Payroll & Human Resources Manager

Position Summary

The Payroll & HR Manager is responsible for the accurate and timely administration of company payroll and provides hands-on management and execution of key Human Resources operations, including HRIS administration, employee onboarding and offboarding, recruiting and applicant sourcing, electronic personnel records, compliance, reporting, performance management administration, and employee and manager support.

This position serves as the primary owner of weekly and bi-weekly payroll processing for 1,000+ employees and is responsible for maintaining accurate employee and payroll information within Paycom and other applicable company systems. The Payroll & HR Manager also supports companywide staffing efforts by maintaining job postings, managing applicant tracking systems, reviewing and screening candidates, and partnering with management to ensure timely recruiting activity.

As a member of the Human Resources team, this position develops strong working relationships with employees and management, provides day-to-day HR guidance, supports consistent application of company policies and procedures, and ensures HR processes are completed accurately, timely, and in compliance with applicable requirements.

Core Responsibilities

Payroll Management & Administration

• Own and process accurate and timely weekly and bi-weekly payrolls for 1,000+ employees.
• Review payroll data, timekeeping information, employee changes, deductions, and other payroll inputs for accuracy prior to payroll completion.
• Process employee compensation changes, garnishments, direct deposits, pay cards, tax withholding changes, authorized payroll deductions, and other payroll-related transactions.
• Audit payrolls and research and resolve payroll discrepancies in a timely manner.
• Serve as a primary resource for employees and managers regarding payroll, timekeeping, pay-related questions, and payroll procedures.
• Maintain accurate payroll records and documentation within the company's electronic systems.
• Monitor paid time-off accruals and balances.
• Prepare and distribute required weekly, periodic, and ad hoc payroll and workforce reports for HR leadership, management, and Executive Leadership.
• Process and audit payroll information for company affiliates as assigned.
• Maintain knowledge of applicable wage-and-hour laws and payroll requirements in all states in which the company operates.
• Identify payroll discrepancies, trends, and process concerns and implement or recommend appropriate corrective actions.
• Maintain payroll procedures, controls, and documentation to support accuracy, consistency, and compliance.
• Support payroll-related year-end and annual processes.
• Maintain confidentiality and appropriate controls over payroll and employee information.

HRIS & Employee Data Management

• Maintain accurate employee information within Paycom and other applicable HR systems.
• Coordinate and complete employee onboarding and offboarding processes.
• Manage employee lifecycle transactions including new hires, transfers, promotions, compensation changes, position changes, status changes, and terminations.
• Maintain complete and accurate electronic personnel files and HR records in accordance with company recordkeeping practices and applicable requirements.
• Monitor HRIS data integrity and identify and correct missing, inaccurate, or inconsistent employee information.
• Support the implementation, testing, and improvement of HRIS processes and functionality.
• Develop and maintain processes that support the company's paperless HR environment and ensure required employee documentation is appropriately stored electronically.
• Assist managers and employees with HR system access, functionality, and process-related questions.

Recruiting & Applicant Sourcing

• Assist in the completion of company staffing needs forms, recruiting trackers, and open-position reporting.
• Create, post, maintain, refresh, and close job postings on internal and external recruiting platforms.
• Manage recruiting activity within Workstream, Paycom, Indeed, and other applicant tracking or recruiting systems utilized by the company.
• Review applicant activity regularly and identify qualified candidates for open positions.
• Source candidates for assigned positions and support proactive recruiting efforts based on company staffing needs.
• Conduct initial applicant phone screens and determine appropriate next steps.
• Coordinate interviews with HR leadership, hiring managers, and other company leaders as appropriate.
• Monitor recruiting activity and provide reports regarding open positions, applicant volume, interview activity, and hiring progress.
• Support recruiting initiatives, hiring events, and other talent acquisition projects as needed.

Human Resources Operations & Employee Support

• Develop strong working relationships and rapport with management and employees throughout the organization.
• Provide day-to-day HR guidance and coaching to managers regarding company policies, procedures, employee relations, performance, attendance, workplace concerns, and general HR practices.
• Partner with HR leadership on employee relations matters and escalate significant or sensitive matters as appropriate.
• Support consistent application of company policies and HR practices across company locations.
• Respond to employee and manager HR questions and provide timely, professional customer service.
• Conduct employment verifications for current and former employees in accordance with company procedures.
• Support compliance with applicable federal, state, and local employment requirements.
• Assist with employee and customer accident and incident administration, documentation, and follow-up.
• Assist in the development and implementation of HR plans, processes, procedures, forms, communications, and programs.
• Support companywide HR initiatives and special projects as assigned.

HR Reporting, Records & Company Administration

• Maintain company HR resources including organization charts, employee directories, store lists, and other HR-related information on company systems and the intranet.
• Maintain accurate HRIS records and compile reports from HR databases as required.
• Prepare recurring and ad hoc HR reports for HR leadership, management, and Executive Leadership.
• Maintain accurate electronic HR documentation and ensure information is appropriately organized, retained, and accessible within authorized company systems.
• Coordinate HR-related supply ordering and equipment needs for stores, new hires, and the corporate office as assigned.
• Provide administrative and project support to the Human Resources Department and Executive Leadership as needed.
• Participate in company meetings, HR meetings, seminars, training programs, and other professional development opportunities.
• Provide managers with information and administrative support related to performance review processes.
• Maintain accurate records of completed performance reviews and other required performance documentation within the appropriate electronic systems.

Field & Multi-Location Support

• Support HR operations across all company locations and states.
• Conduct site visits to company locations as needed to support management, employees, recruiting, training, compliance, and other HR initiatives.
• Maintain awareness of state-specific employment requirements applicable to company locations.
• Partner with field management to identify and address payroll, staffing, employee, and HR operational needs.
• Provide responsive HR support in a fast-paced, multi-location retail environment.

Authority 

The Payroll & HR Manager has primary responsibility for the day-to-day execution and accuracy of company payroll and assigned HR operational processes within established company policies, procedures, and legal requirements.

The Payroll & HR Manager is authorized to review and correct payroll and employee data, administer established HR processes, provide guidance to managers regarding routine HR and payroll matters, manage recruiting and applicant-tracking activities, and identify and implement process improvements within the scope of the position.

Significant employee relations matters, exceptions to company policy, material compensation decisions, significant payroll issues, and matters involving legal or organizational risk are escalated to the Senior Director of Human Resources or appropriate HR leadership.

Job Requirements

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• Minimum of three years of Human Resources, payroll, HRIS, recruiting, or related retail experience; experience supporting a multi-location organization preferred.
• Payroll processing experience strongly preferred.
• Experience with Paycom or a comparable HRIS/payroll system preferred.
• Experience with applicant tracking and recruiting platforms preferred.
• Working knowledge of payroll practices, wage-and-hour requirements, and general employment laws.

Skills & Competencies

• Strong proficiency with Microsoft Office, including Excel, Outlook, Word, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail.
• Ability to analyze information, identify discrepancies, and resolve problems independently within the scope of the position.
• Strong interpersonal, coaching, and conflict-resolution skills.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and payroll information.
• Strong sense of urgency, accountability, and follow-through.
• Ability to thrive in a fast-paced, multi-location retail environment.
• Reliable transportation and willingness to travel to company locations as business needs require.
• Flexible schedule with the ability to work occasional evenings or weekends when business needs require.
• Reliable transportation, valid driver’s license, and willingness to travel extensively across the region