Payroll Specialist

Job Description

Job Description

Are you driven to grow, lead, and make a meaningful impact? At Apex, we're building more than a consulting and engineering firm—we're creating a place where your career accelerates, your contributions matter, and your potential is fully realized. We believe your growth is our growth, which is why we invest in your development at every stage of your career. Here, you'll work on projects that shape communities, protect the environment, and create lasting impact, all while being empowered with the autonomy and flexibility to do your best work.

Fueled by high quality delivery, exceptional client retention, and strategic acquisitions, Apex Companies continues to rank among the fastest-growing firms in the AEC industry, recently recognized by the Zweig Group for our industry-leading growth. Our success is grounded in strong leadership, a collaborative culture, and a shared commitment to delivering exceptional outcomes.

As we continue to grow, we're focused on building a team of high-performing professionals who are ready to lead, collaborate, and push what's possible. At Apex, you don't just join a company, you help shape what comes next.

We are seeking a highly detail-oriented Payroll Specialist to support our multi-entity payroll operations. This role is responsible for the accurate and timely processing of payroll, compliance reporting, and administrative payroll functions across multiple business units. The ideal candidate thrives in a fast-paced environment, demonstrates strong analytical skills, and takes ownership of ensuring payroll accuracy and compliance.\

Key Responsibilities Include, but are not limited to:

Payroll Processing & Administration

• Process weekly and bi-weekly payrolls across multiple entities, ensuring accuracy and timeliness
• Review, audit, and approve employee timesheets and payroll data prior to final submission
• Manage payroll adjustments, including bonuses, garnishments, direct deposits, tax withholdings, and address updates
• Monitor and resolve payroll discrepancies, including missing or incomplete employee data (e.g., unemployment state codes)
• Conduct payroll reconciliations and maintain supporting documentation

Reporting & Compliance

• Generate and maintain payroll-related reports, including PTO, bereavement, holiday, volunteer time, and leave tracking
• Prepare labor detail reports and certified payroll reports (WH-347)
• Update and maintain compliance portals for reporting hours and wages
• Support quarterly and periodic reporting requirements, including BLS reporting and MWRs
• Ensure payroll practices align with federal, state, and local regulations

Employee & Manager Support

• Respond to payroll-related inquiries from employees and managers in a timely, professional manner
• Follow up on outstanding timesheets and payroll issues to ensure deadlines are met
• Communicate regarding payroll matters such as live checks, CA meal compliance, and new hire onboarding

Data Management & Documentation

• Maintain payroll files, folders, and reporting documentation within payroll systems (e.g., UKG)
• Organize and archive final payroll reports and supporting records
• Manage payroll email inbox and documentation workflows
• Update internal payroll instructions and guidance materials

Administrative & Operational Support

• Perform mail processing, including scanning, distribution, and handling unemployment documentation
• Complete initial unemployment paperwork and maintain related records
• Support labor adjustments and payroll-related audits
• Provide ad hoc reporting, research, and analysis as requested

Qualifications:

• 2+ years of payroll, accounting, or related administrative experience
• Experience processing payroll in a multi-state, multi-entity environment preferred
• Familiarity with payroll systems such as UKG or similar platforms
• Knowledge of payroll regulations, tax withholdings, and compliance reporting (BLS, certified payroll, etc.)
• Strong attention to detail and accuracy with the ability to manage deadlines
• Excellent organizational and time management skills
• Strong communication skills with a customer-service mindset

What Success Looks Like

• Payroll is processed accurately and on time across all entities
• Timesheet and payroll discrepancies are proactively identified and resolved
• Compliance reporting is completed correctly and within required timelines
• Employees and managers receive timely, clear support on payroll-related questions
• Payroll records and documentation are well-organized and audit-ready

Additional Responsibilities

• Maintain a clean, organized, and efficient work environment
• Stay current on payroll best practices and regulatory changes
• Perform other duties as assigned to support payroll operations

Apex Title: Payroll Specialist

Req ID:

11704

Annual Expected Pay Range

$70,000—$75,000 USD

We believe in equality for all and celebrate the diversity and differences of our employees, customers, and communities. We do not discriminate based on gender, race or color, ethnicity or national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, or any other applicable characteristics protected by law. Apex aims to make apexcos.com accessible to all users. If you have a disability or special need that requires accommodation to navigate our website or complete the application process, please contact View email address on ziprecruiter.com or View phone number on ziprecruiter.com. Likewise, feel free to reach out to us if you would like to view or discuss Apex policy related to equal employment opportunity or have any related concerns. EO/AA/VEV/Disabled Employer

TO ALL RECRUITMENT AGENCIES: Apex Companies does not accept unsolicited agency resumes. Please do not forward resumes for any of our job postings to our career's sites, or to any employees of Apex Companies or affiliates. Apex Companies is not responsible for any fees related to unsolicited resumes.