[Hiring] Payroll Manager @DLB Associates

Role Description

We are a 100% remote engineering firm seeking a technically adept Payroll Manager to lead our multi-state payroll operations within the Accounting Department. This role is designed for a leader who understands the complexities of a distributed and fast-growing workforce, as well as the importance of responsiveness, accuracy, and compliance. The ideal candidate will manage the flow of data between Rippling (our payroll/HCM platform) and Deltek Vantagepoint (our ERP) and handle high level payroll reporting and requests.

Essential Functions

• Team Management:
  • Lead and mentor a remote payroll team, fostering professional growth and maintaining a high standard of accuracy.
  • Ensure the accurate and timely payment of all employees while maintaining 100% compliance with federal, state, and local tax regulations.
• Remote Multi-State Tax & Nexus Management:
  • Nexus Expansion: Manage the registration of new state and local tax accounts in Rippling as the company hires in new jurisdictions.
  • Compliance Oversight: Navigate state-specific payroll mandates, including "Convenience of the Employer" rules, reciprocity agreements, and mandatory remote-work stipends or disability programs (PFL/SDI).
  • Workers’ Comp: Coordinate multi-state Workers’ Comp audits, ensuring classifications match the remote nature of the work.
• Accounting & Year End:
  • GL Reconciliation: Partner with the Assistant Controller to reconcile bi-weekly payroll runs against the General Ledger in Deltek Vantagepoint.
  • W-2s: Manage the year-end process, including W-2/W-2c generation and accurate reporting of taxable fringe benefits (e.g., Group Term Life Ins imputed income, third party sick pay, etc).
  • Audit Support: Act as the primary point of contact for external auditors regarding payroll, workers’ compensation, and 401(k) plan audits.
• 401(k) Administration & Nondiscrimination Testing:
  • Annual Testing Leadership: Own the 401(k) compliance cycle, including ADP/ACP, 415(c), and Top-Heavy testing.
  • Census Auditing: Prepare and validate year-end census data, with a specific focus on identifying Highly Compensated Employees (HCEs) and managing complex family attribution/ownership rules.
  • Code Mapping: Ensure Rippling deduction codes are correctly categorized as "Testing Compensation" (Section 414(s)) to ensure accurate nondiscrimination results.
• Systems Integration: Rippling & Deltek Vantagepoint:
  • Data Synchronization: Maintain the integration between Rippling and Deltek Vantagepoint, ensuring that employee profiles, tax locales, and labor hours sync seamlessly between systems.
  • Labor Distribution: Oversee the mapping of labor codes in Vantagepoint to ensure payroll expenses are accurately allocated to specific project phases, departments, and tasks.
  • Process Improvement: Optimize the "Timesheet to Payroll" workflow to reduce manual adjustments and ensure billing accuracy for our clients.

Physical Demands

• Frequently required to remain in a stationary position.
• Frequently moving through office, facility and other environments.
• On occasion, may move equipment weighing up to 25 pounds.

Travel / Relocation Requirements

• Up to 5%, this may include travel to any or all 50 US states.

Qualifications

• 7+ years in payroll, with 3+ years in a management role.
• Direct experience with a 100% remote, multi-state workforce is required.
• Proficiency in managing payroll and benefits on the Rippling platform (Rippling is required).
• Experience with labor distribution, project codes, and ERP integration (Vantagepoint is highly preferred).
• Strong knowledge of 401(k) discrimination testing mechanics and IRS compensation definitions.
• Bachelor’s degree in Accounting, Finance, or Business.
• CPP (Certified Payroll Professional) is a significant plus.

Remote Work Competencies

• Ability to manage a team across multiple time zones.
• Proven ability to manage sensitive PII (Personally Identifiable Information) and payroll data securely in a virtual environment.
• A "zero-error" mindset when managing the intersection of project billing and employee pay.

Benefits

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option).
• Flex spending accounts (FSA).
• Dental and vision plans.
• Comprehensive medical, dental and vision benefits extended to spouse/domestic partner and dependent children up to age 26.
• 401k with company match and self-directed brokerage account option.
• PTO including additional paid time off during the last week of the year.
• Company paid life insurance coverage for employees and their eligible dependents.
• Short and long-term disability, AD&D coverage.
• Professional development opportunities, tuition reimbursement and professional licensing assistance.
• Paid parental leave after one year of employment.