Payroll and Billing Manager

Job description

The Payroll & Billing Operations Manager is a critical leader on our Finance Operations team. On a day-to-day basis, you will execute the payroll process through HireArt’s platform integration with ADP Workforce Now, ADP Team Pay in Canada, and various partners supporting global payroll, and ensure 100% accurate payroll reconciliation and submission. Additionally, the Payroll & Billing Operations Manager oversees invoicing processes, compliance, and ensures 100% accurate billing reconciliation and submission. You thrive when managing projects and “rolling up their sleeves” to get things done.

Core Responsibilities:

• Payroll AdministrationLead the performance of the Payroll team, including conducting weekly 1-on-1s and annual performance reviews, as well as providing guidance, coaching, and support to individual team members.Process the weekly payroll, including gathering time and expense data from multiple external sources.Reconcile payroll across platforms (e.g., HireArt Admin, ADP WFN, TeamPay).Research and respond to all payroll inquiries from internal and external stakeholders; escalate items as necessary.Process garnishments, child support orders, and liens in compliance with court orders.Maintain weekly payroll files and data accuracy across platforms.Process off-cycle individual payments. Reconciliation - Reconcile payroll with 100% accuracy. Follow and clearly document existing procedures, and continuously improve and automate reconciliation processes.
• Billing and InvoicingManage the weekly invoicing process, including international, benefits, and pass through expense billing.Process additional invoices as needed, such as conversions, credit memos, and pay advances.Prepare and submit client invoices, ensuring payroll data, markups, and expenses are 100% accurate.Verify expense allocations to client accounts and resolve billing discrepancies promptly.Own lender assignments, delivered with 100% accuracy and reconciled to platform revenue.Reconciliation - Reconcile billing and lender assignments with 100% accuracy. Follow and clearly document existing procedures, and continuously improve and automate reconciliation processes.
• Compliance and ReportingMaintain compliance with federal, state, and provincial regulations concerning employment. Monitor labor law updates for changes that affect HR, including reviewing and updating employee handbooks or employment agreements.Oversee tax slip distribution, including W-2s, 1099s, T4s, international forms, and other tax documents.Manage payroll-related reporting, including new hire and HSA/FSA submissions to ADP. Review and update payroll policies, flowcharts, and internal controls.
• Operational LeadershipDrive process improvements to increase the efficiency of payroll processes (~2 per quarter)Maintain backup procedures and a disaster recovery plan.Own all things paystubs, including managing relationships with Product and Engineering to improve compliance, reporting, and/or overall enhancement of processes.Responsible for month-end and quarter-end payroll reporting statistics.

Requirements

• Bachelor’s degree in Business Administration, Accounting or related field or equivalent experience
• Certified Payroll Practitioner (CPP) designation preferred
• 5+ years experience administering in-house multi-state/province payrolls
• 2+ years leading a payroll team and owning payroll outcomes
• Experience with ADP Workforce Now and Teampay
• Expertise with state and local registrations and tax reporting
• Experience with payroll-related audits and billing reconciliations
• Expertise in Google Suite (Sheets, Docs, Slides) and Zendesk
• Advanced spreadsheet skills

You'll really stand out to us if you have:

• Experience leading payroll/billing operations in staffing, EOR/PEO, or other high-volume, complex pay-and-bill environments
• Comfort with SQL and BI tools

HireArt offers a benefits package that includes:

• Equity
• Dental, medical, and vision for yourself and your dependents
• Life and disability insurance
• Paid Parental Leave
• Work-from-home stipends, including:Workspace/home office set-upCompany supplied Apple laptopPhone/internet stipend
• Uncapped PTO as well as paid office holidays
• 401(K) through Fidelity

This is a hybrid, full-time, permanent position with HireArt and is open to candidates who reside and are authorized to work in the United States and able to work 2-3 days in office per week. Unfortunately, we're unable to offer sponsorships or do corp-to-corp.

HireArt values diversity and is an Equal Opportunity Employer, which is why we are interested in every qualified candidate, regardless of their background, how they identify, or their inclusion in any protected class.Company description

HireArt's mission is to make it easy for companies to build and manage a world-class contract workforce.

Today, mid-sized companies with contract workforces must navigate significant legal, financial, talent acquisition, and operational complexities to build and manage these workforces on a global scale. In most cases, they rely on a stack of point solutions: agencies to source and employ talent, a software system to track workers and agencies (VMS), and a service to provide day-to-day management of the program (MSP). The default contract workforce stack doesn’t provide much visibility into or control over the workforce, because the pieces of the stack don’t integrate well together, resulting in massive administrative headaches and frustration for companies.

HireArt’s delightful intersection of humans and software provide all of the tooling needed for mid-sized companies to hire contractors anywhere in the world compliantly, and contract workers to have as great an experience as full-time employees have day-to-day.