Payroll Specialist

Job Title:

Payroll Specialist Job Description

The Payroll Specialist supports a growing accounting and finance team by processing accurate and timely weekly payroll for office and field employees across multiple states. This role suits someone who enjoys working with numbers, thrives in a fast-paced environment, and takes pride in ensuring employees are paid correctly while maintaining strict compliance with payroll regulations. You will gain hands‑on experience with union payroll, certified payroll reporting, payroll taxes, and process improvements, while building long‑term payroll expertise alongside an experienced payroll team.

• Process and review weekly payroll for employees across multiple states, ensuring accuracy and timeliness.
• Audit timesheets for completeness and accuracy, and follow up promptly on missing or incorrect information.
• Maintain employee payroll records, including direct deposits, deductions, garnishments, and tax information.
• Assist with payroll corrections, reimbursements, and resolution of employee pay inquiries in a professional and timely manner.
• Support union payroll reporting and certified payroll requirements in accordance with applicable regulations.
• Help prepare payroll reports, audit documentation, and other compliance-related reporting as needed.
• Collaborate closely with HR, Accounting, and Operations to ensure accurate and efficient payroll processing.
• Identify payroll discrepancies, investigate root causes, and assist in implementing improvements to payroll processes.
• Handle a high volume of data entry while maintaining a high level of accuracy and confidentiality.
• Use Microsoft Excel and payroll software to manage, analyze, and reconcile payroll data.
• Apply a basic understanding of federal and state payroll taxes, garnishments, and prevailing wage requirements where applicable.

• High school diploma or equivalent.
• 1–3 years of payroll processing experience.
• Strong attention to detail and a high degree of accuracy in all payroll tasks.
• Comfort working with recurring payroll deadlines and time‑sensitive deliverables.
• Ability to handle confidential employee information with discretion and professionalism.
• Proficiency in Microsoft Excel, including data entry and basic data analysis.
• General data entry skills with the ability to manage a high volume of information.
• Familiarity with payroll software and basic payroll systems functionality.

• Associate’s degree in Accounting, Business, or a related field.
• Experience processing multi‑state payroll.
• Experience in construction, engineering, AEC, manufacturing, or similar industrial environments.
• Union payroll experience, including exposure to union rules and reporting.
• Certified payroll and prevailing wage reporting exposure, including Davis‑Bacon concepts.
• Experience with Viewpoint / Vista payroll or ERP systems.
• Basic understanding of federal and state payroll tax regulations.
• Knowledge of garnishment compliance requirements.
• Curious and analytical mindset, with the ability to notice when something looks off and investigate further.
• Dependable, accurate, and willing to learn established payroll processes and best practices.

This is an office-based role with standard business hours, with peak workload occurring around weekly payroll deadlines. The environment is fast‑paced due to weekly payroll cycles and frequent workforce changes, requiring strong organizational skills and comfort with shifting priorities. You will work as part of a small payroll team, currently including one other Payroll Specialist, and collaborate regularly with HR, Accounting, and Operations.

The organization serves a diverse customer base across markets such as airport, automotive, food and beverage, parcel, postal, and power and heavy industrial, and has in‑house capabilities in mechanical and control systems design, fabrication, installation, integration, commissioning, training, and maintenance. The culture emphasizes a "can do" attitude, long-term customer relationships, safety, quality, and the professional growth of employees. The company maintains a systematic safety program, a…