Prevailing Wage Specialist

Prevailing Wage Specialist

The Prevailing Wage Specialist owns end-to-end compliance with the Prevailing Wage and Apprenticeship (PWA) requirements applicable to ESS's solar operations and maintenance contracts under Sections 45(b)(7), 48(a)(10), 45Y(g)(9), and 48E(d)(3) of the Internal Revenue Code, IRS Notice 2022-61, and related Treasury/IRS guidance. The Specialist is the single point of accountability for prevailing wage compliance across all covered projects: identifying covered work, ensuring correct worker classifications and wage rates, validating that covered hours are coded and paid correctly in each payroll cycle, and preparing and delivering complete documentation packages to project owners, including submissions through client portals, on contractual deadlines.

Because prevailing wage compliance is executed through payroll, this role requires solid payroll experience: the Specialist works hand-in-hand with payroll processing to ensure every covered hour is identified, coded to the correct project and classification, and paid at or above contractually required rates, with documentation flowing automatically from each payroll run. The Specialist serves as the main person responsible for corresponding with subcontractors regarding all prevailing wage deliverables, acts as the primary contact for project owner documentation requests and audits, and is expected to operate independently, without sustained support from other team members.

Essential Duties & Responsibilities

Prevailing Wage Rate Administration

• Determine which work constitutes covered "construction, alteration, or repair" services under PWA Requirements, in coordination with project owners who define the covered scope of work, and maintain a current matrix of covered projects, activities, and personnel.
• Apply correct contractual prevailing wage rates (inclusive of fringe benefits) from each agreement's rate exhibit to all Laborers and Mechanics performing covered services, including proper worker classification by trade and jurisdiction.
• Ensure every hour worked on a prevailing wage project is coded to the correct project, work classification, and wage rate at the time of payroll entry, so that prevailing wage pay and documentation flow automatically from each payroll run.
• Reconcile actual wages paid against required rates each pay period and before certification, coordinating with payroll to correct discrepancies before they become deficiencies.

Documentation, Reporting & Client Portals

• Prepare and deliver complete payroll documentation packages to each project owner monthly, in the contractually specified format, by the contractual deadline — without reminders or escalation.
• Submit certified payroll and compliance documentation through client and project owner portals (e.g., LCPtracker or similar systems); maintain current portal access, project setup, and submission records for every active project.
• Maintain and produce, upon owner request (up to quarterly), the full Prevailing Wage Documentation record: payroll documentation, work logs, invoices, and any additional documentation reasonably requested.
• Maintain organized, audit-ready records supporting the company's and project owners' tax credit compliance positions, with retention consistent with contract and IRS requirements.

Subcontractor Compliance

• Serve as the primary, front-line communicator and main point of contact for all subcontractor correspondence regarding prevailing wage deliverables and requirements.
• Flow down prevailing wage obligations to subcontractors; collect, review, and validate subcontractor payroll documentation, work logs, and invoices each month.
• Manage subcontractor relationships with an approach that is firmly assertive yet collaborative, ensuring all required paperwork and compliance data are delivered on time to prevent project delays.
• Track subcontractor deficiencies and drive timely correction so that subcontractor noncompliance does not create company liability.

Deficiency Identification, Notification & Cure

• Monitor continuously for underpayments or documentation gaps; immediately notify management (and support required notification to project owners) upon discovery of any failure to satisfy PWA requirements.
• Review and respond to project owner deficiency notices within the contractual review windows, and manage corrections to rates or documentation.
• Calculate and process correction payments where required: back-wage true-ups to affected workers, interest at the federal short-term rate plus 6%, and tracking against the per-worker penalty exposure ($5,000 per affected Laborer or Mechanic per taxable year).
• Ensure corrective payments are completed by the last day of the first month following the end of the calendar quarter in which a failure occurred, in order to preserve penalty relief under the applicable cure provisions.

Client & Internal Communication

• Serve as the primary, responsive point of contact for project owner prevailing wage inquiries, document requests, and audits; maintain professional, proactive communication that protects client relationships.
• Maintain a task and deadline tracking system covering every active project's documentation obligations; provide management a monthly compliance status report (deliverables sent, outstanding items, deficiencies, and cure status).

Payroll Support

• Work hand-in-hand with payroll processing each pay period to collect, review, and validate field technician time on covered projects, resolving missing or inaccurate entries directly with technicians and team leads before processing.
• Verify that prevailing wage rates, classifications, and project coding are correctly reflected in each payroll run, and support payroll processing for the multi-state field workforce as needed.
• Serve as a knowledgeable resource for payroll questions related to prevailing wage pay, fringe benefits, and corrections.

Regulatory Monitoring

• Monitor Treasury, IRS, and Department of Labor guidance affecting PWA requirements; assess impact on active contracts and support contract amendment discussions when new guidance changes the company's obligations.

Required Qualifications

• 3+ years of experience in prevailing wage, certified payroll, or labor compliance administration (Davis-Bacon and/or IRA Sections 45/48 PWA experience strongly preferred).
• Demonstrated working knowledge of prevailing wage concepts: wage determinations, worker classifications, fringe benefits, certified payroll formats, and correction/penalty mechanics.
• Hands-on payroll experience, including multi-state payroll and paying an hourly field workforce; sufficient payroll fluency to validate rates, coding, and corrections within each payroll cycle.
• Experience submitting certified payroll and compliance documentation through client or agency portals (e.g., LCPtracker or similar labor compliance systems).
• Proven ability to independently own a recurring compliance calendar and meet hard external deadlines without supervision or reminders.
• Strong interpersonal and communication skills, with a proven track record of being both assertive and empathetic when chasing down deliverables from external partners or subcontractors.
• Strong written and verbal communication skills with external clients; experience responding to client document requests or audits.
• Proficiency with payroll systems and Excel; ability to reconcile payroll data against required rates accurately.

Preferred Qualifications

• Experience in solar, renewable energy, or construction O&M environments with multi-state field workforces.
• Familiarity with IRS Notice 2022-61 and subsequent PWA final regulations, including apprenticeship requirements.
• Experience managing subcontractor compliance programs.
• Multi-state payroll processing experience, including payroll taxes and year-end processing.
• Certified Payroll Professional (CPP) or similar credential.

Performance Standards (First 90 Days)

• Full ownership of the prevailing wage process assumed, with no recurring reliance on other staff for execution.
• 100% of monthly payroll documentation packages delivered to project owners complete, accurate, and on time, including all required client portal submissions.
• All covered hours validated, correctly coded, and paid at or above required rates in every payroll cycle, with zero materially inaccurate prevailing wage payments.
• Compliance tracking system current at all times; zero missed contractual deadlines.
• All identified deficiencies cured within applicable contractual and IRS correction windows.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of employment visas at this time.

The expected annual compensation range for this position is $60,000-80,000 encompassing base pay and potential incentive target opportunity. This range is a good faith estimate based on the position's requirements. Specific compensation offered to the selected candidate may vary depending on factors such as relevant knowledge, skills, training, experience, and market conditions. Additionally, this position may qualify for a comprehensive benefits package, including Retirement Benefits, Medical, Dental & Vision, Health Savings Account, Flexible Spending Account, Life Insurance and Disability, Tuition Reimbursement, Voluntary Benefits, Paid Absences, and more.

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