Payroll Specialist

Payroll Specialist (Construction Industry) – Job Description

Position Title:

Payroll Specialist – Construction

Position Summary:

The Payroll Specialist is responsible for accurately processing payroll for construction employees, ensuring compliance with federal, state, and local regulations, union agreements, prevailing wage requirements, and company policies. This role works closely with project managers, field supervisors, human resources, and accounting teams to maintain payroll accuracy across multiple job sites and projects.

Key Responsibilities:

Payroll Processing

• Process weekly, bi-weekly, or monthly payroll for field and office employees.
• Review and verify employee timecards, timesheets, and electronic timekeeping records.
• Calculate wages, overtime, shift differentials, bonuses, deductions, and reimbursements.
• Ensure accurate allocation of labor costs to specific jobs, projects, and cost codes.
• Maintain payroll records and employee earnings information.

Construction Payroll Compliance

• Administer certified payroll reporting for public works projects.
• Ensure compliance with prevailing wage regulations, including applicable federal, state, and local requirements.
• Process union payroll, including dues, benefits, and fringe benefit contributions.
• Monitor compliance with collective bargaining agreements and labor contracts.
• Prepare and submit payroll-related reports as required by regulatory agencies and project owners.

Employee Records & Administration

• Maintain employee payroll files and records.
• Process new hires, terminations, wage changes, and employee status updates.
• Respond to employee inquiries regarding pay, deductions, taxes, and benefits.
• Assist with payroll audits and internal reviews.

Tax & Reporting Functions

• Ensure accurate payroll tax withholding and reporting.
• Reconcile payroll accounts and payroll-related general ledger entries.
• Assist with quarterly and annual payroll tax filings.
• Prepare year-end payroll documentation, including W-2 reporting.
• Support external audits and requests for payroll documentation.

Systems & Data Management

• Maintain payroll software and timekeeping systems.
• Generate payroll reports for management, accounting, and project teams.
• Identify and resolve payroll discrepancies promptly.
• Recommend process improvements to increase efficiency and accuracy.

Qualifications:

• Associate’s degree in Accounting, Finance, Business Administration, or related field preferred.
• 5+ years of payroll processing experience, preferably in the construction industry.
• Experience with certified payroll, prevailing wage, and union payroll administration preferred.
• Knowledge of payroll laws, wage and hour regulations, and payroll tax requirements.
• Proficiency in payroll software and Microsoft Excel.
• Experience with construction ERP systems such as:
  • Viewpoint Vista
  • Sage 300 Construction and Real Estate
  • Foundation Software
  • Procore (time tracking integration)

Required Skills:

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to handle confidential information with discretion.
• Strong analytical and problem-solving abilities.
• Effective written and verbal communication skills.
• Ability to manage multiple deadlines in a fast-paced environment.
• Knowledge of construction labor costing and job costing principles.

Working Conditions:

• Office-based position with regular interaction with field personnel and project management staff.
• May require extended hours during payroll processing periods and month-end close cycles.
• Occasional participation in payroll audits and compliance reviews.

Compensation:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Retirement plan with company match.
• Paid time off and holidays.
• Professional development and certification opportunities.

Reports To: Payroll Manager, Controller, or Accounting Manager
FLSA Status: Non-Exempt or Exempt (depending on organizational structure and responsibilities)