Payroll Assistant

FLSA Status:
Non-Exempt

Position Title:

Payroll Assistant I

Reports To:

Payroll Supervisor

Supervisory Responsibilities:

None

Job Summary The Payroll Assistant I is responsible for supporting the accurate and timely processing of one or more weekly payrolls. This role performs payroll data entry, auditing, record maintenance, reporting, and compliance-related activities while ensuring adherence to federal, state, local, and company payroll regulations. The Payroll Assistant works closely with internal departments to maintain payroll accuracy, employee records, and reporting requirements.

Essential Duties and Responsibilities Coordinate day-to-day payroll activities to ensure timely and accurate payroll processing.

Review, audit, balance, and reconcile payroll data prior to payroll submission.

Maintain accurate employee payroll records and related documentation.

Review and audit timekeeping and attendance records to ensure compliance with company policies and applicable labor laws.

Monitor and maintain employee time and attendance data.

Process wage garnishments, retirement contributions, payroll adjustments, and other with holdings.

Calculate, record, and reconcile payroll deductions against carrier invoices and benefit statements.

Track Paid Time Off (PTO) accruals, leave requests, and related payroll adjustments.

Maintain working knowledge of federal, state, and local payroll tax regulations, including compliance requirements in California, Michigan, Illinois, Colorado, and Washington.

Research union agreements and contractual requirements to ensure prevailing wage and public works payroll compliance.

Support payroll check processing, including balancing, verification, printing, distribution, and record retention.

Assist with the preparation and submission of certified payroll reports for customers, government agencies, and regulatory bodies.

Generate payroll reports, audits, reconciliations, and analysis as requested by management.

Assist with payroll inquiries from employees and management in a professional and timely manner.

Support payroll compliance initiatives and special projects assigned.

Required Knowledge Federal and state wage and hour laws related to payroll administration.

Fair Labor Standards Act (FLSA) requirements and regulations.

Payroll tax laws and payroll compliance practices.

Prevailing wage regulations and reporting requirements.

Davis-Bacon Act and related prevailing wage regulations.

Timekeeping, attendance tracking, and payroll reporting processes.

Payroll systems, auditing practices, and reconciliations.

Knowledge, Skills, and Abilities Strong attention to detail with the ability to review, analyze, and verify large volumes of data accurately.

Ability to prioritize tasks and meet strict payroll deadlines.

Strong analytical and problem-solving skills.

Excellent organizational and recordkeeping abilities.

Proficiency in Microsoft Office applications, particularly Excel.

Ability to handle confidential and sensitive information with discretion.

Strong written and verbal communication skills.

Ability to work independently while contributing to a team-oriented environment.

Commitment to delivering outstanding internal customer service.

Equipment Operated Computer, keyboard, mouse, monitor, and other standard office equipment.

Multi-function printers, scanners, copiers, and telecommunication equipment.

Payroll, timekeeping, and HRIS software platforms.

Physical Requirements and Work Environment Primarily performed in an office environment.

Frequent use of a computer and other office equipment.

May require sitting, standing, or walking for extended periods.

Ability to occasionally lift and move items weighing up to 20 pounds.

Frequent use of hands and fingers for keyboarding and document handling.

Repetitive motion is associated with data entry and computer work.

Exposure to typical office noise levels.

Education and Experience High School Diploma or equivalent required.

Associate degree in Accounting, Business Administration, Human Resources, or a related field preferred.

One (1) to two (2) years of payroll processing, accounting support, or related administrative experience required.

Experience with certified payroll, prevailing wage, union payroll, or multi-state payroll processing is preferred.

Experience with payroll and timekeeping systems preferred.

Disclaimer This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list…