Payroll Manager

GridSME's Vision

GridSME empowers the world's energy future by hiring the industry's best SMEs to solve the grid's most complex problems. Our company provides the environment for the industry's experts to grow their careers and provide valuable services to our clients. In doing so, we help our clients successfully adapt to the grid's evolution. We want to be the platform where our people can find the intersection between what they are passionate about, what they are good at, and what adds value to our clients and our company. We intend for you to participate and contribute to this core objective of the company.

People Operations - Payroll Manager

We measure GridSME's success by the caliber of our team, the quality of work they produce, and the growth of our fan base over time. Our company fosters initiative, open and candid communication, ownership, and teamwork—all necessary for our team to achieve its objectives. You will be expected to drive teamwork and collaboration with the GridSME and GridSecurity teams. 

The Payroll Manager role’s primary responsibility will be to ensure the accurate and timely payment of payroll expenses and taxes. Leading our processes in our payroll programs with ADP Workforce NOW (US), PayWorks (Canada), and Remote.com (India). As our Payroll Manager, you will ensure our employees are paid accurately and on time.  You will be expected to maintain compliance, streamline payroll procedures efficiently, and stay updated with current regulations and best practices. Collaborating with professionals from various departments will be critical. 

This position reports to the VP of Operations and works directly with the People Operations Manager but has responsibilities to all GridSME and GridSecurity team members, managers, Directors, Practice Leads, and CEOs. GridSME and GridSecurity are growing companies, and you may be asked to assist with other projects in addition to your regular job responsibilities.  

What is the C.O.R.R.E. Team?

This position is a member of GridSME’s CORRE team. The CORRE team supports our internal teams and the clients GridSME and GridSecurity serve. The CORRE team performs the general business operations and administrative support functions for both companies described below:

• Communication = Internal & External (e.g., marketing & branding)
• Operations = People, Process, and Technology
• Recruiting = Attracting the Industry's Best SMEs & Clients
• Retention = Client Account Management & SME Professional Development/Support
• Environment & Culture = Fostering a Strong Culture for the Industry's Best SMEs

JOB RESPONSIBILITIES

• Payroll Processing & Payroll Tax Management:
  1. Manage and perform the recurring full-cycle payroll and tax processes for GridSME and GridSecurity:
     • Ensure source payroll data in ADP (USA), PayWorks (Canada), Remote.com (India), and Replicon (Timecards) is managed, accurate, up-to-date, transmitted into the recurring payroll records, and processed correctly.
     • Perform the QA/QC process to review and approve payroll.
     • Run and audit the Accrued Time-Off and Time-Off Activity (or similar) reports in our payroll. 
  2. Manage, track, and process payroll tax items within ADP Workforce Now. Work closely with ADP Smart Compliance resources and our internal teams to remain compliant.
     • Leadership in tax, compliance, and year-end projects, with a proactive approach to support and implementation.
     • Responsible for ensuring ADP Smart Compliance makes timely deposits and filings for all jurisdictions' federal, state, and local tax liabilities.
     • Ensure ADP Smart Compliance files quarterly and annual unemployment taxes.
     • Examine all payroll records to ensure proper recording of tax transactions and compliance with applicable laws, as needed, with the assistance of ADP Smart Compliance and our payroll vendor.
     • Complete monthly, quarterly, and annual tax reconciliations as appropriate to ensure accurate filings. Depending on the jurisdiction, you may be required to perform audits more frequently with assistance from ADP Smart Compliance and our payroll vendor.
     • Investigate and resolve tax notices, penalties, and questionnaire requests, as needed.
     • Maintain up-to-date employer files within ADP Smart Compliance.
  3. Lead internal compliance audits as requested, such as workers' compensation, etc.
  4. Review all monthly health insurance bills to ensure payroll deduction accuracy. 
  5. Oversee the onboarding process for new hires by creating employee pay profiles in the ADP, PayWorks, and Remote.com payroll systems.
  6. Oversee processing of payroll changes (e.g. new hires, terminations, raises) and system upgrades within ADP, PayWorks, and Remote.com payroll and benefits systems.
  7. Analyze payroll issues, recommending corrective action. 
  8. Remain current with payroll procedures and related laws/regulations.
  9. Perform payroll reconciliations, transactions, reporting, stop payments, and other operations.
  10. Conduct payroll and timesheet audit activities.
  11. Provide exceptional service to employees with questions or needs regarding payroll, policies, etc.
  12. Readiness to perform additional duties as needed, demonstrating flexibility and adaptability.
• Office Coordination & Administrative Duties:
  1. Monitor the People Operations shared inbox and perform customer service functions by answering employee requests and questions, with guidance as needed from the VP of Ops/People Ops Manager  
  2. Organize and maintain CORRE Team’s SharePoint sites/Teams channels. Ensure naming conventions are used, and files are in their respective places across our business functions. 
  3. Performs other related duties and special projects as assigned

DESIRED BUSINESS SKILLS & EDUCATION

• Proven experience as a payroll manager or similar role, with a minimum of 6 years of payroll processing and administration experience, is preferred
• A background in Accounting, Business Administration, Human Resources, Payroll Tax, and/or global payroll operations, is preferred
• FPC or CPP certification is beneficial but not mandatory; has the desire to become certified
• Proficient in ADP Workforce Now and Microsoft Office tools
• Familiarity with PayWorks, Remote.com, or other payroll programs for Canada/other countries is preferred
• Exceptional interpersonal and communication skills, capable of engaging with all organizational levels.
• Ability to manage sensitive and confidential situations tactfully and professionally.
• Proven leadership qualities, with the ability to make decisions and prioritize effectively 
• Must be self-motivated, organized, and able to work independently and efficiently in a virtual environment. 
• Ability to adapt to a changing environment and flexibility in job responsibilities as required by organizational needs
• Ability to work independently and efficiently remotely, enjoys a collaborative team environment.

