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Payroll Manager

Walnut Creek, CA
December 08, 2020

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Payroll and Benefits Specialist

Sequoia Equities, Inc - Walnut Creek, CA

October 2019 to Present

• Process full-cycle of multi-state payroll for 305 employees in CA, WA, OR and NV - hourly, salary and executive pay

• Creating Payroll and HR system changes for Cares Act (PPP) and Families First Coronavirus Response Act (FFCRA)

• Drive health benefits audits, 401k plan audits, Payroll audits, compliance reporting, Workers' comp audits for both Sequoia Equities, Inc., and Sequoia Properties Services

• Collaborate with cross functional teams on company initiatives that affect payroll, including design and implementation of new systems, policies, and procedures

• Creation of prn file for Social Security Administration - Business Service Online to verify quarterly reporting

• Year-End preparation and distribution of W-2's and 1095-C's

• Daily support for field on payroll and timekeeping system inquiries

• Serve as technical expert for payroll issues through a deep understanding of payroll labor law, HR policies, tax regulations, and accounting principles

• Develop strategy in preparation for ME/QE/YE deliverables

• Implementation of Ultipro mobile application to all users along with training documents

• Create and Update SOP's

• Manage time and labor, payroll tax and system updates by testing changes in UltiPro

• Creating new earnings/deductions codes and creating new criteria in timekeeping system to accommodate business needs and compliance requirements

• Open Enrollment - preparation of employee election portal with rates and offerings

• Partnering with Payroll Tax Team to resolve any tax variances

• Managing SUI rates for 4 states

• Reviewing and processing Workers' Compensation premium due for State of Washington

• Processing garnishments, levies, and child support orders

• Developing goals and managing projects assigned by VP of HR in weekly check-ins

• Preparation of 401k contribution file to submit to Principal for funding and weekly termination dates and hours updates for both Sequoia Equities, Inc and Sequoia Properties Services

• Maintenance of discrepancy in files for Health Providers and Wage Works FSA accounts

• Audit FSA, HSA accounts for discrepancies prior to year-end

• Create processes to track stop payments, void checks, and reissue payments - also stale checks process

• Backed up all year end reports from prior payroll vendor - ADP for mid year data to merge with new provider for reporting and audits

• Assist payroll coordinator with any technical issues with ADP for company Sequoia Properties (maintenance division) that NORMA


Walnut Creek, CA 94596


Authorized to work in the US for any employer

remains on ADP

• Monthly Benefits reconciliation for Sequoia Equities, Inc - health, dental, vision and life insurance programs

• Developed queries to identify any issues that will assist payroll prior to loading time and prior to confirming the payroll

• Prepare Leasing Bonuses and Quarterly Bonus Files to upload data into Payroll system, as well as retro bonus co-efficient data

• Monitor and ensure all EDI files are error free

• Manage changes in UltiPro core system for new hires, changes, and terminations

• Entering and Reviewing PDF changes for employees each payroll

• Manage the Housing program for entry of taxable income and processing for wage reporting of fringe benefit

• Processing payment for employees on Leave of Absence

• Audit and process annual merit loyalty pay - April: preparation of upload file to map pertinent data points in employee profile

• Drove projects for mass uploads of employee free time (8 hours) and volunteer days (16 hours) to add to employee benefit plans without errors

• Customized reporting for VP of Finance to assist with PPP loan reporting requirements and for tracking of credits for Social Security Tax relief when paying Paid Sick Leave, Caregiver Sick Leave and Emergency Family Medical Leave due to COVID-19

• Transitioned seamlessly to processing payroll and termination checks from home without any disruption to business during SIP and continuous processing while working from home to current

• Lead implementation for SPS company to UltiPro and transition from ADP for both timekeeping and Payroll/HRIS systems by Y/E to UltiPro

Director of Financial Operations (Promotion)

Amerit Fleet Solutions - Walnut Creek, CA

January 2019 to August 2019

• Oversee Global Payroll Operations: US and Canada, 1700+ employees (3) Union Units, in 43 US States and over 1,000+ jurisdictions - processing to ensure that policies, labor laws, employment laws and deadlines are being adhered to for 8 weekly payroll cycles

• Ability to apply highly proficient and specialized skills that allow employees to function in situations that are varied, complex, and/or non-routine

• Proven ability to interact and create a collaborative working environment amongst all executives and at all levels of the organization

• Develop and manage 11 direct reports in the following departments: Payroll, Accounts Payable, Concur and Tax

• Accounting and acted as a change agent to ensure teams can successfully pivot when necessary to meet short and long- term business goals

