Manager, Payroll & Benefits Accounting Compliance

Position Summary

The Manager, Payroll & Benefits Accounting Compliance provides Finance oversight of payroll and employee benefits accounting, reporting, reconciliations, internal controls, and regulatory compliance for approximately 5,000 employees across California and Tennessee. This role does not process payroll or administer benefits; instead, it independently reviews activities performed by Payroll, HR, and third-party providers to ensure financial accuracy, compliance, and effective internal controls. Reporting to the Controller, this position serves as the primary Finance subject matter expert for payroll and benefits accounting compliance.

Essential Functions

Payroll Accounting & Compliance

• Review payroll-to-GL reconciliations, payroll liabilities, employee deductions, accrued compensation, benefits liabilities, and related balance sheet accounts.
• Review payroll journal entries, accruals, exception reports, and significant variances.
• Monitor federal, California, Tennessee, and local payroll tax filings, deposits, reporting deadlines, and compliance requirements.
• Validate timely and accurate payroll tax payments, filings, and supporting documentation.
• Coordinate resolution of payroll tax notices, penalties, amendments, and agency inquiries with Payroll, HR, Tax, and service providers.
• Identify payroll errors, unusual transactions, recurring exceptions, and control deficiencies.
• Monitor multi-state payroll compliance and payroll service-provider performance.

Benefits & Retirement Plan Accounting Compliance

• Review and reconcile employee benefit deductions, employer contributions, provider invoices, payments, and related GL accounts.
• Investigate discrepancies between payroll, benefits, and accounting records.
• Monitor 401(k) contribution accuracy, funding controls, and reconciliations.
• Support 401(k) audits, compliance testing, Form 5500 reporting, ACA reporting, workers' compensation audits, and other benefits-related audits.

Internal Controls & Compliance

• Maintain compliance calendars covering filings, payments, reconciliations, audits, and reporting requirements.
• Document, maintain, and test key payroll and benefits controls.
• Identify compliance risks, unreconciled balances, recurring errors, and late filings.
• Perform root-cause analysis, coordinate corrective actions, track issue resolution, and escalate material risks to the Controller.

Reporting & Audit Support

• Provide regular reporting on compliance status, audit findings, unresolved issues, regulatory notices, and corrective actions.
• Develop and monitor metrics related to reconciliations, filing timeliness, exceptions, and remediation efforts.
• Support financial, payroll tax, retirement plan, workers' compensation, and regulatory audits.
• Ensure records and documentation remain accurate, complete, and audit-ready.
• Recommend process, system, and control improvements.

Cross-Functional Responsibilities

• Serve as Finance liaison to Payroll and HR on payroll and benefits accounting compliance matters.
• Maintain clear separation between Payroll/HR operations and Finance oversight responsibilities.
• Coordinate with payroll providers, benefit administrators, auditors, consultants, insurance carriers, and retirement plan partners.
• Communicate compliance risks, financial exposure, and corrective actions to management.

Education & Experience

Required

• Bachelor's degree in Accounting, Finance, Business Administration, or related field (Master's preferred).
• 7 years of progressive experience in accounting, payroll accounting/compliance, payroll tax, benefits accounting, audit, or internal controls.
• Strong knowledge of payroll accounting, payroll-to-GL reconciliations, payroll liabilities, and balance sheet reconciliations.
• Working knowledge of federal and multi-state payroll tax compliance.
• Experience reviewing payroll and benefits processes within large or complex organizations.
• Knowledge of employee benefits and 401(k) accounting, reconciliations, and compliance processes.
• Advanced Excel and data analysis skills.
• Ability to work independently and challenge processes, results, and vendor performance when appropriate.

Preferred

• Experience supporting payroll and benefits compliance for 2,000 employees; experience with approximately 5,000 employees preferred.
• California payroll tax/compliance experience.
• Experience with major HCM/payroll systems and third-party payroll providers.
• Experience with Form 5500, ACA reporting, payroll tax audits, 401(k) audits, and workers' compensation audits.
• Manufacturing, industrial, or multi-site company experience.
• Experience documenting and testing internal controls.
• CPA, CPP, CIA, or similar certification.

Other Skills & Requirements

• Fully onsite position; must report onsite daily.
• Strong presentation, organizational, communication, and confidentiality skills.
• Ability to work independently across multiple locations.

Physical Requirements

• Occasionally lift up to 20 lbs.
• Ability to sit, stand, bend, stoop, and move throughout office, production, and warehouse environments.
• Occasional travel (less than 5%), including potential international travel.