Finance Payroll Manager (N15)

The City of Annapolis is seeking an experienced and highly skilled Payroll Manager to lead end-to-end payroll operations for all City employees on a bi-weekly payroll cycle. This position sits within the Finance Department and reports directly to the Deputy Finance Director. The Payroll Manager will be responsible for accurate and timely payroll processing using the City's payroll and Enterprise Resource Planning (ERP) system, ensuring full compliance with federal, state and local regulations. This role manages payroll complexities involving four collective bargaining units, prepares Maryland State Retirement and Pension System (MSRPS) reports, and coordinates payroll-related journal entries with the Accounting division. The City's Finance Department is actively modernizing its operations - standardizing processes, developing formal Standard Operating Procedures (SOPs), and strengthening internal controls. The Payroll Manager will play a key role in sustaining this momentum and driving continued improvements to payroll procedures and documentation. This position is ideal for a detail-driven payroll leader who thrives in complex municipal environments, values process improvements, and is ready to help shape a more resilient finance operation.

Payroll Processing & Compliance

• Process and review the bi-weekly payroll for approximately 700 City employees across all departments with precision and adherence to deadlines.
• Ensure accurate calculation of wages, overtime, shift differentials, union stipulations, deductions, and benefits.
• Maintain compliance with federal, state, and local payroll regulations, including Fair Labor Standards Act (FLSA), Internal Revenue Service (IRS) withholding rules, and Maryland state tax laws.
• Manage payroll for four collective bargaining units, ensuring proper application of union contract provisions such as step increases, longevity pay, specialty pay and leave accruals.
• Partner with Risk Management for worker's compensation payments and related payroll adjustments Financial Integration & Close Support
• Initiates payroll journal entries, reconciliations and wire processing related to the City's ERP system, coordinating with both the Accounting and Accounts Payable teams ensuring proper General Ledger posting and disbursement activities
• Support month-end and year-end close activities, including reconciliation of payroll accounts across the payroll platform, ERP and banking systems
• Reconcile employee benefit accounts (FSA, HAS, dependent care) against payroll deduction records on a monthly basis Tax, Retirement & Regulatory Reporting
• Oversee payroll tax compliance including quarterly Form 941 filings, annual W-2 processing and distribution (January 31 deadline), and reconciliation of tax liabilities.
• Prepare and submit state retirement reports and coordinate contributions with the MSRPS.
• Respond to internal and external audits, ensuring proper documentation and controls.
• Maintain accurate recordkeeping and data in accordance with retention requirements. Systems & Process Improvement
• Serve as the department's subject-matter expert on the City's payroll and Human Resources Information System (HRIS) platform(s), ensuring effective day-to-day use and optimization.
• Collaborate with Information Technology (IT), Human Resource (HR), and Finance teams to refine payroll workflows, enhance automation, and reduce manual processing
• Develop and maintain formal SOPs for all payroll functions
• Recommend and implement process improvements to strengthen internal controls, improve efficiency, and ensure appropriate separation of duties Communication & Training
• Serve as the primary point of contact for payroll-related questions from employees, supervisors, and department heads across all City departments.
• Partner with HR regarding employee changes, onboarding/separation processing, leave management (including Family & Medical Leave Act), benefits integrations, and union contract updates.
• Provide training to Finance staff and department timekeepers on payroll systems, processes, and procedural changes
• Participate in weekly Finance Department meetings, Accounting team meeting, and cross-functional coordination as needed.

Knowledge, Skills, and Abilities

• Certified Payroll Professional (CPP) designation required
• Experience processing payroll for medium to large organizations (500+ employees).
• Strong knowledge of union payroll rules, collective bargaining agreements, and public sector payroll practices.
• Prior experience with municipal payroll platforms, ERP systems, and HRIS tools; system optimization experience highly desirable.
• Working knowledge of payroll tax laws, state retirement requirements, and regulatory reporting.
• High proficiency in Excel and financial data analysis.
• Excellent organizational, communication, and critical thinking skills.
• Ability to develop and document standard operating procedures. Minimum Qualifications
• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a closely related field from an accredited institution;
• Minimum 5 years of progressive payroll experience, with municipal or government payroll strongly preferred; and
• Certified Payroll Professional (CPP) designation required. Preferred Qualifications
• Experience in a city, county, or state government payroll environment.
• Prior involvement in payroll system optimization, post-implementation stabilization, or large-scale system upgrades.
• Knowledge of Maryland employment and payroll statutes.
• Experience managing payroll in a multi-union environment.
• Familiarity with ERP general ledger and journal entry workflows.

Physical/Mental Demands:

The work is primarily sedentary, requiring the exertion of up to 10 pounds of force occasionally to move objects. Essential physical abilities include manual dexterity for repetitive motions and reaching, as well as the visual and auditory acuity needed to perceive information and operate office equipment. The position also requires high mental acuity to make rational decisions through sound logic and deductive processes.

Work Environment:

Work is performed in a safe and secure work environment.