[Hiring] Payroll Manager @Cooley LLP

Role Description

Cooley is seeking a Payroll Manager to join the Accounting and Finance Team. The Payroll Manager oversees the hands-on, day-to-day execution of the firm’s entire payroll process to ensure employees are paid accurately and on time. This role will also be responsible for directly handling payroll processing for some assigned US offices. Specific duties and responsibilities include, but are not limited to, the following:

• Responsible for end-to-end payroll processing for US employees across all states where we have workers (including remote workers in states where Cooley does not have an office).
• Audit new employee tax set up, review pre-processed payroll register for accuracy and transmit the semi-monthly payroll direct deposit and tax files; review off-cycle departure employee final check calculations.
• Oversee the verification process for updates of new hires, salary changes, terminations, tax status, and all employee information in the payroll system; ensure accurate employee payroll records.
• Review and manage the approval process for employee timelogs in Workday; provide direction to HR for timelog edits that require manual adjustments in accordance with state labor code or firm policy.
• Administer the setup of insurance benefits deductions in the payroll system (medical, dental, life insurance, FSA, LTC, HSA, etc.).
• Process overtime meals and transportation reimbursement requests: verify receipts and eligibility to ensure compliance with overtime reimbursement policy; bill clients for overtime meals and transportation amount reimbursed to employees.
• Process PTO overdrawn deductions, special pay adjustments, SDI/WC/PFL integration calculations for LOA employees and miscellaneous pay requests.
• Manage approvals for precalculated breakdowns of hours to be paid on paper timesheet/invoice for variable hour employees and record total hours worked/paid on HR’s vacation/time off accrual spreadsheet.
• Oversee the approval workflow for processing garnishment orders according to state/federal laws and communicate to employees on timing and amount of payroll deduction; set up third party vendors in the payroll system.
• Oversee the direct deposit process, ensure that direct deposit transmission deadlines are met, and troubleshoot as needed with financial institutions and employees.
• Provide government agencies and lending institutions, when requested: employment verification, state unemployment benefit audit and other employee inquiries.
• Responsible for inclusion of income for all non-cash fringe benefits: gift cards, relocation reimbursement, patent tuition loan forgiveness, Progyny etc. including preparation of journal entries.
• Coordinate with UK payroll team on secondee’s UK income taxes and national insurance to deduct from employee’s US paychecks.
• Prepare manual journal entries for payroll taxes payment, HSA funding for staff and partners and small foreign currency difference write offs for Asia employees paid in USD and US employees on UK shadow payroll.
• Oversee/review/sign off quarterly payroll tax filings, reconciliations, audits, and year-end activities (W2, amendments, etc.); ensure all payroll tax returns are filed timely and tax payments are made to governmental tax agencies correctly and timely; work with governmental tax agencies directly to resolve any tax due notices received and follow up with pending tax refunds.
• Participate in Workday time-tracking system testing when changes are made to existing calculation rules or due to system upgrade.
• Review monthly Asia payroll files prior to funding; audit journal entries prior to posting to 3E; provide support to Asia Finance team with payroll related inquiries and report requests.
• Serve as direct supervisor and mentor to direct reports.
• Provide day-to-day supervision of direct reports, ensure compliance with assigned work hours and monitor for compliance with all firm and department policies. Manage staffing coverage, review and process time logs/time off request.
• Support business professional development and continued educational development opportunities.
• In collaboration with immediate supervisor and central HR, participate in hiring, performance appraisals, counseling, termination and other employee lifecycle events.
• All other duties as assigned or required.

Qualifications

• 5+ years of progressive multi-state payroll experience.
• Extensive knowledge of wage and hour regulations, federal, state and local tax laws including multi-state and reciprocity rules and compliance requirements.
• Hands-on experience with enterprise HRIS/Payroll platforms: Ascentis, Workday, ADP Workforce Now or UKG Pro.
• Proficient in spreadsheet and database application.

Requirements

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications.
• Ability to work extended and/or weekend hours.
• Ability to travel, as required.

Benefits

• Competitive compensation and excellent benefits package.
• Full range of elective benefits including medical, health savings account, dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits.
• Firm-paid life insurance, AD&D, LTD, short term medical benefits.
• 21 days of Paid Time Off (“PTO”) and 10 paid holidays each year.
• Generous parental leave and fertility benefits.
• Detailed benefit orientation for new employees.