Senior Manager, Payroll

About the role

The Sr. Payroll Manager is responsible for the administration and delivery of Auctane's payroll processes, including improving payroll systems in support of pay processes. This role develops and controls all tasks necessary to accomplish the organization's payroll processing objectives, including managing relationships with internal and external parties, taxing agencies, and vendors. You will also assist with the development and execution of payroll strategies which includes making recommendations to senior management regarding procedural and system improvements. In addition, the Payroll Manager is responsible for ensuring all pay processes adhere to internal controls and regulatory pay practices.

This position is hybrid (3 days per week in office)and is located in Austin, Texas.

Travel Requirements:No travel required.

About the team

The Payroll Team & Benefits Team at Auctane is a collaborative and detail-oriented group dedicated to delivering accurate, timely, and compliant payroll services, 401 K benefits and leave administration. We're committed to supporting our employees through seamless pay experiences, clear communication, and efficient processes that reflect our company's values. Our goal is to provide excellent service while continuously improving the way we operate.

What will you be doing?

Payroll Management (70% of Focus)

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  Strategic & Leadership:

  
  
  
  
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    Develop and implement payroll strategies, policies, and procedures to ensure accuracy, compliance, and efficiency.

    
    
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    Lead, mentor, and develop the payroll team (if applicable), fostering a high-performance and collaborative environment.

    
    
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    Stay abreast of federal, state, and local payroll tax laws and regulations, ensuring the company's full compliance (e.g., FLSA, IRS, state labor laws).

    
    
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    Identify and implement payroll system enhancements and integrations to streamline processes and improve data integrity.

    
    
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    Manage relationships with external payroll vendors and service providers (e.g., payroll processing, tax filing, garnishment services).

    
    
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    Prepare and present payroll-related reports to senior management, including analysis of payroll expenses, trends, and forecasts.

    
    
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    Develop and manage the payroll department budget.

    
    
  
  
  
  
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  Operational Excellence:

  
  
  
  
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    Oversee the end-to-end processing of multi-state, multi-entity payrolls for all employee types (salaried, hourly, commissioned, etc.).

    
    
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    Ensure accurate and timely calculation of wages, deductions, taxes, and other payroll-related items.

    
    
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    Manage and reconcile payroll general ledger accounts, ensuring proper accounting for all payroll transactions.

    
    
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    Direct the processing of off-cycle payrolls, bonus runs, and final paychecks.

    
    
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    Oversee year-end payroll activities, including W-2 and 1099 preparation and distribution.

    
    
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    Manage and respond to all payroll-related inquiries from employees, managers, and external agencies.

    
    
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    Coordinate with HR and other departments to ensure accurate employee data for payroll processing (e.g., new hires, terminations, compensation changes, leave of absence tracking).

    
    
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    Implement and maintain robust internal controls to safeguard payroll data and prevent fraud.

    
    
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    Manage and resolve payroll discrepancies and issues, performing root cause analysis and implementing corrective actions.

    
    
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    Oversee the administration of all payroll deductions, including benefits, garnishments, child support, and other voluntary deductions.

    
    
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    Prepare and submit all required federal, state, and local payroll tax filings accurately and on time.

    
    
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    Manage and respond to payroll tax notices and audits.

    
    
  
  
  
  

II. 401(k) Plan Administration (30% of Focus)

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  Compliance & Governance:

  
  
  
  
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    Ensure the 401(k) plan operates in full compliance with ERISA, IRS, DOL regulations, and plan documents.

    
    
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    Act as the primary liaison with the 401(k) plan recordkeeper, custodian, and third-party administrator (TPA).

    
    
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    Coordinate and oversee the annual 401(k) audit, providing all necessary documentation and responding to auditor requests.

    
    
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    Manage and ensure timely completion of annual non-discrimination testing (ADP/ACP, Top-Heavy, 410(b), etc.).

    
    
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    Prepare and submit required government filings, including Form 5500 and related schedules.

    
    
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    Maintain and update plan documents, ensuring all amendments are properly documented and communicated.

    
    
  
  
  
  
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  Operational & Employee Support:

  
  
  
  
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    Administer all aspects of 401(k) contributions, including employee deferrals, employer matching contributions, and profit-sharing contributions.

