Administrative Assistant/ Data Entry

Job Description

Job Description

About the Role:

The Payroll Administrative Assistant plays a critical role in ensuring accurate and timely processing of payroll for construction industry employees across various projects in the United States. This position involves managing employee timekeeping records, verifying payroll data, and coordinating with HR and accounting departments to maintain compliance with federal and state labor laws. The role requires meticulous attention to detail to handle wage calculations, deductions, and benefits administration while maintaining confidentiality of sensitive information. The Payroll Administrative Assistant will also support audit processes and respond to employee inquiries regarding payroll issues, fostering clear communication and trust. Ultimately, this position ensures that all payroll activities are executed efficiently, contributing to employee satisfaction and organizational financial integrity.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree in Business Administration, Accounting, or related field preferred.
• Minimum of 2 years experience in payroll processing or administrative support, preferably within the construction or related industry.
• Proficiency with payroll software and Microsoft Office Suite, especially Excel.
• Strong understanding of payroll regulations, tax laws, and labor compliance requirements in the United States.
• Excellent organizational skills with the ability to manage multiple tasks and deadlines.

Preferred Qualifications:

• Experience with construction industry payroll systems and union payroll processing.
• Familiarity with timekeeping systems and project labor reporting.
• Certification in payroll administration (e.g., Certified Payroll Professional - CPP) is a plus.
• Knowledge of benefits administration and workers’ compensation processes.
• Strong interpersonal skills to effectively communicate with employees and management.

Responsibilities:

• Process and verify employee time sheets and attendance records to ensure accurate payroll data.
• Calculate wages, overtime, bonuses, and deductions in compliance with company policies and legal requirements.
• Maintain and update payroll records, including new hires, terminations, and changes in employee status.
• Coordinate with HR and accounting teams to resolve discrepancies and ensure payroll accuracy.
• Prepare and submit payroll reports and tax filings in accordance with federal, state, and local regulations.
• Respond promptly to employee inquiries regarding payroll, benefits, and deductions.
• Assist with internal and external payroll audits by providing necessary documentation and explanations.
• Ensure confidentiality and security of all payroll information and employee records.

Skills:

The Payroll Administrative Assistant utilizes their expertise in payroll software and Microsoft Excel daily to accurately input and analyze employee time and wage data. Their knowledge of federal and state payroll regulations ensures compliance and helps prevent costly errors or penalties. Strong organizational skills enable them to manage multiple payroll cycles and deadlines efficiently, while maintaining meticulous records. Effective communication skills are essential for addressing employee questions and collaborating with HR and accounting teams to resolve discrepancies. Additionally, preferred skills such as familiarity with construction-specific payroll systems and certifications enhance their ability to handle industry-specific challenges and contribute to continuous process improvements.