What are the responsibilities and job description for the Accounts Payable / Payroll Clerk position at Galaxy Management Group, Inc.?
Position Summary
The Accounts Payable / Payroll Clerk is a combined, full-time office position responsible for the accurate and timely processing of all accounts payable and weekly union payroll functions for three affiliated heavy highway construction companies. The role requires close attention to detail, strong
organizational skills, and the ability to meet strict weekly deadlines in a fast-paced construction environment. Prior experience in a heavy highway, site, or union contractor setting is strongly preferred.
Accounts Payable Responsibilities
Office-based position with standard business hours. During peak construction season, occasional extended hours may be required to meet weekly payroll and check run deadlines. The role reports to the Controller and works closely with field supervisors, project managers, and outside vendors.
The Accounts Payable / Payroll Clerk is a combined, full-time office position responsible for the accurate and timely processing of all accounts payable and weekly union payroll functions for three affiliated heavy highway construction companies. The role requires close attention to detail, strong
organizational skills, and the ability to meet strict weekly deadlines in a fast-paced construction environment. Prior experience in a heavy highway, site, or union contractor setting is strongly preferred.
Accounts Payable Responsibilities
- Vendor management — set up new vendors in the system and collect required W-9 documentation.
- Monitor the Company AP email inbox daily for incoming invoices and other vendor correspondence.
- Collect and sort invoices from the daily mail.
- Verify, code, and enter invoices against purchase orders, job numbers, equipment numbers, and phase codes.
- Assist with the weekly check run and ACH payment processing.
- Maintain organized vendor files and accurate record keeping to support job costing and audit requirements.
- Process weekly in-house payroll for three affiliated union contractors (Operating Engineers, Teamsters/Drivers, and Laborers), covering approximately 60 hourly and salaried employees on a seasonal basis. Pay period runs Monday through Saturday with a Wednesday pay date. Payroll is processed in Viewpoint Vista.
- Complete weekly payroll entry in Viewpoint Vista, including reconciliation and review of payroll totals prior to release.
- Collect new-hire forms and required documentation and enter employee records into the system.
- Enter timecard hours (straight time and overtime) by job number, equipment number, and phase code; support the transition from manual time entry to the new E-card electronic time entry system rolling out in 2026.
- Enter additional wages (per diem, bonuses, reimbursements, etc.) as needed.
- Process updates and adjustments including pay rate changes, tax withholding changes, 401(k) deferrals and loan repayments, garnishments, and termination dates.
- Run and review payroll totals to reconcile hours, wages, taxes, and deductions before finalizing each run.
- High school diploma or equivalent required; associate’s degree in accounting, business, or related field preferred.
- Two or more years of combined accounts payable and payroll experience; heavy highway, site work, or construction contractor experience strongly preferred.
- Working knowledge of union payroll, including multi-local fringe benefits, dues, and certified payroll reporting is a plus.
- Experience with Viewpoint Vista (or a comparable construction ERP such as Sage 300 CRE, Foundation, or HCSS) preferred.
- Proficient in Microsoft Office, particularly Excel and Outlook.
- Strong attention to detail, organizational skills, and the ability to meet firm weekly deadlines.
- Ability to handle confidential employee and vendor information with discretion.
- Dependable, team-oriented, and able to communicate professionally with vendors, field staff, and management.
Office-based position with standard business hours. During peak construction season, occasional extended hours may be required to meet weekly payroll and check run deadlines. The role reports to the Controller and works closely with field supervisors, project managers, and outside vendors.