Payroll Specialist

Job Description

Job Description

Description:

MISSION  

Administer accurate, compliant, and dependable payroll operations through independent review, analysis, reconciliation, issue resolution, and coordination with the Payroll Manager, Human Resources, Finance, operations, and applicable union requirements. Exercise discretion and independent judgment in evaluating payroll exceptions, applying established requirements, and recommending corrective action. 

OUTCOMES  

1.     Administer Accurate & Timely Payroll - Independently review payroll inputs, time records, earnings, deductions, reimbursements, adjustments, and exceptions; evaluate discrepancies and determine or recommend appropriate corrective action before payroll finalization.  

a.     KPI: Assigned payroll activities are completed accurately and within established payroll calendars and deadlines, with material exceptions resolved before finalization. 

b.     KPI: Payroll discrepancies and non-routine transactions are analyzed, documented, corrected within delegated authority, or escalated with a recommended course of action. 

c.     Competencies: 

Payroll Administration; Independent Judgment; Accuracy; Accountability. 

2.     Administer Union & Wage Compliance - Interpret and apply applicable union agreements, wage structures, rates, fringes, deductions, prevailing wage requirements, certified payroll requirements, and approved compensation changes to payroll administration.  

a.     KPI: Union rates, fringes, deductions, wage changes, and related payroll requirements are reviewed for proper application and maintained accurately and timely. 

b.     KPI: Potential wage, union, or certified payroll compliance concerns are identified, researched, and resolved or elevated with recommendations before they create material payroll risk. 

c.     Competencies: 

Union Payroll; Wage Administration; Compliance; Regulatory Interpretation. 

3.     Maintain Payroll Controls & Compliance - Perform payroll reconciliations and audits, evaluate payroll records and deductions, identify control weaknesses or compliance concerns, and recommend corrective actions and process improvements.  

a.     KPI: Payroll reconciliations, records, deductions, and supporting documentation are accurate, complete, timely, and audit-ready. 

b.     KPI: Payroll discrepancies, recurring errors, and control exceptions are independently investigated and resolved or escalated with documented findings and recommendations. 

c.     Competencies: 

Payroll Controls; Compliance; Analytical Thinking; Risk Awareness. 

4.     Resolve Employee & Manager Payroll Matters - Serve as a payroll subject matter resource and independently research and resolve payroll and timekeeping questions, applying company policy and payroll requirements to individual circumstances.  

a.     KPI: Payroll and timekeeping matters receive timely, professional, accurate, and well-supported resolution. 

b.     KPI: Complex or non-routine issues are evaluated, researched, and resolved within delegated authority or escalated with a clear recommendation and supporting rationale. 

c.     Competencies: 

Employee Service; Communication; Problem Solving; Professional Judgment. 

5.     Strengthen Payroll Systems & Administration - Maintain payroll system integrity, analyze payroll data and trends, support Paylocity administration and reporting, and recommend improvements to payroll procedures, controls, reporting, and workflows.  

a.     KPI: Payroll system records, reports, procedures, and controls remain current, accurate, compliant, and audit-ready. 

b.     KPI: Recurring payroll issues and manual corrections are analyzed and reduced through documented process improvements, stronger controls, and effective cross-functional coordination. 

c.     Competencies: 

Paylocity; Data Analysis; Process Improvement; Continuous Improvement. 

MODERNCONTROLS CORE VALUES  

Run Towards the Fire • Never Give Up • Held to a Higher Standard • My Word Is My Bond • Be Modern • Have Each Other’s Back 

REQUIRED QUALIFICATIONS

• Minimum 3–5 years of progressive payroll experience , with substantial hands-on responsibility for union payroll, prevailing wage, and certified payroll .
• Direct union payroll experience is required , including administering payroll under multiple collective bargaining agreements (CBAs), wage schedules, classifications, jurisdictions, and union requirements.
• Direct prevailing wage experience is required , including interpretation and application of applicable wage determinations, base wage rates, fringe benefit requirements, worker classifications, and project-specific requirements.
• Certified payroll experience is required , including preparation, review, reconciliation, and submission of certified payroll reports and supporting documentation.
• Demonstrated ability to interpret and apply collective bargaining agreements , including wage rates, overtime provisions, shift differentials, union deductions, fringe benefits, jurisdictional requirements, and other negotiated payroll provisions.
• Experience administering payroll involving multiple unions, locals, classifications, wage rates, and geographic jurisdictions .
• Demonstrated ability to identify and resolve discrepancies involving union rates, prevailing wages, fringes, deductions, classifications, hours worked, and certified payroll reporting.
• Working knowledge of applicable federal and state prevailing wage requirements , including the Davis-Bacon Act and state/local prevailing wage requirements applicable to assigned projects.
• Strong understanding of payroll compliance requirements, wage-and-hour laws, payroll taxation, deductions, garnishments, reimbursements, recordkeeping, and audit documentation.
• Experience performing payroll reconciliations, audits, exception reviews, and corrective adjustments with a high degree of accuracy.
• Proficiency with Paylocity or a comparable payroll/HRIS system ; Paylocity experience strongly preferred.
• Strong Microsoft Excel skills, including formulas, lookups, pivot tables, reconciliations, and payroll data analysis.
• Ability to independently research payroll discrepancies, interpret applicable requirements, determine appropriate corrective action within delegated authority, and escalate complex matters with a documented recommendation.
• Exceptional attention to detail and demonstrated ability to meet strict payroll, union reporting, certified payroll, and compliance deadlines.
• Ability to maintain strict confidentiality when handling employee compensation, payroll, union, and personally identifiable information.

This position requires demonstrated, hands-on experience administering union payroll, prevailing wage, and certified payroll. Candidates without direct experience in these areas will not meet the minimum qualifications for the position.

The successful candidate must be capable of independently reviewing and applying union wage rates, collective bargaining agreement provisions, fringe benefit requirements, prevailing wage determinations, employee classifications, deductions, and certified payroll requirements . This position is expected to identify discrepancies before payroll is finalized, research applicable requirements, and take or recommend corrective action to protect ModernControls from wage, union, contractual, and regulatory compliance risk.

Associate or bachelor’s degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred. CPP or FPC certification is also preferred. Experience supporting payroll within the construction, HVAC, mechanical, building automation, or skilled-trades industry is highly desirable.

ModernControls provides a competitive total rewards package designed to support our employees and their families, including:

• 100% employer-paid employee-only medical coverage
• Medical coverage options for eligible dependents
• Employer-funded Health Savings Account (HSA) contributions for eligible medical plans
• Company-paid $50,000 life insurance policy
• 401(k) Safe Harbor Plan with company contribution — 100% match on the first 3% contributed, plus 50% on the next 2%
• 120 hours of PTO annually for eligible employees
• Paid holidays
• Company-paid Delaware/Maryland PFML benefits , where applicable
• Short-Term/ Long-Term Disability benefits
• Professional development and training opportunities
• Career growth and advancement opportunities
• Employee recognition programs
• Collaborative environment supporting employees across Human Resources, Finance, Operations, Safety, and other business functions