Payroll Administrator

Job Description

Job Description

Must have construction payroll experience! Must have Union payroll processing experience and prevailing wage experience!

Job Title: Payroll Administrator

Job Description

The Payroll Administrator plays an integral role in the payroll function, expertly managing both union and non-union payroll processes across multiple jurisdictions. This position requires exceptional accuracy, timeliness, and compliance with complex regulatory requirements, while overseeing payroll tax management, government reporting, and confidential data handling. The role also involves preparing certified payroll and union health and welfare reports, reconciling payroll accounts, and generating insightful payroll analyses that support strategic management decision-making.

Responsibilities

• Gather, review, and process diverse payroll data from multiple sources, ensuring strict compliance with collective bargaining agreements and internal policies.
• Input employee hours, wages, deductions, bonuses, and other relevant information into the payroll system with a high degree of precision.
• Calculate payroll amounts, including regular wages, overtime, premiums, and deductions, in accordance with union agreements and regulatory mandates.
• Process employee changes such as new hires, terminations, wage adjustments, direct deposits, and personal information updates within the payroll system.
• Oversee the processing of direct deposit requests and ensure accurate uploads to the Bank ARP system.
• Manage payroll taxes for multiple states, ensuring timely weekly and monthly tax processing and compliance.
• Validate and process employee wage garnishments and ensure prompt payments to State Disbursement Units (SDUs).
• Verify and manage employee Paid Time Off (PTO) accounts, ensuring accurate balances and proper usage recording.
• Calculate and process union health and welfare benefit payments in strict accordance with collective bargaining agreements and regulatory standards.
• Collaborate with the accounting team to ensure accurate and timely contributions to union health and welfare benefits.
• Maintain comprehensive records of union health and welfare payments and ensure compliance with all reporting requirements.
• Prepare and submit certified payroll reports in compliance with prevailing wage laws and regulations.
• Ensure accurate recording and reporting of wage rates, fringe benefits, and other relevant information for certified payroll purposes.
• Collaborate with project stakeholders to collect, verify, and validate certified payroll data.
• Update payroll records and execute routine changes to employee data, maintaining the highest standards of accuracy and data integrity.
• Investigate and resolve discrepancies in payroll processing, ensuring the integrity and reliability of payroll records.
• Prepare and submit reports and forms required by the IRS and other regulatory bodies, including ad hoc reports requested by management.
• Serve as a primary point of contact for employee inquiries regarding union and non-union payroll, providing timely and accurate information and resolving issues.
• Educate employees on payroll processes, collective bargaining agreements, prevailing wage requirements, and benefit deductions to foster clear understanding of their entitlements.
• Ensure rigorous adherence to all payroll processing procedures and policies, maintaining strict confidentiality of payroll and employee information.
• Manage government reporting requirements with accuracy and timeliness, including responding to correspondence from the Employment Development Department (EDD).
• Conduct employment status verifications upon request from external parties, ensuring accurate and compliant responses.
• Execute administrative tasks related to payroll documentation and remain current on federal, state, and local regulations impacting union and certified payroll processing.
• Reconcile payroll general ledger accounts, ensuring accuracy and completeness in financial reporting.
• Generate and analyze payroll reports for management, providing insights that inform strategic decision-making.
• Prepare and submit government reports, maintaining compliance with all relevant regulations and updates.
• Actively participate in gathering payroll information for external audits and assist with audit preparation and follow-up.
• Perform other job-related duties and functions as assigned, supporting the overall effectiveness of the payroll department.

Essential Skills

• High school diploma or equivalent.
• 4+ years of experience in payroll processing, including hands-on experience with both union and non-union payroll.
• Demonstrated experience with prevailing wage and certified payroll reporting.
• Proven ability to manage union reporting and union payroll, including union health and welfare benefit payments.
• Strong attention to detail to ensure accurate processing of wages, deductions, benefits, and fringe contributions while adhering to collective bargaining agreements and regulatory requirements.
• Proficiency in preparing and submitting payroll reports, certified payroll reports, union health and welfare benefit reports, and other documentation required by regulatory agencies and union representatives.
• Strong mathematical skills to accurately calculate wages, overtime, premiums, deductions, and benefit contributions in line with union agreements and applicable regulations.
• Experience managing multi-state payroll tax regulations and compliance requirements.
• Knowledge of federal, state, and local regulations governing union payroll processing, certified payroll reporting, and union health and welfare benefits.
• Experience reconciling payroll general ledger (GL) accounts and supporting payroll accounting activities.
• Proficiency in Microsoft Office Suite, including Excel for data entry, analysis, pivot tables, and reporting, and Word and Outlook for documentation and communication.
• Hands-on experience with payroll software systems such as ADP Workforce Now, Kronos, and PeopleSoft, or similar platforms.
• Strong data entry skills with a focus on accuracy and efficiency in high-volume payroll environments.
• Experience with payroll reporting and analysis to support management decision-making.
• Ability to effectively communicate with employees, leadership, and external stakeholders to address inquiries, resolve issues, and provide guidance on payroll matters.
• Capacity to research and resolve errors or discrepancies in payroll processing, certified payroll reporting, and employee inquiries.
• Dedication to providing timely and accurate support to employees regarding union payroll inquiries and issue resolution, fostering positive employee relations.
• Commitment to maintaining confidentiality of payroll and employee information in compliance with organizational policies and legal requirements.
• Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently in a fast-paced environment.

Additional Skills & Qualifications

• Experience with wage garnishments, including validation, processing, and payments to State Disbursement Units.
• Familiarity with reconciliation processes and audit support for payroll-related accounts and records.
• Experience generating, interpreting, and presenting payroll reports and analyses to management.
• Working knowledge of prevailing wage requirements and related government reporting.
• Strong analytical skills to identify trends, discrepancies, and opportunities for process improvement in payroll operations.
• Comfort working with reporting tools and advanced Excel functions, including pivot tables, for payroll analysis.
• Ability to respond professionally to government agencies such as the Employment Development Department (EDD) and other regulatory bodies.
• Organizational skills to maintain comprehensive and accurate records of union health and welfare payments and certified payroll data.
• Customer-service mindset with the ability to educate employees on payroll processes, agreements, and benefit deductions.

Work Environment

This position is based at the headquarters office and follows a Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m. The environment is fast-paced and detail-oriented, with regular interaction with employees, accounting, and project stakeholders. The role involves daily use of payroll software systems such as ADP Workforce Now, Kronos, and PeopleSoft, as well as Microsoft Excel, Word, and Outlook for data entry, reporting, and communication. Business attire is required, with a professional dress code that does not include jeans. The organization offers a competitive compensation structure, comprehensive health, dental, and vision insurance plans, a 401(k) retirement savings plan with employer match, and generous paid time off and holiday pay, supporting both professional growth and work-life balance.

This is a Contract to Hire position based out of Stockton, CA.

The pay range for this position is $26.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Stockton,CA.

This position is anticipated to close on Jul 16, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.