What are the responsibilities and job description for the Payroll Specialist position at MSA Professional Services, Inc. and Careers?
Overview:
The Payroll Specialist works closely with Accounting, Human Resources, Project Managers, and leadership to ensure payroll data, time reporting, and labor allocations are accurate and aligned with company policies and project requirements. This role can be out of any of our WI, IL, IA or MN offices.
MSA is seeking a detail-oriented Payroll Specialist to support accurate and timely payroll processing with our Architecture, Engineering and Construction consulting firm. This role plays a critical part in ensuring payroll accuracy, maintaining compliance with federal, state, and local regulations, and supporting project-based labor reporting that drives financial performance.
The Payroll Specialist works closely with Accounting, Human Resources, Project Managers, and leadership to ensure payroll data, time reporting, and labor allocations are accurate and aligned with company policies and project requirements. This role can be out of any of our WI, IL, IA or MN offices.
Who We Are
At MSA, we believe great people build great communities. As a 100% employee-owned ESOP firm, our teammates share in the success of the company while working together to deliver impactful solutions for the communities we serve. We foster a collaborative environment where curiosity, innovation, and professional growth are encouraged.
Responsibilities:
Payroll Processing
- Process and reconcile bi-weekly or semi-monthly payroll within company payroll and timekeeping systems
- Review employee timesheets for completeness, proper approvals, and compliance with company policies
- Ensure accurate allocation of regular, overtime, and premium pay to the correct project codes
- Process employee deductions including benefits, retirement contributions, garnishments, and levies
- Maintain compliance with federal, state, and local payroll tax requirements, including multi-state taxation
Timekeeping & Labor Reporting
- Ensure all employee timesheets are submitted and approved according to company deadlines
- Monitor compliance with project-based time reporting standards to support accurate job costing and billing
- Review labor distribution reports to confirm hours are charged to appropriate projects and cost categories
- Assist Project Managers and Project Accountants with labor corrections and reclassifications
- Support month-end close by ensuring labor postings are accurate and reconciled
Compensation & Financial Reporting
- Track and calculate PTO accruals, flex time balances, and related payouts according to company policies
- Process final pay and PTO payouts for employee terminations
- Reconcile payroll registers to the general ledger, including wage expenses, payroll taxes, and benefit deductions
- Prepare payroll-related journal entries such as PTO accruals, bonus accruals, and payroll liabilities
- Assist with year-end payroll processes including W-2 preparation and reconciliation
Collaboration & Continuous Improvement
- Serve as a primary point of contact for employee payroll and timekeeping questions
- Partner with HR to ensure accurate pay rates, benefit deductions, and accrual policies are applied
- Coordinate with Accounting to ensure labor costs are recorded accurately for project reporting
- Support internal and external audits by preparing payroll documentation and reports
- Identify opportunities to improve payroll and timekeeping processes while maintaining strong internal controls
Education
- Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
- Equivalent professional experience will be considered
Experience
- 4 years of payroll or accounting experience
- Experience in an Architecture/Engineering or professional services firm strongly preferred
- Experience with project-based timekeeping and labor costing systems preferred
Skills
- Strong attention to detail and accuracy
- Working knowledge of payroll regulations and tax compliance
- Ability to analyze payroll data and resolve discrepancies
- Strong communication and collaboration skills
- High level of integrity and discretion when handling confidential information
Work Authorization
This position requires authorization to work in the United States for any employer. We are unable to provide sponsorship for this role.
Benefits & Compensation
Salary Range: $62,615 – $100,100 depending on experience and qualifications. Candidates with significant experience may also be considered for a higher-level role with increased compensation.
Why Join MSA
Better Together – A collaborative work environment that promotes open doors, new ideas, and honest opinions.
Multi-disciplinary Opportunities – As multi-talented people in a multi-disciplinary firm, we encourage employees to explore interests, seek new experiences, and apply their skills where they can make the greatest impact.
We’ve Got Your Back – Support when you need it and independence when you don’t.
Commitment to DEIB – We are committed to creating a workplace where everyone can bring their authentic selves to work and where diverse perspectives drive innovation.
Passion & Purpose – We are passionate about what we do and proud of it. Join us to share ideas, “geek out,” and think big.
Communities of Practice – Our Communities of Practice bring together experts across disciplines to collaborate, share knowledge, and generate new ideas.
Additional Benefits
Eligible employees also receive a comprehensive benefits package, including:
- Medical, Dental & Vision Insurance for employees and eligible dependents
- Paid Time Off: Minimum of 17 days in the first year
- Paid Holidays: 8 holidays annually
- Paid Parental Leave: 2 weeks for both parents, with additional paid leave for birth parents
- Employer-Paid Insurance: Life, short-term disability, and long-term disability coverage
- Employee Stock Ownership Plan (ESOP): As a 100% employee-owned company, eligible employees receive company shares at no cost
- 401(k) Retirement Plan: With a generous employer match that is immediately 100% vested
- Short-Term Incentive Program (STIP): Annual performance-based bonus opportunity
Equal Opportunity/Affirmative Action Employer
MSA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.
MSA is committed to creating a diverse and inclusive workplace and encourages candidates from all backgrounds to apply.
Reasonable Accommodation Statement
If you require a reasonable accommodation during the application or interview process, please contact hr@msa-ps.com so we can assist you.
Salary : $62,615 - $100,100