit timekeeping records, identify discrepancies, and resolve payroll exceptions.
• Monitor time and attendance data and partner with management to address inconsistencies.
• Maintain employee payroll records, including pay rates, classifications, deductions, and status changes.
• Coordinate new hire setups, employee changes, and terminations within payroll and HRIS systems.
• Process payroll adjustments, off-cycle payments, and check corrections as needed.
• Import, validate, and reconcile payroll data between timekeeping and payroll systems.
• Ensure timely distribution of payroll payments through various payment methods.
• Prepare payroll-related reports, labor analyses, and workforce cost reporting.
• Complete payroll account reconciliations and monthly journal entries.
• Support internal and external audits by gathering documentation and responding to inquiries.
• Reconcile benefit deductions and vendor invoices, including retirement and healthcare programs.
• Assist with workers' compensation reporting, compliance, and audit support.
• Maintain compliance with federal, state, and local payroll regulations.
• Perform additional payroll and accounting-related duties as assigned.

Qualifications

Required

• Bachelor's degree in Accounting, Finance, or related field and experience processing payroll, OR equivalent combination of payroll experience and education.
• Strong understanding of payroll tax regulations, wage and hour laws, and multi-state payroll requirements.
• Knowledge of California payroll regulations and federal compliance requirements.
• Advanced Microsoft Excel skills and strong system proficiency.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong communication, organizational, and problem-solving skills.
• High level of professionalism, discretion, and attention to detail.
• Collaborative team player with excellent customer service skills.

Preferred

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
• Experience processing payroll in multiple states.
• Experience with ADP payroll systems.
• Experience with ACA reporting and compliance.
• Experience supporting payroll audits, payroll accounting, and benefit reconciliations.

This opportunity is ideal for a payroll professional who enjoys owning the full payroll process while partnering closely with finance and HR leadership.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).