Payroll Manager

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Payroll is not a back-office function at Hope the Mission. It is a direct service to the people who show up every day to serve people experiencing homelessness. When payroll is accurate and on time, staff can focus on the work. When it isn't, trust erodes fast.

Reporting to the Sr. Director of Finance and Accounting and the CFO, the Payroll Manager is responsible for the timely and accurate processing of all Hope the Mission payroll. This role oversees bi-weekly payroll processing for approximately 850 employees, manages cost allocation and funding source tracking, ensures compliance with federal and California payroll law, coordinates with HR on employee data, and leads and develops the payroll team.

This is a high-accountability role with no tolerance for errors. The Payroll Manager sets the standard for accuracy, confidentiality, and responsiveness across all payroll functions.

Responsibilities

Payroll Processing and Administration

• Ensure accurate and timely bi-weekly payroll processing including salaries, wages, bonuses, and deductions

• Manage all parts of the bi-weekly payroll cycle and ensure each component is delivered on time

• Ensure all employee work hours are accurately recorded and that vacation and sick leave are properly tracked and entered into the payroll system

• Update payroll records accurately including changes to tax withholdings, insurance benefits, 401(k) deductions, garnishments, job titles, departmental transfers, organizational changes, and employee status updates

• Process final paychecks at employment resignation or termination

• Facilitate the resolution of paycheck errors in coordination with the Sr. Director of Finance and Accounting and CFO

Compliance and Recordkeeping

• Maintain compliance with federal, state, and local payroll laws and regulations

• Maintain knowledge of all organizational and government contract terms affecting payroll and provide guidance to department management and staff as needed

• Ensure all cost allocations and funding sources are accurately tracked and reflected within the payroll system

• Manage employee payroll records and ensure data confidentiality and security

• Prepare and complete employment verification documentation and provide it to appropriate agencies on time

• Support internal and external audits related to payroll functions

Systems and Process Improvement

• Administer payroll system updates, testing, and process improvements

• Implement best practices to improve payroll efficiency and accuracy

• Coordinate with Human Resources to verify and maintain accurate employee data including new hire onboarding records

Team Leadership

• Provide leadership and guidance to payroll staff maintaining organization, productivity, and adherence to established deadlines

• Build and develop the payroll team under the direction of senior management as organizational needs grow

• Perform other duties as assigned

Requirements

• Must pass pre-employment criminal background screening

• Must pass pre-employment drug and alcohol screening

• Must provide proof of legal authorization to work in the United States

• Must comply with all organizational policies including safety, confidentiality, and conduct standards

• Minimum typing speed of 65 WPM required

• Valid California Driver's License required (confirm whether regular driving is expected and add MVR if applicable)

• Must be able to lift up to 30 pounds

Qualifications

• High school diploma or GED required; bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred

• Minimum 5 years of payroll experience including supervisory or management experience

• Strong knowledge of federal and California labor and payroll laws

• ADP Workforce Now experience preferred

• Experience with cost allocation and multi-funding-source payroll tracking preferred

Skills

• Process high-volume, multi-component payroll accurately and on deadline with zero tolerance for errors

• Apply federal and California payroll law correctly and consistently

• Manage and develop a payroll team with clear direction and accountability

• Coordinate effectively with HR, Finance, and department leadership on employee data and payroll matters

• Identify and resolve payroll discrepancies and errors quickly and professionally

• Maintain strict confidentiality in handling employee payroll records and sensitive financial information

• Anticipate department needs and maintain productivity with minimal oversight

• Communicate clearly and professionally in writing and verbally with staff, management, and external agencies

• Exercise sound judgment and work well with others under pressure and strict deadlines

• Proficient in ADP Workforce Now, Microsoft Excel, Mac operating systems, and database applications

Mandatory Requirements

• Background Screening – Employment is contingent upon the successful completion of  background checks as required per worksite.

• Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.

• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.

• Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US.

• Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

Physical, Demands, Environmental Conditions, Equipment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend,  squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as  files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with  hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with  the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative  and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of  the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings  that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing. 

Work Environment

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training. 

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.