Job Description

Position: Payroll Manager

Location: Maple Grove, MN | Minimum of two days on-site each week

Department: Payroll

Supervisor: Chief Financial Officer

Position Summary

The Payroll Manager oversees all payroll and fleet functions for a multi-state, 1,500-employee ESOP organization. This role ensures the accurate and timely processing of bi-weekly payroll, maintains compliance with federal and state regulations, leads the payroll team, and partners with ADP, PeopleSoft, and internal departments to support daily operations. The position requires strong analytical capability, exceptional attention to detail, and a continuous-improvement mindset that supports long-term projects such as automation initiatives and the rollout of Microsoft 365 tools.

The Payroll Manager also oversees the company’s delivery fleet of approximately 50 vehicles, working closely with stores, risk/insurance, and third-party vendors to ensure compliance, operational readiness, and accountability.

Key Responsibilities

Payroll Operations (Primary Scope)

• Oversee the preparation, review, and processing of bi-weekly, multi-state payroll for approximately 1,500 employees
• Manage and validate personnel changes and time data in PeopleSoft
• Ensure accurate calculation of regular pay, overtime, differentials, bonuses, garnishments, deductions, and benefits
• Maintain compliance with federal, state, and local wage and hour laws, including requirements tied to new legislative mandates (MN Paid Leave 2026, OBBB, etc.)
• Monitor regulatory changes and advise leadership regarding operational impacts and required modifications
• Oversee payroll tax processes in partnership with ADP; validate tax filings and resolve discrepancies
• Maintain and update payroll policies, procedures, controls, and documentation
• Lead and develop the payroll team (currently one payroll staff), including training, cross-training, and performance management
• Respond to employee and management inquiries regarding payroll, pay changes, and system functionality
• Support setup of new states, new business entities, and new payroll tax jurisdictions
• Maintain the confidentiality and security of all payroll data

Process Improvement & Systems

• Play a key role in the company's automation workstream, assist in identifying manual processes, mapping workflows, and supporting build/testing
• Lead adoption of Microsoft 365 tools within the payroll function
• Partner with IT and Finance on scheduled system upgrades, configuration changes, and data integrity initiatives
• Support ad hoc reporting needs and data analysis for Finance, HR, and Leadership

Fleet Management

• Oversee administration of the company’s ~50-vehicle delivery fleet, including assignments, transitions, repairs, and compliance documentation
• Serve as the primary point of contact for the leasing company, insurance partners, and internal stakeholders
• Ensure vehicle incidents, claims, and maintenance are processed in accordance with policy
• Maintain and update fleet policies and procedures

Qualifications

Required

• 5+ years of progressive payroll experience, including multi-state payroll
• Strong working knowledge of wage and hour laws, tax rules, and compliance
• Fluency in PeopleSoft Payroll or equivalent ERP payroll module
• Experience preparing or managing mid-size payroll (500+ employees)
• High proficiency in Excel and Microsoft 365 environments
• Strong analytical, organizational, and leadership skills

Preferred

• Bachelor’s degree in Accounting, HR, Business, or related field (or equivalent experience)
• Experience with ADP or equivalent tax filing service
• Experience in a retail, healthcare, or distributed workforce environment
• Experience implementing or supporting automation initiatives

Physical Demands

The physical demands described here are representable of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position involves in-office work and may include long periods of sitting. While performing the duties of this job, the employee is also frequently required: to stand, talk and hear, use hands and fingers, handle, or operate objects, tools, or controls, and to reach with hands and arms.

The employee must occasionally lift and/or move up to 40 pounds. (Review the “Safe Lifting Techniques” policy). Specific vision abilities required by this job include close vision, distance vision, peripheral vision, color vision, depth perception, and the ability to adjust focus.

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