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Position Summary: The Manager of Payroll Services is responsible for overseeing all aspects of multi-state U.S. payroll processing and compliance for the Firm. This role ensures employees are paid accurately and on time, manages payroll systems, and keeps the firm in compliance with all applicable laws and regulations. The Manager of Payroll Services collaborates across Finance and HR to support overall firm operations. This position oversees two company codes.
Reporting Structure: Reports to Chief Financial Officer (CFO)
Principal Duties and Responsibilities:
Oversee the preparation and processing of multi-location (NY, CA, FL, MO, D.C.) semi-monthly U.S. payrolls for Legal and Non-Legal staff and process monthly & supplemental payrolls for the partnership.
Ensure payroll is processed in an accurate, compliant, and timely manner.
Review and prepare overtime and hourly import templates for non-exempt employees.
Review and approve garnishment checks.
Approve payroll summaries and wire transfer documents for payroll funding.
Preparation and processing of year end payroll for W2 production.
Proficient handling of all Visa types for payroll processing.
Prepare for annual changes with payroll processing, including deleting goals as needed, updating 401k catch up goals, running a preview payroll to check that ADP has updated Paid Family Leave tables with the new amounts for the current year. etc.
Provide accurate payroll reports and analysis to management, as needed.
Maintain and update payroll records and systems to ensure accuracy and confidentiality.
Code, input and verify master file and pay data related entries and changes.
Monitor the accurate processing of new hires, transfers, promotions, terminations, leaves of absence, salary increases and benefits.
Update Visa schedule for all new hires on a Visa or whenever there is a change in Visa status.
Coordinate with Finance and HR to ensure proper flow and maintenance of employee data.
Prepare and distribute semi-monthly, monthly, supplemental, quarterly and annual year end reports.
Import enrollment elections, changes, loans received from 401k provider on a weekly basis.
Interface with HHR 401k Pension Plan Administrator for annual profit-sharing eligibility and contributions.
File payroll documents in employee personnel folders in DeskSite.
Upload documents and emails to DeskSite record keeping system on a daily basis. Review stored documents and emails to be in compliance with record keeping requirements. Delete records that have exceeded retention requirements.
Collaborate with Finance:
Reconcile payroll-related general ledger accounts.
Process year-end reporting including W-2s and other required tax documents.
Process 3E General Ledger Infolink files, upload files to secure server for the Director of Taxation. Implement changes to ADP's General Ledger Tables as needed.
Prepare reports for annual budget for Finance team as requested.
Manage payroll audits and respond to inquiries from internal and external stakeholders.
Prepare documents for annual Workers Compensation Audit.
Prepare documents for semi-annual payroll and 401k plan audits.
Review custom ADP preview payroll audit reports created in house for accuracy for semi-monthly, supplemental, and monthly payroll processing prior to payroll transmission.
Support internal audits related to payroll.
Prepare and upload monthly Department of Labor reports for NY and DC offices as requested.
Stay up to date on changes to tax regulations, labor laws, and payroll best practices:
Review, improve and document payroll policies and procedures.
Ensure compliance with federal, state and local payroll, wage and hour statutory reporting and filing requirements.
Participate in professional and educational webinars and read professional publications to keep current on legislative and administrative changes affecting payroll.
Run and upload the California Paydata Report to the California agency to be in compliance with the statutory requirement which is typically done in early May.
Lead and train payroll staff, and support payroll-related projects such as system upgrades or policy changes:
Train, supervise and coordinate activities of payroll staff.
Prepare annual review of payroll staff.
Interview staff for payroll department position as needed.
Manage payroll workload to meet operational requirements.
Project manage ADP system upgrades and coordinate 401k system upgrades and implementations with Pension Plan Administrator.
Serve as the primary contact for questions or concerns regarding payroll.
Answer emails and phone inquiries.
Prepare all special pay requests and wires.
Interface with ADP's Account Manager on a recurring biweekly basis via Webex and with ADP's report-writing team as needed.
Perform other duties as assigned.
Position Specific Skills and Requirements:
Strong knowledge and significant experience utilizing ADP's Workforce Now payroll system, including reporting, and Microsoft Excel.
Excellent analytical, organizational and communication skills.
Ability to work independently, prioritize assignments, work in a fast-paced environment, and meet strict deadlines.
Proficient utilizing Microsoft Word and Outlook required.
Experience working with the following application a plus: Chrome River (invoice processing), iManage Desksite, 3E General Ledger.
Education and General Requirements:
Bachelor's degree in Accounting, Finance or a related field.
8-10+ years of payroll experience, with at least 5 years in a supervisory or management role.
In-depth understanding of payroll tax laws and compliance requirements.
Experience working in a law firm or professional services environment.
Certified Payroll Professional (CPP) designation a plus.
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Hughes Hubbard & Reed LLP
$150,000-$175,000
401(k)
Apr 16, 2025