Payroll Manager

Company: JAG
Department: Payroll / Administration
Reports To: Chief Administrative Officer or Designee
FLSA Status: Non-Exempt
Work Location: Onsite / Hybrid (as applicable)

Position Summary

The Payroll Manager is responsible for coordinating and processing accurate, timely payroll in accordance with company policy, regulatory requirements, and established timekeeping procedures. This role ensures payroll data is complete, compliant, and ready for submission by working closely with employees, supervisors, onsite administrators, and leadership.

The Payroll Manager follows the current SwipeClock Timekeeping & Payroll Processing SOP and relies on employee-entered data and supervisor approvals. This position will be responsible for validating payroll submissions for reasonableness and accuracy. It’s prime role will not be editing employee time entries.

The position will be a key employee and be part of the team developing best practices and processes to most efficiently manage the payroll process among all JAG entities.

Essential Duties and Responsibilities

Payroll Processing & Coordination

• Coordinate weekly payroll processing using the SwipeClock timekeeping system.
• Ensure payroll files are complete, accurate, and submitted in accordance with payroll deadlines.
• Pull finalized payroll files after all required employee and supervisor approvals are completed.
• Submit payroll files to the payroll vendor for processing.

Timekeeping & Payroll Oversight

• Monitor payroll readiness by verifying:
  • Employee weekly approvals
  • Supervisor approvals
  • Required job numbers, departments, and vessel selections (as applicable)
  • Presence of meal/lunch punches
• Identify missing approvals or discrepancies and notify supervisors or onsite administrators for resolution prior to payroll cutoff.
• Ensure payroll processing follows established SOPs and internal controls.

Deductions, Leave, and Per Diem Oversight

• Ensure payroll deductions including the reimbursement of cash advances are calculated accurately and applied in accordance with company policy and applicable regulations.
• Verify that deductions align with approved hours worked and established policies.
• Confirm that sick time and PTO entries are entered by employees following supervisor approval.
• Confirm that per diem entries are entered and approved by employees and supervisors in accordance with policy.

Payroll Support & Employee Inquiries

• Serve as the primary point of contact for payroll-related questions from employees and supervisors.
• Provide clear explanations regarding pay statements, deductions, and payroll timelines.
• Research and resolve payroll questions in a timely, professional manner.
• Escalate complex payroll or policy-related issues to leadership as appropriate

Compliance & Audit Support

• Maintain payroll records in compliance with wage-and-hour regulations and company policy.
• Support internal or external audits by providing payroll documentation and reports.
• Monitor recurring payroll or timekeeping issues and report trends to leadership.

Continuous Improvement

• Assist with improvements to payroll processes to enhance accuracy and efficiency.
• Support training and education related to SwipeClock and payroll procedures.
• Participate in policy reviews and updates as assigned.

Qualifications

Required

• High school diploma or equivalent
• Minimum of two (2) years of payroll or timekeeping experience
• Experience with electronic timekeeping systems (SwipeClock preferred)
• Strong attention to detail and accuracy
• Knowledge of wage-and-hour compliance principles
• Ability to meet strict deadlines

Preferred

• Associate’s degree in accounting, business, or related field
• Experience in construction accounting including maritime, industrial, or project-based environments
• Familiarity with per diem policies and job-number-based payroll
• Experience working in a regulated or multi-site operation

Skills & Competencies

• Payroll systems proficiency
• Strong organizational and time-management skills
• Clear written and verbal communication
• Ability to maintain confidentiality
• Collaborative, service-oriented approach
• Strong problem-solving skills

Physical & Work Requirements

• Ability to work at a computer for extended periods
• Ability to manage deadlines in a fast-paced environment
• Occasional overtime during payroll cycles may be required