APPLICATION PROCESS AND WORK PRODUCT DUE

We require work products to demonstrate your abilities and work style. Please see the attachments for further instructions. You must submit the two completed work products with your application to qualify for this role interviewing process.

Benefits & Compensation

COMPENSATION

The base salary range for this position is $80,000 - $100,000, depending on qualifications and experience.

PAYROLL SCHEDULE

Pay is on the 7^th (for the 16^th to the end of the month) and the 22^nd (for the 1^st to the 15^th) of each month. In addition to recurring payroll, a third monthly paycheck is earned via our Monthly Profit-Sharing Bonus Plan at the end of each month.

GRIDSME PROFIT SHARING BONUS PLAN

In this position, your base salary will be augmented by GridSME’s Profit-Sharing Bonus Program, which is a Monthly Cash Profit-Sharing Bonus (the “third monthly owners’ dividend check”). As a full-time employee, you will fully participate in GridSME's Profit-Sharing Bonus Plan after a 90-day waiting period for new hires. Our Profit-Sharing Plan is our incentive compensation system. For more information, see Appendix 1_GridSME Profit-Sharing Bonus Plan and the Evolution and Hidden Virtues document, which explains the history and principles built into our Profit-Sharing Plan.

401K PLAN AND COMPANY MATCH

GridSME offers a 401(k) retirement savings program. GridSME will match all employee 401(k) contributions up to 6% of your gross cash compensation (salary and bonuses). Employee and employer contributions begin on the first calendar day of the employee's second calendar month of service. Employer 401(k) match contributions vest immediately. For example, if the employee starts on June 15th, the employee will be eligible to participate in the 401k program and receive a company match effective the payroll period beginning August 1st. In addition, the company has the Annual 401(k) Profit-Sharing Bonus program mentioned above and described in Appendix 1.

HEALTH, DENTAL, VISION, AND LIFE INSURANCE BENEFITS  

GridSME offers a group medical, dental, vision, and life insurance plan that you and your family are eligible to join. GridSME will pay 75% of the cost of the base medical and dental plan premiums and 100% of the base vision plan premium for you and your family. GridSME will only pay its share of the premiums for the healthcare plan that GridSME provides as the designated base plan for your area. You are eligible for health benefits on the first day of the first calendar month after your start date. GridSME has a tenure-based contribution scale that increases by 5% each full year of service, as of January 1^st of the benefits calendar year, up to 95% of the base medical and dental plan premiums being paid by GridSME. GridSME offers a voluntary $75,000 Supplemental Life Insurance policy with premiums covered at 100% for the employee only. For example, if you start on June 15^th, your health benefits will begin on July 1^st. Also, if you start on June 15^th, 2024, your employer contribution will increase to 80% of the base medical and dental plan on January 1, 2026. 

GridSME also offers employees the opportunity to participate in a Flexible Spending Account (FSA) and a Dependent Care Flexible Spending Account as part of our employee benefits package. In addition, if you are on a high-deductible plan, which is our base medical insurance plan, you will also have the opportunity to participate in a Health Savings Account (HSA). FSA and HSA plans allow employees to set aside money pre-tax to pay for certain healthcare and dependent daycare expenses.

PAID TIME OFF

This position accrues two (2) weeks (80hrs.) of vacation per calendar year. This increases to three (3) weeks (120 hrs.) on your three-year anniversary date. This increases to four (4) weeks (160 hrs.) on your five-year anniversary date. In addition to vacation, this position can accrue an additional five (5) days (40 hrs.) of Sick Pay per year, with the ability to roll and bank up to ten (10) days (80 hrs.) in total. 

ANNUAL HOLIDAYS

GridSME observes the following holidays for a total of 12 paid holidays:

1. New Year's Day
2. Martin Luther King, Jr.'s Birthday
3. President's Day
4. Memorial Day
5. Independence Day
6. Juneteenth
7. Labor Day
8. Columbus Day / Indigenous People Day
9. Veterans Day

10. Thanksgiving Day
11. Day after Thanksgiving
12. Christmas Day
13. …plus, your birthday is always a day off – whether on a weekday, holiday, or weekend, you should not have to work on your birthday (your birthday off cannot be rolled or banked)

WORK LOCATION 

This is a hybrid or remote role with a flexible schedule. You can work at GridSME/GridSecurity's headquarters in Folsom, CA, or at your home office.

EVALUATION PERIOD

The first ninety (90) days of your employment will be treated as an evaluation period when we assess your performance and fit with our culture. At the end of this 90-day evaluation period, we will hold a performance review session to discuss your performance against the job requirements and expectations. If your performance does not meet those requirements and expectations, we reserve the right to end your employment.