    
    
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    Oversee the timely and accurate submission of contribution files to the recordkeeper.

    
    
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    Process and manage 401(k) distributions (e.g., rollovers, withdrawals, loans, hardship withdrawals) in compliance with plan rules and regulations.

    
    
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    Review and approve participant loan requests and ensure proper repayment tracking.

    
    
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    Manage enrollment processes for eligible employees, including communication and educational materials.

    
    
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    Serve as the primary point of contact for employee inquiries regarding the 401(k) plan, providing clear and accurate information.

    
    
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    Coordinate and conduct employee education sessions and webinars on 401(k) plan features and benefits.

    
    
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    Reconcile 401(k) data between payroll and the recordkeeper, resolving any discrepancies.

    
    
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    Monitor investment fund performance and work with the plan's investment advisor (if applicable).

    
    
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    Manage and track beneficiary designations.

    
    
  
  
  
  

III. General & Cross-Functional Responsibilities:

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  Collaborate effectively with Human Resources, Finance, Legal, and other departments.

  
  
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  Develop and maintain strong relationships with internal stakeholders and external partners.

  
  
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  Participate in special projects as assigned, including system implementations, mergers, and acquisitions.

  
  
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  Maintain confidentiality of all sensitive employee and company information.

  
  
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  Develop and maintain comprehensive documentation of all payroll and 401(k) processes and procedures.

  
  
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  Continuously seek opportunities for process improvement and automation.

  
  
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  Provide training and support to other team members as needed.

  
  

What are we looking for?

• Bachelor's degree or equivalent work experience.
• Minimum of six (6) years' of experience with full-cycle payroll processing.
• Minimum of 2 years leading payroll teams
• Current experience with and in-depth knowledge of Ceridian/Dayforce (Time & Attendance ) andADP WFNpayroll.
• Experience using online systems such as Vanguard, WFN, Ceridian DayForce ,NetSuite or similar platforms
• Experience administering a corporate 401(k) plan and/or Equity Compensation.
• Member of American Payroll Association.
• Knowledgeable with SOX and 404 Compliance.
• Detail-oriented and possess strong quantitative and analytical skills.
• Ability to think creatively, effectively manage time, prioritize work, and handle multiple assignments simultaneously.
• Superior proactive customer service with management and employees regarding payroll/timekeeping. questions and associated transactions.
• Excellent verbal and written communication skills.

The Tech

• Advanced Excel skills required.
• ADP Workforce Now
• Google Workspace
• Celergo (a plus)
• CloudPay (a plus)

What do we offer?

• We are a hybrid company. All team members at Auctane in Austin come into the office Tuesdays, Wednesdays and Thursdays.
• Take the reins of your time off with our Flex Time Off policy - because work-life balance should always be in your hands!
• We offer 12 paid holidays for all of our US employees!
• 401k employer matching program - because your future deserves a friendly boost!
• We conduct annual merit reviews to recognize and reward your hard work and achievements.
• Company events, we work hard, play hard! We do our best every day, even at our regular team-building events.
• Attractive office space in the heart of central Austin, Texas (free drinks, snacks...).
• Indulge in weekly catered lunches at our office - a delicious perk to fuel your work.
• Health and Wellness: The well-being of our team is super important to us. Choose from different options that include medical, dental, and vision plans.
• Fitness center in the office with Tonal Mirrors, Pelotons, free weights, etc.
• Employee Assistance Program. We offer up to 8 free mental health sessions.
• We offer gym discounts to help you stay fit and healthy!
• We offer education reimbursement to all employees, ensuring that you can pursue your educational goals while excelling in your career with us. Invest in your future and let us support your growth every step of the way.
• Employee Referral Program! We reward employees helping us find top talent!
• An inclusive, casual and upbeat work environment. The personality and opinions of each of our team members are important and valid; we aim to offer all employees a safe environment where they can be themselves and thrive.

Additional Position Duties: (The following is a list of what all employees, except those with medical accommodation, may be regularly required to do.)

• Sit for prolonged periods of time
• Utilize wrist and hands for a prolonged period of time
• Walk short distances
• Stand for short periods
• Speaking and conversing with others
• Lift up to 25lbs without assistance up to chest height

Equal Opportunity Employer/Veterans/Disabled

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