Job Title

HR & Payroll Manager POSITION OVERVIEW The HR & Payroll Manager is responsible for the day-to-day execution and management of all Human Resources, Benefits, Immigration, HRIS and Payroll operations for the organization. Reporting to the Sr. Director of Human Resources, with a dotted-line to the Sr. Director of Accounting for payroll functions, this role owns the full employee lifecycle from an operational standpoint and serves as the primary point of contact for employees, managers, vendors, and external partners. The HR & Payroll Manager personally executes operational processes end-to-end and ensures accuracy, consistency, and compliance with company policies and applicable laws. KEY RESPONSIBILITIES HR Operations & Employee Lifecycle: Own and manage all day-to-day HR operations, serving as the primary HR contact for employees and managers. Oversee and administer the full employee lifecycle, including onboarding, offboarding, job changes, compensation updates, leaves of absence, and employment status changes. Manage and coordinate employee leaves and accommodations, including coordination of documentation, payroll and benefits impacts, and compliance requirements. Support performance management, disciplinary processes, and terminations from an administrative and compliance perspective. Maintain and regularly update core HR documentation and materials, including the employee handbook, job descriptions, onboarding and offboarding materials, and HR process documentation, ensuring accuracy, consistency, and compliance. Payroll Processing & Payroll Management: Process bi-weekly payroll across multiple states, including timecard collection, validation, payroll execution, and calculations for overtime, commissions, reimbursements, and other variable pay. Manage multi-state payroll compliance, including researching and registering payroll tax accounts in new states, setting up tax codes and withholdings, and ensuring ongoing accuracy for all federal, state, and local taxes. Track employee work locations and client assignments to ensure accurate state and local tax withholdings and reporting. Partner with Finance on payroll reconciliations, general ledger entries, audits, year-end processing, and reporting. Research and resolve payroll discrepancies, tax notices, agency inquiries, and employee payroll issues, escalating complex matters as needed. Benefits Management and Administration: Manage the day-to-day administration and execution of all employee benefit programs, including medical, dental, vision, life insurance, disability, 401(k), and other employer-sponsored benefits. Serve as the primary point of contact for benefits vendors, carriers, recordkeepers, and brokers, managing ongoing administration, issue resolution, and escalations. Execute benefits programs in alignment with benefit strategy and plan design established by the Sr. Director of Human Resources. Reconcile monthly benefits invoices, research discrepancies, and coordinate corrections with vendors, payroll, and Finance. Manage day-to-day administration of the 401(k) plan, including annual 401(k) compliance testing and audit support. Immigration Management & Administration: Serve as the internal owner of employment-based immigration administration. Partner with the organization’s immigration attorney and external vendors to manage all employment-based visa matters, including H-1B, F-1/OPT, STEM OPT, TN, and permanent residency processes as applicable. Coordinate visa sponsorship processes, including new petitions, extensions, amendments, transfers, and status changes. Track visa statuses, work authorization documents, expiration dates, and compliance deadlines. HRIS & Systems Management: Serve as the primary owner and administrator of the organization’s HRIS (UKG/Ultipro). Manage system configuration, setup, and ongoing administration for HR, payroll, benefits, compliance, and security roles. Ensure data accuracy and integrity across employee records, payroll, benefits, and reporting. Create and generate standard and ad hoc HRIS reports to support HR leadership, Finance, audits, and compliance needs. Act as the primary point of contact for system troubleshooting and coordination with UKG support. Compliance & Risk Management: Ensure compliance with federal, state, and local employment and payroll laws across multiple states, including wage and hour, employee classification, I-9/work authorization, and record retention requirements. Support adherence to employment laws such as FMLA, ADA, COBRA, ACA, workers’ compensation, and other state-specific regulations. Manage payroll tax registrations, filings, and resolve discrepancies. Oversee workers’ compensation programs, including policies, audits, and renewals. Assist with audits, government inquiries, and internal compliance reviews. Collaboration and Continuous Improvement: Stay current on payroll, HR, and benefits regulations and operational best practices, ensuring processes remain compliant and up to date. Leverage HRIS and payroll system resources (including the UKG knowledge base and release updates) to remain informed of system enhancements, changes, and known issues. Proactively evaluate HR, payroll, and benefits processes to identify inefficiencies, risks, and opportunities for improvement. Partner cross-functionally with Finance, IT, and internal teams to improve data flow, controls, and communication across systems and processes. Communicate clearly and effectively—both verbally and in writing—with employees, managers, and leadership regarding timekeeping, payroll, benefits, and related compliance topics. KNOWLEDGE, SKILLS AND ABILITIES Bachelor’s degree in Human Resources, Business Administration, or a related field. 5+ years of progressive experience in Human Resources with direct responsibility for payroll, benefits, and HR operations. Hands-on experience processing payroll in a multi-state environment. Experience managing employment-based immigration processes in partnership with external counsel. Strong working knowledge of HRIS and payroll systems (UKG/Ultipro strongly preferred). Solid understanding of employment law, payroll compliance, benefits administration, and immigration fundamentals. Proven ability to manage confidential information with discretion and professionalism. Highly organized, detail-oriented, and comfortable operating independently. Strong problem-solving skills with a practical, solutions-oriented mindset. Excellent written and verbal communication skills. Proficiency in Microsoft Office (Microsoft Word, Excel and PowerPoint strongly preferred).