Payroll and Benefits Specialist

Position Summary

The Payroll & Benefits Specialist is responsible for managing complex payroll operations, employee benefits administration, union payroll compliance, prevailing wage requirements, and certified payroll reporting. This role plays a critical part in ensuring payroll accuracy, regulatory compliance, and timely reporting for both private and public works projects.
 
 The ideal candidate has strong experience with multi-rate payroll, union reporting, Davis-Bacon compliance, certified payroll reporting, and benefits administration in construction, landscaping, or similar labor-intensive industries.
 
 This position requires exceptional attention to detail, organizational skills, confidentiality, and the ability to work in a fast-paced environment supporting field operations and office personnel.

Essential Duties & Responsibilities

Payroll Administration

- Process weekly payroll for hourly and salaried employees across multiple crews, departments, and job sites.
 - Review and verify employee hours, job classifications, wage rates, fringe calculations, deductions, bonuses, and overtime.
 - Maintain payroll accuracy while ensuring compliance with federal, state, and local wage and hour laws.
 - Process payroll changes including new hires, promotions, terminations, rate changes, and garnishments.
 - Audit payroll records and resolve discrepancies promptly.
 - Prepare payroll reports, audits, and year-end payroll activities including W-2 processing.
 - Respond to employee payroll questions professionally and timely.

Union & Prevailing Wage Compliance

- Process union payroll including union deductions, fringe benefit calculations, and union reporting requirements.
 - Ensure compliance with Davis-Bacon Act, prevailing wage laws, and project-specific labor requirements.
 - Review wage determinations, labor classifications, and fringe allocations for public works projects.
 - Coordinate with operations and project management teams to ensure accurate labor coding and classifications.
 - Monitor prevailing wage updates and ensure payroll adjustments are implemented accurately.
 - Maintain compliance records for government audits and contractor reviews.

Certified Payroll Reporting

- Prepare, review, and submit certified payroll reports accurately and on time.
 - Maintain supporting documentation required for certified payroll compliance.
 - Ensure all certified payroll records comply with federal, state, local, and contractual requirements.
 - Assist during payroll audits, labor compliance reviews, and government reporting requests.
 - Investigate and resolve certified payroll discrepancies or reporting issues.

Benefits Administration

- Administer employee benefits programs including medical, dental, vision, life insurance, disability, and retirement plans.
 - Manage employee enrollments, qualifying life events, terminations, and benefits changes.
 - Assist employees with benefits questions and claims resolution.
 - Coordinate open enrollment communications and employee education meetings.
 - Ensure compliance with ACA, COBRA, HIPAA, and related regulations.

HR & Administrative Support

- Maintain accurate employee records within HRIS and payroll systems.
 - Assist with onboarding, employment documentation, and compliance tracking.
 - Support internal and external audits related to payroll, benefits, and labor compliance.
 - Prepare employment verifications and payroll-related documentation as requested.
 - Maintain strict confidentiality regarding employee and company information.

Qualifications

- Associate’s or Bachelor’s degree in Human Resources, Accounting, Business Administration, or related field preferred.
 - Minimum of 3–5 years of payroll experience required.
 - Experience with union payroll, prevailing wage, and certified payroll reporting strongly required.
 - Experience in construction, landscaping, field services, or labor-intensive industries preferred.
 - Experience with ADP.
 - Strong understanding of payroll taxes, wage and hour laws, and employee benefits administration.
 - Proficient in Microsoft Excel and payroll reporting.
 - Strong analytical, organizational, and problem-solving skills.
 - Ability to manage sensitive and confidential information professionally.
 - Bilingual English/Spanish preferred.

Physical Requirements

- Prolonged periods sitting at a desk and working on a computer.
 - Ability to occasionally visit field locations and operational sites.
 - Ability to occasionally lift up to 15 pounds.

Compensation & Benefits

- Competitive compensation based on experience and qualifications.
 - Health, dental, vision, life insurance, and retirement benefits.
 - Paid time off and company holidays.
 - Professional development and training opportunities.