Payroll Manager United Mechanical San Jose, CA Job Details Full-time $140,000 - $175,000 a year 12 hours ago Qualifications Accounting systems Financial close processing Internal controls Data validation techniques Team leadership Spreadsheets Financial compliance audits Closing the books Time & attendance systems General management Audit support Full Job Description The Payroll Manager provides leadership, accounting oversight, and operational control of the payroll function. This role is responsible for payroll general ledger reconciliation, payroll accounting, month end and year end close support, tax compliance, union reporting, audits, internal controls, system integrity, and the development of the payroll team. The position ensures payroll activity is accurate, properly recorded, compliant, and supported by effective controls and documented procedures. Responsibilities Payroll Accounting and General Ledger Own the payroll general ledger reconciliation process and ensure payroll activity is accurately reflected in the financial statements. Prepare, review, or approve payroll journal entries and provide payroll accounting support for month end and year end close. Reconcile payroll cash, accrued wages, payroll taxes, deductions, benefits, garnishments, union contributions, and other payroll related liability accounts. Research and resolve payroll accounting discrepancies in partnership with Accounting and Finance. Maintain supporting schedules, reconciliations, approval documentation, and audit trails for payroll related accounts. Payroll Leadership and Weekly Payroll Oversight Provide overall leadership and accountability for the accurate and timely processing of weekly payroll for union and nonunion employees. Lead, develop, and support the Payroll Supervisor and payroll team by establishing clear responsibilities, deadlines, review expectations, and backup coverage. Serve as the escalation point for complex payroll, accounting, tax, compliance, union, employee, and system issues. Ensure payroll issues are fully researched, documented, corrected, and communicated to the appropriate parties. Reinforce accountability, responsiveness, accuracy, customer service, and follow through throughout the payroll department. Payroll Controls, Audits, and Risk Management Design, implement, and maintain payroll controls, approval workflows, reconciliation standards, audit procedures, and error prevention measures. Lead payroll audits and respond to requests from external auditors, taxing authorities, government agencies, unions, benefit providers, and other outside parties. Identify payroll risks, control gaps, and root causes and implement sustainable corrective actions. Maintain appropriate payroll system access, segregation of duties, confidentiality, and security controls. Payroll Tax and Multistate Compliance Oversee federal, state, and local payroll tax filings, payments, registrations, notices, reconciliations, and compliance requirements. Coordinate quarter end and year end payroll activities, including tax reconciliations, W 2 processing, corrections, and agency reporting. Research and resolve payroll tax notices, filing discrepancies, jurisdiction issues, and employee withholding concerns. Monitor payroll requirements in each state where United Mechanical has employees or performs work. Union Payroll, Certified Payroll, and Public Works Compliance Oversee compliance with collective bargaining agreements, union wage rates, classifications, fringes, deductions, reporting requirements, and contribution deadlines. Review union reporting and trust fund reconciliations and ensure discrepancies are researched and corrected. Oversee certified payroll, prevailing wage, and public works reporting through LCPtracker, DIR, VTA, and other required systems. Ensure union and certified payroll records are complete, accurate, and maintained for audit readiness. Payroll Systems, Reporting, and Process Improvement Lead the payroll transition from Sage to Miter, including parallel payroll testing, data validation, issue tracking, procedure development, and team training. Identify opportunities to improve payroll efficiency, consistency, automation, documentation, and employee service. Maintain payroll procedures, controls, system access, and data integrity across payroll and related systems. Partner with Human Resources, Accounting, Information Technology, and Project Administration, on payroll system and process improvements. Communication, Confidentiality, and Cross Functional Partnership Communicate professionally with employees, leaders, unions, vendors, auditors, and internal business partners. Partner with Human Resources and Accounting on employee changes, payroll data integrity, funding, reconciliations, liabilities, financial reporting, and close activities. Maintain payroll and employee information in a confidential and secure manner. Required Qualifications Minimum seven years of progressive payroll experience, including at least three years of payroll leadership or management experience. Strong payroll accounting and general ledger reconciliation experience required. Experience preparing payroll journal entries and supporting month end and year end close required. Experience managing complex, high volume, and deadline driven payroll. Experience leading payroll controls, audits, reconciliations, and corrective action plans. Advanced Microsoft Excel skills and strong experience with payroll, timekeeping, and accounting systems. Strong leadership, organizational, analytical, problem solving, and communication skills. Preferred Qualifications Bachelor's degree in Accounting, Finance, Business Administration, or a related field. Experience with union construction payroll, certified payroll, prevailing wage, public works reporting, and collective bargaining agreements. Experience managing multistate payroll and leading payroll system implementations or conversions. Experience with Sage, Miter, or similar payroll systems; CPP certification preferred. United Mechanical is an Equal Opportunity Employer and embraces diversity in our employee population. We provide equal opportunity to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, special disabled veteran, marital status, pregnancy, genetic information, or any other legally protected status.