• Define KPI's and create dashboards to inform decisions surrounding headcount planning, operational efficiencies, and growth metrics

• Excellent problem solving and task analysis skills

• Ad-hoc reporting for Executive Team

• Consistently hire, manage, train, and develop exceptional team members

• Partner/Collaborate with Finance and business unit leaders to meet the financial and operational objectives of the business

• Review and revise procedures and workflows to keep pace with technology advancements, industry or market changes and compliance-related needs

• Identify automation processes using our existing platforms and ability to integrate and customize to relieve operations of manual inputs; test and deliver to production

• Project lead for (2) Business Process Transformation Projects: Uniform Policy/Process and Travel and Expense Management (Concur System)

• Represent the organization with suppliers, providers, and employees daily through effective communication to resolve any matters of escalation

• High-level and processor understanding of all business functions in IT, HR, Finance and Onboarding

• Aptitude in sound decision-making and problem solving under pressure situations for Payroll, Accounts Payable, Tax and Concur scenarios

• Oversee Corporate Card Program with monthly spend $370k and 0ver 3k transactions for vehicle fuel card usage and corporate card users to sync with Concur expense reporting

• Evaluate the current state of the payables process and identify areas of improvement and potential solutions

• Provide a roadmap and budgetary needs to fix areas of improvement identified

• Provide a 4-week payment forecast

• Tax (Corporate and Payroll Tax)

• Worker's Compensation Audits

• Payroll Quarterly/Annual Filings, Accounts Payable Annual Filings

• Partner with IT on any upgrades, patches, or updates to Peoplesoft system upon requests from providers: ADP or team leads in organization

Payroll Manager (Promotion)

Amerit Fleet Solutions - Walnut Creek, CA

June 2017 to January 2019

• Effectively manage 2-6 employees, oversee US weekly payroll process in 43 states and weekly Canadian payroll with Union population

• Effectively manage 2 employees for Expense Management - travel and entertainment, corporate credit cards (Concur)

• Strategically restructured Payroll, Tax, and Concur to manage expense program within 2 months and reduced 2FTE: travel and entertainment, corporate credit cards, vehicle fuel cards, concur expense entry, corporate tax, sales tax, and payroll tax

• Project Manager for: Travel and Entertainment Business Transformation Project, Uniform Policy, ADP Garnishment Implementation, ADP ACA Implementation, ADP Tax, Unemployment Insurance Agent implementation, and several Peoplesoft system enhancements and updates for compliance and business needs

• Implementation of error free payroll, reducing staff from 6 to 3 FTE within 1-month period after being hired

• Creating management reports for outstanding expenses, spend, labor, audits and ad hoc reporting from Payroll and Concur

• Created priority objective list and led SCRUM to develop compliance in organization throughout cross-functional departments: Health benefits audits, 401k plan audits, Payroll audits, Union dues audits, compliance reporting, Workers' comp audits, Human Resources data audits

• Collaborate with cross functional teams on company initiatives that affect payroll, including design and implementation of new systems, policies, and procedures

• Creation of prn file for Social Security Administration - Business Service Online to verify quarterly reporting accuracy of SS#'s

• Daily communication with Fleet and Regional Fleet Managers for their staff's needs and time approval deliverables

• Serve as technical expert for payroll issues through a deep understanding of payroll labor law, HR policies, tax regulations, and accounting principles

• Develop strategy in preparation for ME/QE/YE deliverables

• Training staff to encourage self development in the payroll arena and mentor to encourage growth

• Manage time and labor, payroll tax and patch updates by testing through G/L and approving for production upon success

• Creating new earnings/deductions codes for business needs and creating new criteria in timekeeping system to accommodate client needs

• Testing of new mobile timekeeping application for approval to production

• Zendesk implementation for ticketing system and metrics analysis

• Partnering with Payroll Tax Accountant to resolve any incorrect tax set ups that require adjustments

• in payroll prior to quarter end, validating SUI rate updates per state

• Reviewing and approving payroll staff hours for accuracy and managing overtime according to needs and budget

• Developing goals with each payroll team member quarterly to celebrate accomplishments at QE

• Weekly meeting with A/R to assure billing is in sync with payroll T&L processed

• Preparation of 401k contribution file to submit to VOYA for funding and weekly census file for updates in VOYA

• Preparation of Health Savings Account contribution file for employee and employer for funding

• Create scrum process for task team to accomplish the priority list that I developed to meet the business needs to obtain structure and organizational development

• Assist with any projects that require Payroll and HR knowledge to accomplish data flow to payroll for accurate reporting

• Training HR Team to conduct a benefits reconciliation of all offerings against payroll YTD data to find variances of underpayments or overpayments in employee enrolled plans

