Project Payroll Specialist

About Aecon As a North American leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive. We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partner every day to build, connect, power, and strengthen our communities. Core Values Safety Always – our number one core value. If we can’t do it safely, we don’t do it at all. Integrity – we lead by example, with humility and courage. Accountability – we’re passionate about delivering on our commitments. Inclusion – we provide equitable opportunities for everyone. Our Commitment We invest in our people, support mental, emotional, and physical well‑being, offer leadership programs, and focus on sustainability. We are a leader in inclusive work environments and continuously improve through innovation and teamwork. What is the Opportunity? The Project Payroll Specialist will report to the Project Payroll Supervisor and indirectly to the Payroll Manager. The role provides comprehensive support to the payroll team across multiple functions, ensuring compliance with legislative requirements in all jurisdictions with a focus on US operations. Responsibilities Enter daily payroll via approved timesheets in SAP. Perform administrative and clerical duties to maintain current and accurate records for Timekeeping, Project Controls, etc. Collect and verify daily labour timesheets for payroll entry and processing. Manage the Time and Attendance System: employee onboarding, off‑boarding, and daily attendance reconciliations. Perform all payroll duties such as verifying and submitting timesheets, audit reports, preparing new employee packages, termination/layoff forms, rate changes, and travel and board calculations. Assist site managers and superintendents in tracking analysis and forecasting of ongoing projects. Coordinate with the Time and Attendance System team to maintain shifts, rosters, etc. Maintain filing systems for payroll documents in accordance with auditing procedures. Maintain documents for employee information including labour qualifications, certifications, and training. Assist Project Controls in tracking, monitoring, and analyzing productivity data and project costs where applicable. Support and validate hours/payroll for salaried and hourly employees across multiple states, ensuring accurate and timely payroll execution in accordance with established payroll calendars. Ensure compliance with U.S. federal, state, and local payroll legislation, including IRS regulations, FLSA requirements, state wage and hour laws, unemployment insurance, and statutory reporting obligations. Maintain and apply up‑to‑date knowledge of U.S. payroll laws, tax regulations, and legislative changes; assess impacts and support implementation of required system or process updates to remain compliant. Support multi‑state payroll setups and ongoing compliance requirements. Administer payroll adjustments and support off‑cycle payment requests, including corrections, retroactive pay, bonuses, terminations, and manual checks, ensuring proper taxation and documentation. Support and monitor wage garnishments, levies, and court‑ordered deductions, ensuring accurate calculations, timely remittances, and compliance with federal and state regulations. Reconcile payroll data and reports, supporting payroll audits, internal controls, and downstream financial processes such as general ledger interfaces and balance sheet reconciliations. Partner with HR, Finance, and external payroll vendors, providing payroll expertise, resolving discrepancies, and supporting audits, acquisitions, and system enhancements. Respond to employee payroll inquiries, delivering clear guidance on pay, taxes, deductions, and year‑end forms (e.g., W‑2s), while maintaining confidentiality and data integrity. Qualifications Minimum of 5 years of U.S. payroll experience. APA Certification (asset). Experience with ADP HCM, SAP payroll, and reporting systems (asset). Demonstrated experience with U.S. multi‑state payroll processing and federal payroll compliance. Strong working knowledge of IRS regulations, FLSA, state tax laws, unemployment insurance, and garnishment rules. Experience supporting payroll audits, regulatory inquiries, and compliance reporting. Advanced proficiency with Microsoft Office, Power Automate, Power BI, Business Objects, and advanced Excel. Strong analytical and problem‑solving skills. Excellent interpersonal and communication skills (written and verbal). Knowledge of payroll tax registration requirements for the U.S. Act with discretion and confidentiality. Strong organizational skills, including balancing multiple responsibilities and meeting deadlines. Proven ability to work independently as well as with a team. Strong business acumen and understanding of organizational structures and functions. Analytical thinking skills to systematically break down issues and determine root cause. EEO Statement Aecon fosters diversity, inclusion and belonging within and across our organization. We consider all applicants for positions without regard to race, color, religion, sex, national origin, age, mental or physical disabilities, veteran status, and all other characteristics protected by law. We are committed to adhering to the objectives and requirements outlined in the Equal Employment Opportunity Commission (EEOC), and to meeting the accessibility needs of people with disabilities in a timely manner, through the implementation of the requirements of the EEOC and its applicable regulations. Appropriate accommodation under the EEOC will be provided upon request throughout the interview and hiring process. #J-18808-Ljbffr