Payroll Manager

YMCA of the East Bay is adding a Payroll Manager to our HR/Payroll Team. This hands-on role collaborates on end-to-end payroll operations, partners closely on payroll process with Accounting Manager, HR and Finance to improve systems, resolve issues, and elevate the employee experience— grounded in our values and our commitment to equity and inclusion.

You will:

• Oversee and reconcile full-cycle payroll with precision and confidentiality

• Ensure compliance (CA wage/hour, taxes, leaves) 

• Collaborate with HR/Finance on audits, reporting, and process improvements

• Provide responsive, people-centered support to staff and leaders

You are:
Detail-exact, systems-savvy, team oriented and inspired by community impact.

Why YEB: Make a measurable difference for those who serve our community and families every day.

OUR AMAZING BENEFITS:

• Health, dental, vision and life insurance
• 6 weeks Paid Time Off annually
• 8 YMCA holidays, plus 4 floating holidays
• Retirement plan - YMCA contribution of 10% of salary after 2 years of employment
• Tuition reimbursement
• Flexible spending account
• YMCA membership at Y NorCal fitness center locations

ESSENTIAL FUNCTIONS:

·         Payroll Operations & Compliance

o    Oversee end-to-end payroll processing, including semi-monthly payrolls, off-cycle checks, and corrections.

o    Ensure compliance with California wage and hour laws, IRS regulations, and union contracts.

o    Review and approve payroll prior to transmission; validate payroll reports and resolve discrepancies.

o    Manage payroll tax filings, garnishments, and legally required deductions.

o    Ensure accurate tracking and processing of PTO, sick leave, and protected leaves.

·         Payroll Financial Controls & Reconciliation

o    Oversee payroll reconciliations and variance reviews.

o    Partner with Accounting Supervisor and Finance to ensure payroll data is reflected accurately in financial reporting; does not own general ledger or month-end close.

o    Support internal and external audits with payroll documentation.

o    Maintain organized, audit-ready payroll records.

·         Leadership & Supervision

o    Establish workflows, internal controls, and deadlines.

o    Foster a service-oriented payroll culture aligned with YMCA values.

·         Collaboration & Employee Support

o    Serve as escalation point for complex payroll issues.

o    Partner with HR on new hires, terminations, pay changes, leaves, and workers’ compensation.

o    Conduct payroll trainings and manager support sessions.

·         Systems, Reporting & Continuous Improvement

o    Optimize payroll systems (e.g., UKG).

o    Develop payroll reports and dashboards.

o    Lead continuous improvement initiatives.

·         Participate in weekly meetings with the HR/Payroll team to discuss areas of focus or concern.

·         Engage in Association-wide projects and events as needed.

·         Perform other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

·         Physically perform all skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         Visual, auditory and verbal capacity to communicate effectively with people and monitor surrounding activity.

·         Ability to adapt to working in changing conditions and environments that may require concentration and focus.

·         Must be able to work on a computer for an extended period of time.

·         Work in an office setting.

·         Must be able to drive to YMCA sites and attend UKG conferences.

LEADERSHIP COMPETENCIES:

·         Mission Advancement: Models and teaches Y values; ensures high-quality service standards.

·         Collaboration: Champions inclusion; builds strong team relationships and provides clear, empathetic communication.

·         Operational Effectiveness: Provides frameworks for decision-making; manages best practices and holds team accountable.

·         Personal Growth: Shares new insights; adapts to change; addresses sensitive issues constructively.

QUALIFICATIONS:

·         5–8 years of progressive payroll experience using UKG, ADP, Paycor, UltiPro, or comparable enterprise payroll systems, preferably in a multi-site or nonprofit environment.

·         Bachelor’s degree in Accounting, Finance, Human Resources, Business, or a related field preferred; equivalent combination of education and experience considered.

·         Strong working knowledge of payroll operations and compliance, including California wage and hour laws and pay practice requirements.

·         Familiarity with IRS regulations and payroll tax requirements; working knowledge of leave laws (FMLA, CFRA, PDL) strongly preferred.

·         Demonstrated experience administering garnishments, child support orders, and paid time off (PTO) tracking.

·         Proficiency with Microsoft Office applications, with advanced Excel skills preferred (e.g., data analysis, reconciliations, reporting).

·         Excellent organizational, analytical, and time management skills; prior experience supervising or leading payroll staff preferred.

·         High attention to detail and accuracy, with the ability to work independently while meeting strict deadlines.

·         Strong written, verbal, and interpersonal communication skills, with the ability to explain payroll concepts clearly.

·         Experience working with diverse populations and a commitment to equity and inclusion.

·         Ability to handle sensitive and confidential information with discretion and professionalism.

·         Valid driver’s license and current auto insurance, with the ability to travel occasionally to YMCA sites as needed.