• Developing queries to identify any issues that will assist payroll prior to loading time and prior to confirming the payroll

• Conducting interviews for: Payroll Staff and creation of counseling forms for disciplinary action when necessary

• Partnering with IT to optimize functionality and explore automation opportunities

• Provide and model exemplary customer service with a focus on a positive employee experience Lead Payroll Specialist

Ascent Services Group - Walnut Creek, CA

January 2014 to June 2017

• Effectively process 1900+ consultants on weekly, semi-monthly (35 jurisdictions), and bi-weekly (Canadian) payroll frequencies; capturing weekly timesheets from 35 VMS systems(clients)

• Process 2,000+ Y/E W-2's

• Manage daily import files from HCM Oracle Fusion to ADP Workforce Now for uploads of direct deposit and new hire csv files

• Weekly time import files into Ascent's timekeeping system - use of integration manager to upload into Great Plains and upload into ADP

• Prepare retro pay calculations, termination calculations, garnishment calculation amounts, audit benefit deductions, use of v-lookup for new hire and termination review each payroll

• Manage payroll in-box and work in-box to assure all incoming emails are addressed within the day (60-100 daily-each box)

• Processing Per Diem, Travel, Shift Differentials, Fringe Benefits at Y/E, Sick accruals for state and local compliance

• Daily communication with Engagement Managers (HC) to assure we deliver quality service to our consultants with any request that may arise or issues that need resolution

• Collect and distribute all paychecks received for mailing, process manual checks daily and prepare UPS shipping labels

• Prepare payroll wire transfers for weekly and semi-monthly pay frequencies

• Tracking of F-1 student visa status for FICA exemption purposes

• Audit all import files using reporting tools within systems and v-lookup and pivot tables

• Update timesheet approvers Time's Easy system for all Ascent direct users and project information, reset password for ADP iPay system

• Set up new clients in Time's Easy to utilize Ascent's timekeeping system and maintenance of users and assignment entries

• Daily preparation of VOE's

• SSA quarterly verification - preparation of prn file confirming all names, social security numbers and date of births for accuracy in ADP

• Manage payroll assistant while Supervisor is out of the office and oversee completion of projects

• Oversee SUTA rates for all active jurisdictions to monitor rate and changes being made into ADP for tax filing

• Review quarterlies for accuracy and address corrections with ADP Tax Department

• Month End Close - preparing final worksheet detailing overall cost - of unapproved time once all approved time has been captured and posted

• Create quarterly goals to achieve internal systems that improve current processes Director, Human Resources/Payroll

Siteworks Landscape, Inc., & Sitecare Maintenance, Inc - Berkeley, CA May 2007 to March 2013

• Manage HR functions and Payroll operations for a regional workforce in a high-end residential landscape industry

• In 2011, I initiated parallel of HR role for maintenance division under same ownership

• Directed recruitment, testing and selection activities for personnel, interviewing, conducting background checks, negotiating salaries and administering new-hire orientations, on-boarding and termination requests

• Translated all company documents that are presented to employees at new-hire, benefits, payroll, safety, LOA, and memorandums

• Work with hiring managers and staffing team to optimize the talent acquisition process, work in conjunction with the management team on building and evangelizing our brand to the market in support of attracting top talent

• Advised the CEO, department heads and superintendents on employee relation matters, including grievance and disciplinary and Workers' Compensation procedures and actions; representing the company in hearings, when applicable

• Effectively manage employee, client and/or human resources conflicts, ensuring effective resolution

• Directed the investigation and resolution of complaints, in dealing with State and Federal compliance agencies and in hearings and litigation on employment matters in conjunction with the CEO

• Partnering with business unit managers and executive/senior level to strategically plan, develop or implement initiatives, policies or procedures and organizational development

• Process payroll (weekly) and associated payroll taxes and deposits, job costing, print checks inhouse, sort and distribute by location

• Prepare quarterly reports (Federal and State), annual FUTA and process company W-2's

• Supervised accounts payable clerk - audit entry of invoices, job costing accuracy, track credits, and audit month-end run preparation

• Manage occupational injuries and partner with carrier to control exposure of all claims, arrange first aid billing, assist Nurse Case Managers to offer modified work, prepare defense along with counsel, as needed, preparation of Cal/OSHA Logs annually

• Ensure compliance with statutory agencies, completing VOE forms, EDD benefit statements/UI/SDI/PFL, Workers' compensation wage summaries, quarterly reporting for HCSO (SF), working knowledge: Cal/OSHA, ADA, FLSA, FMLA, HIPAA, EEOC

