Payroll & Incentive Manager

SUCCESS AT WESTERN STATES:  Western State’s culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a “play to win” organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization.

JOB SUMMARY: The Payroll and Incentive Manager is responsible for overseeing and managing all aspects of payroll processing and employee incentive programs. This role ensures compliance with applicable laws and regulations, accuracy in payroll calculations, and effective administration of incentive plans while leading the payroll team in processing accurate and timely payroll for employees in all aspects of full-cycle, multi-state payroll. This position is also responsible for auditing payroll data, resolving discrepancies, and implementing system improvements for efficiency and accuracy.

ESSENTIAL FUNCTIONS:

 Safety

• Actively cares, promotes, manages, and advocates safety at Western States.  As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
• Maintains clean/clutter free personal work areas to ensure safe environments for all WSECO employees.
• Adhering to required personal protective equipment (PPE) as identified in safety policy.

Payroll Management

• Oversees Payroll Process: Manage the end-to-end payroll process, ensuring accurate and timely payroll delivery.
• Compliance: Ensures compliance with federal, state, and local payroll laws and regulations.
• Reporting & Reconciliation: Prepares and reconciles payroll reports, including tax filings, year-end processing, and payroll general ledger accounts.
• Collaboration: Works closely with HR and finance teams to align payroll practices with company policies and budgets.
• Audit & Issue Resolution: Audits payroll data regularly and resolve any discrepancies promptly.
• Team Leadership: Leads and develops the payroll team, providing necessary training and support.
• System Management: Implements and maintains payroll systems and software, ensuring data security and operational efficiency.
• Regulatory Knowledge: Maintains a deep understanding of current payroll regulations and laws, and adapts processes as needed to ensure compliance.
• Provides coaching and education to leaders to maximize their knowledge of wage & hour laws, timecard administration, and compliance with Western State’s policies and procedures.

Incentive Management

• Incentive Program Administration: Administers employee incentive programs, including performance bonuses and commissions.
• Plan Document Management: Develops, maintains, and updates incentive plan documents to reflect current policies and best practices.
• Financial Validation: Conducts financial validation and reconciliation between the incentive management tool and financials and company metrics.
• Strategic Execution: Executes on the strategies set by the incentive committee, ensuring alignment with organizational goals.
• Proposal & Implementation: Proposes changes to incentive plans based on performance data and industry trends and implement approved changes.
• Data Analysis & Reporting: Analyzes incentive program data to assess effectiveness and report findings to senior management.
• Stakeholder Collaboration: Collaborates with various departments to ensure incentive programs are well-understood and effectively communicated.
• Continuous Improvement: Identifies areas for improvement in the incentive management process and lead initiatives to enhance program efficiency and effectiveness.

KNOWLEDGE SKILLS AND ABILITIES:

• In-depth knowledge of payroll and incentive program administration.
• Strong understanding of federal, state, and local payroll laws and regulations.
• Proficiency in payroll software and Microsoft Office Suite, particularly Excel.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.
• Ability to manage confidential information with integrity and professionalism.
• Effective communication and interpersonal skills, with the ability to collaborate across departments.
• Leadership skills with the ability to manage and develop a team.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in accounting, Finance, or a related field or equivalent experience is required.
• Minimum of 5 years of experience in payroll management.
• Minimum of 1 year experience with incentive programs highly preferred
• Certification in payroll (CPP) or related credentials is preferred.
• Must be able to communicate (speak, read, comprehend, write in English).

PHYSICAL CHARACTERISTICS: 

• Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.
• Must be able to meet all safety requirements for applicable safety policies.

 Disclaimer:  The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.