Payroll Manager (Workday Payroll) – Hybrid | San Jose, CA

About the Opportunity

We are seeking an experienced Payroll Manager to oversee end-to-end payroll operations for a large, multi-state workforce. This role is ideal for a payroll professional with deep Workday Payroll expertise who enjoys owning the payroll process from start to finish while ensuring compliance, accuracy, and operational excellence.

The successful candidate will partner closely with Finance, HR, Legal, Tax, Benefits, and HRIS teams to manage payroll operations, payroll accounting, tax compliance, and process improvements. This position requires a hands-on payroll expert who can quickly become the primary payroll owner with minimal supervision.

Work Arrangement

• Hybrid (Monday, Tuesday, Thursday onsite)
• Wednesday and Friday remote through September
• Transitioning to fully remote thereafter

Key Responsibilities

Payroll Operations

• Process end-to-end multi-state payroll for more than 1,500 employees using Workday Payroll.
• Manage payroll activities from payroll preparation through final processing.
• Process employee equity transactions and related payroll tax withholding.
• Troubleshoot payroll issues and resolve payroll discrepancies.
• Partner with HRIS and IT on Workday enhancements, testing, and system updates.
• Serve as the primary payroll subject matter expert.

Payroll Accounting

• Prepare payroll journal entries.
• Perform payroll reconciliations and general ledger reconciliations.
• Review payroll accruals and payroll liabilities.
• Support month-end and year-end financial close activities.
• Partner with Accounting to ensure payroll expenses are accurately recorded.

Payroll Tax & Compliance

• Ensure compliance with federal, state, and local payroll tax regulations.
• Process payroll remittances and tax filings.
• Manage W-2 and W-2c processing.
• Maintain payroll SOX controls and audit documentation.
• Respond to payroll tax notices and agency inquiries.
• Support payroll audits and internal compliance reviews.

Time & Attendance

• Oversee time and attendance processes.
• Ensure payroll data is accurate, complete, and submitted on time.
• Administer garnishments, levies, and other required deductions.
• Maintain compliance with FLSA and state wage and hour regulations.

Process Improvement & Technology

• Identify opportunities to automate payroll processes.
• Support payroll system integrations and enhancements.
• Utilize AI tools such as Claude, Gemini, or similar technologies to improve reporting, documentation, research, and workflow efficiency.
• Recommend process improvements that reduce manual effort and improve payroll accuracy.

Required Qualifications

• 8+ years of payroll experience (exceptional candidates with 4–6 years of extensive Workday Payroll ownership will also be considered).
• Hands-on experience processing payroll using Workday Payroll.
• Experience managing end-to-end multi-state payroll processing.
• Strong payroll accounting knowledge including:
  • Payroll journal entries
  • General ledger reconciliation
  • Payroll reconciliations
  • Payroll accruals
  • Month-end and year-end close
• Experience processing equity transactions through Workday Payroll.
• Knowledge of federal, state, and local payroll tax regulations.
• Experience processing W-2 and W-2c forms.
• Experience with payroll SOX controls.
• Strong Microsoft Excel and Google Sheets proficiency.
• Excellent organizational, communication, and problem-solving skills.
• Ability to work independently in a fast-paced environment while maintaining confidentiality.

Preferred Qualifications

• Experience with ADP SmartCompliance.
• Basic Australia payroll knowledge.
• Understanding of Australian superannuation requirements.
• Experience working with third-party payroll providers.
• Leadership or team management experience.
• Advanced Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, and complex formulas.
• Experience using AI tools such as Claude, Gemini, or similar platforms to improve payroll operations.

Must-Have Skills

• Workday Payroll
• End-to-End Payroll Processing
• Multi-State Payroll
• Payroll Accounting
• Payroll Journal Entries
• General Ledger Reconciliation
• Payroll Reconciliations
• Payroll Accruals
• SOX Controls
• Payroll Tax
• Federal Payroll Tax
• State Payroll Tax
• Local Payroll Tax
• Equity Transactions
• W-2 / W-2c
• Workday
• ADP SmartCompliance
• HRIS
• Time & Attendance
• Payroll Audits
• Payroll Reporting
• Payroll Remittances
• FLSA
• Garnishments
• Levies
• Microsoft Excel
• Google Sheets

Preferred Skills

• Australia Payroll
• Superannuation
• Payroll Automation
• Process Improvement
• AI Tools
• Claude AI
• Gemini AI
• Payroll Systems Implementation
• Payroll Compliance

What We're Looking For

The ideal candidate is a hands-on payroll professional who has personally processed payroll in Workday—not simply supervised a payroll function. You should be comfortable owning the complete payroll lifecycle, ensuring compliance, resolving complex payroll issues, and partnering with cross-functional teams to deliver an exceptional payroll experience.