• Develop/update related policies, as needed, conduct internal investigations, including sexual harassment and/or discrimination, working closely with counsel, as needed

• Manage vacation and sick leave, oversee leaves of absence, and prepare all associated documentation

• Conduct open enrollment - distribution of health plan information, enroll new subscribers, add/delete to current, update HRIS, reconcile monthly health insurance, Health Care Reform compliance, SPD, ERISA

• Support company-wide performance appraisal process for staff

• Lead the implementation of company safety, total rewards, and health programs

• Supervise Safety Coordinator task of ordering PPE and organization of Cal/OSHA compliance forms from the field on a weekly basis

• Serve as COBRA Administrator

• Prepare jobsite compliance binders for federal, state, and Cal/OSHA regulations, manage first-aid certification, safety and equipment training

• Maintain employee master-file information and set up necessary payroll deductions, garnishments, 401(k) contributions and health insurance deductions

• Administer company's pull program and fleet - driver's license inquiries, safety, compliance, adding/deleting drivers and garaging information maintenance

• Handle general liability claims - report any company vehicle accidents with insurance carrier and provide necessary reporting package to all drivers, monitoring driving record through pull program

• Manage company cell phones - review usage, order and set up email, activate phones with vendor, maintain inventory (air cards, phones, chargers), and publish phone lists, as well as company's Controller

Farmacia Remedios, Inc - Oakland, CA

December 2005 to May 2007

• Organize and lead the personnel management and financial operations of a retail pharmacy's 55 employees and 3 location start-up and parallel with owner's joint venture of chain restaurants for a combined process and management of a 250-employee collaboration

• Process payroll (semi-monthly) and associated taxes and posting of journal entries

• Prepare and present financial statements, including consolidation of 3 stores (pharmacy)

• Manage full-cycle accounts payable

• Reconcile all balance sheet accounts

• Prepare sales and use tax, property tax and other statutory returns

• Maintain employee payroll files, timecards, personnel documents (pharmacy and restaurants)

• Reconcile multiple bank accounts

• Track and maintain fixed assets report

• Conduct year-end inventory

• Monitor and track 3rd party billing

• Prepare daily activity report and assist managers with hiring, terminations, human resource and payroll topics

• Conduct new-hire orientations and exit interviews

• Counsel managers and employees as necessary regarding workplace conflicts

• Serve as worker's compensation administrator

• Ensure compliance with statutory agencies

• Control, audit and process year-end W-2's and 1099's Payroll and Benefits Manager

KMD Architects - Oakland, CA

June 2001 to December 2005

• Serve as Benefits and 401k in-house administrator, including contact for TPA, reporting, wiring funds, auditing, testing reports, conducting educational seminars, coordinating open enrollment and delivery of presentations

• Maintain and track records of employees on leave of absence, preparing compliance documents

• Conduct new-hire orientations and exit interviews

• Coordinate all audits, renewals and tests (401K, Workers' Compensation, Flex. Ben., Life)

• Maintain personnel files, vacation/sick accruals and balances, updating time and attendance

• Ensure compliance in the areas of payroll, benefits, worker's compensation, immigration, flexible spending, COBRA, HIPAA, and 401(k), administer life insurance, STD/LTD plans

• Conduct year-end W-2 processing and adjustments

• Special Projects: Conversion Project Manager from UNIX to Ceridian Payroll and HR, interfacing new accounting system with payroll system


A.A. in Accounting

Heald College - Oakland, CA

August 1993 to June 1995


• Payroll (10+ years)

• Human Resources (10+ years)

• Project Management (7 years)

• Report Writer

• Web Design

• Translator (Spanish) (6 years)

• System Implementations (10+ years)

• Scrum (3 years)

• Microsoft Office (10+ years)

• ADP Workforce Now (6 years)

• UltiPro (1 year)

• Ceridian (2 years)

• Intuit

• Workday

• Peachtree (5 years)

• Concur (5 years)

• PeopleSoft (3 years)

• Oracle Fusion (1 year)

• Great Plains (4 years)

• DocuSign (5 years)

• EVerify (5 years)

• Lawson (1 year)

• Deltek (4 years)

• Success Factors (2 years)

• EDI (5 years)

• Accounts Payable (6 years)

• User Interface (UI) (7 years)

• Journal Entries (10+ years)

• Microsoft SharePoint (6 years)

• Microsoft Excel (10+ years)

• Namely (Less than 1 year)

• Relational databases

• Root cause analysis

• Microsoft Word

• Microsoft Powerpoint


Lead Payroll Specialist

March 2016

Leader in Excellence

Contact this candidate