Job Description

Job Title: Payroll Manager
Location: San Jose, CA, 3 days office Hybrid

Payroll Operations & Workday:

• Prepare and process end-to-end multi-state payrolls for 1,500+ employees using Workday Payroll
• Process and submit employee equity transactions and related tax withholding through Workday Payroll
• Partner with HRIS and IT teams to manage Workday system updates, testing, and enhancements.
• Manage day-to-day payroll activities and resolve payroll-related discrepancies in a timely manner.
• Serve as the primary point of escalation for Workday payroll issues and employee inquiries.

Payroll Accounting:

• Prepare and review payroll journal entries, reconciliations, and general ledger postings.
• Collaborate with the Accounting team to ensure accurate recording of payroll expenses, accruals, and liabilities.
• Support month-end and year-end close activities, including W-2 processing and payroll-related account reconciliations.

Payroll Tax & Compliance:

• Ensure accurate calculation, withholding, remittance, and reporting of federal, state, and local payroll taxes.
• Manage W-2, W-2c, and other year-end tax filings and reconciliations.
• Ensure compliance with payroll SOX controls and maintain current knowledge of applicable federal and state regulations.
• Responding to inquiries from employees, HR, Accounting, government agencies, and third-party vendors utilizing knowledge of policies, procedures, and legislation
• Conduct audits of data changes and requests to ensure compliance with company policy and practices.
• Oversee multi-state payroll tax registrations and respond to tax agency notices and audits.
• Maintain detailed payroll records and audit-ready documentation.
• Ensure the integrity and accuracy of all payroll remittances and reporting.

Time, Attendance & Employee Data:

• Manage time and attendance workflow to ensure all timesheets, time-off requests, and payroll data is received timely and accurate, complete, and compliant with state and federal standards.
• Partner with Legal and HR to ensure compliance with garnishments, levies, and other mandated deductions.
• Monitor and implement regulatory changes impacting payroll operations, including FLSA and state-specific wage and hour laws.

Technology, Automation & AI:

• Identify opportunities to streamline and automate payroll processes, reducing manual effort and error risk.
• Lead or support payroll technology projects including system integrations, upgrades, and process redesigns.
• Leverage AI tools (e.g., Claude, Gemini or similar) to enhance payroll reporting, drafting, research, and workflow efficiency
• Identify opportunities to apply AI-assisted automation to reduce manual effort in data validation, reconciliation, and exception handling

Required:

• 8+ years of experience processing end-to-end payroll and equity transactions
• Hands-on expertise with Workday Payroll.
• Strong knowledge of payroll accounting principles, SOX controls, and general ledger reconciliation.
• In-depth understanding of federal and multi-state payroll tax compliance and wage and hour laws.
• Proven year-end close experience including W-2 and W-2c processing in Workday and ADP SmartCompliance.
• High proficiency in Microsoft Office 365 and G-Suite (Excel, Google Sheets)
• Ability to work independently with general supervision, prioritize effectively, and meet tight deadlines.
• Strong attention to detail, self-motivation, and ability to manage confidential material with discretion.
• Excellent verbal and written communication skills with commitment to customer service and ownership

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