Payroll Specialist

Job Description

PAYROLL SPECIALIST (Prevailing Wage & Certified Payroll)

The Payroll Specialist is responsible for the accurate and timely processing of multi-state payroll while serving as the organization's primary resource for prevailing wage compliance and certified payroll reporting. This role ensures compliance with federal, state, local, and contractual wage requirements, including Davis-Bacon Act regulations and certified payroll submissions. The Payroll Specialist works closely with Human Resources, Accounting, Operations, and other Corporate support to ensure wage determinations, fringe benefit allocations, and labor classifications are administered accurately.

ESSENTIAL DUTIES & RESPONSIBILITIES

Payroll Administration

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• Process weekly and monthly payroll cycles accurately and on schedule.
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• Review and audit employee time records, earnings, deductions, taxes, and benefit withholdings.
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• Maintain employee payroll records and ensure compliance with applicable federal, state, and local regulations.
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• Investigate and resolve payroll discrepancies, employee inquiries, and payroll-related issues.
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• Process wage garnishments, tax levies, child support orders, and other payroll adjustments.
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• Assist with year-end payroll activities, including W-2 preparation and reconciliation.
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Union Payroll Administration

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• Process payroll in accordance with collective bargaining agreements (CBAs) and union contract requirements.
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• Maintain working knowledge of union wage rates, fringe benefit requirements, dues deductions, and jurisdictional rules.
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• Prepare and submit union remittance reports and benefit contribution reports accurately and timely.
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• Reconcile union benefit payments, deductions, and employer contributions.
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• Partner with Operations, HR, and Accounting to ensure union employees are properly classified and compensated according to labor agreements.
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• Maintain documentation supporting union payroll calculations and reporting requirements.
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• Assist with union audits, payroll reviews, and requests for payroll documentation.
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Prevailing Wage & Certified Payroll Compliance

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• Serve as the primary point of contact for prevailing wage and certified payroll administration.
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• Review contracts and project requirements to identify applicable prevailing wage determinations and compliance obligations.
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• Ensure proper employee classifications, wage rates, fringe benefit calculations, and labor allocations on prevailing wage projects.
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• Prepare, review, and submit certified payroll reports accurately and timely.
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• Maintain supporting documentation required for certified payroll audits and government agency reviews.
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• Monitor changes in prevailing wage regulations and provide guidance to internal stakeholders regarding compliance requirements.
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• Partner with project managers and operations leadership to ensure labor charges and classifications align with contract requirements.
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• Assist with government audits, compliance reviews, and requests for payroll documentation.
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Reporting & Reconciliation

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• Reconcile payroll reports, general ledger entries, payroll taxes, and benefit deductions.
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• Generate payroll, labor cost, and compliance reports for management as requested.
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• Support month-end and year-end accounting activities related to payroll.
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• Identify opportunities to improve payroll accuracy, efficiency, and compliance.
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QUALIFICATIONS

Education

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• Associate's degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred.
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• Equivalent combination of education and experience may be considered.
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Experience

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• Minimum of 3-5 years of payroll administration experience.
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• Strong experience with prevailing wage regulations and certified payroll reporting required.
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• Experience with Davis-Bacon Act compliance and government-funded construction projects strongly preferred.
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• Experience administering payroll in a unionized environment and working with collective bargaining agreements (CBAs) strongly preferred.
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• Experience processing multi-state payroll preferred.
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• Experience working in construction, heavy equipment, transportation, or a project-based environment is highly desirable.
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