PAYROLL MANAGER

H.T. Prof Executive Search; New York (NY); Hybrid; USD 75,000 - 120,000; Full time

Job summary

Htprof is seeking a Payroll Manager to oversee end-to-end payroll for salaried, hourly, and grant-funded employees in a complex nonprofit. You will ensure accurate, timely payroll and compliance with federal, state, and local wage and tax laws, while partnering with HR and Finance to maintain payroll integrity.

The ideal candidate holds a bachelor’s degree, 3–5 years of payroll experience, and hands-on experience with UKG Ready.

Qualifications

• Bachelor's degree in related field is required.
• 3–5 years of payroll administration experience, preferably in nonprofit or multi-site setting.
• Experience managing payroll with multiple funding sources or grants is strongly preferred.
• Solid knowledge of payroll laws, tax regulations, and wage and hour requirements.
• Proficiency with UKG Ready and MS Excel.
• Bookkeeping experience is a plus.
• High accuracy, confidentiality, and strong organizational skills.
• Excellent communication and interpersonal skills.

Responsibilities

• Manage end-to-end payroll processing for salaried, hourly, and grant-funded employees.
• Ensure payroll is processed accurately and on schedule in compliance with laws and policies.
• Review and approve payroll registers, tax filings, and wage payments.
• Maintain payroll calendars, pay periods, deadlines, and year-end processing.
• Ensure compliance with federal, state, and local payroll laws.
• Oversee payroll tax filings, W-2s, 1099s, and other reports.
• Respond to payroll audits and coordinate with external auditors as needed.
• Monitor changes in payroll regulations and implement updates.
• Maintain payroll systems and employee records with confidentiality.
• Collaborate with HR on onboarding, offboarding, and status changes.
• Reconcile payroll accounts with Finance for GL postings.
• Support payroll system upgrades, testing, and process improvements.
• Serve as point of contact for payroll inquiries from employees and managers.
• Resolve payroll discrepancies, adjustments, and corrections timely.
• Provide guidance on pay, deductions, benefits, and timekeeping policies.
• Develop and document payroll procedures and internal controls.
• Identify opportunities to improve efficiency, accuracy, and compliance.

Skills

Payroll processing

Attention to detail

Analytical skills

Problem solving

Communication skills

Cross-functional collaboration

Organization

Education

Bachelor's degree

Tools

UKG Ready

MS Excel

Job description

The Payroll Manager is responsible for overseeing and administering all aspects of payroll processing to ensure accurate, timely, and compliant payroll for employees across the organization. This role ensures adherence to federal, state, and local wage and tax regulations, supports internal controls, and partners closely with Fiscal and HR to maintain payroll integrity within a complex nonprofit environment.

Key Responsibilities

• Manage end-to-end payroll processing for salaried, hourly, and grant-funded employees.


• Ensure payroll is processed accurately and on schedule in compliance with all applicable laws and organizational policies.


• Review and approve payroll registers, tax filings, and wage payments prior to submission.


• Maintain payroll calendars, including pay periods, deadlines, and year-end processing.


• Ensure compliance with federal, state, and local payroll laws, including wage and hour regulations.


• Oversee payroll tax filings, W-2s, 1099s, and other required reports.


• Respond to payroll audits and coordinate with external auditors as needed.


• Monitor changes in payroll regulations and implement updates accordingly.


• Maintain payroll systems and employee records, ensuring confidentiality and data accuracy.


• Collaborate with HR to ensure accurate onboarding, offboarding, and employee status changes.


• Reconcile payroll accounts and work closely with Finance on general ledger postings.


• Support payroll system upgrades, testing, and process improvements.


• Serve as a point of contact for payroll-related inquiries from employees and managers.


• Resolve payroll discrepancies, adjustments, and corrections in a timely manner.


• Provide guidance on pay, deductions, benefits, and timekeeping policies.


• Develop and document payroll procedures and internal controls.


• Identify opportunities to improve efficiency, accuracy, and compliance.

Qualifications

• Bachelor’s degree in related field required.


• Minimum of 3–5 years of payroll administration experience, preferably in a nonprofit or multi-site organization.


• Experience managing payroll for a workforce with multiple funding sources or grants strongly preferred.


• Strong knowledge of payroll laws, tax regulations, and wage and hour requirements.


• Proficiency with payroll systems preferably UKG Ready.


• Bookkeeping experience is a plus.


• High level of accuracy, attention to detail, and confidentiality.


• Strong organizational, analytical, and problem-solving skills.


• Excellent communication and interpersonal skills.


• Demonstrates strong ability to work collaboratively in a cross-functional environment.


• Proficiency in MS Excel.


• Ability to sit for extended periods and work at a computer.


• Ability to communicate effectively in person, by phone, and electronically.


• Occasional flexibility to work extended hours during payroll processing and year-end reporting.