Payroll Specialist

Payroll Specialist

Position Type: Full-Time Work Location: On-Site

Position Summary

The Payroll Specialist is responsible for managing and processing weekly payroll for field and office employees across multiple states. This position oversees all aspects of payroll administration, including timecard processing, employee deductions, garnishments, per diem payments, job costing, and payroll compliance.

The ideal candidate will have strong payroll and ERP systems experience, extensive Excel knowledge, and a solid understanding of construction payroll, certified payroll requirements, and applicable federal and state regulations. This individual must be highly organized, detail-oriented, and capable of managing high-volume payroll operations while meeting strict deadlines.

Key Responsibilities and Duties

• Manage and process all aspects of weekly payroll, ensuring accuracy and timely completion.
• Enter and verify weekly timecards for approximately 500+ field and office employees, depending on seasonal construction activity.
• Process multi-state payroll, including voluntary deductions, involuntary deductions, garnishments, and other payroll adjustments.
• Manage weekly employee per diem payments and ensure accurate job costing and project allocation.
• Maintain payroll records supporting transactions, including deduction changes, employee terminations, garnishments, and other adjustments.
• Prepare and submit required federal and state payroll tax filings, quarterly and annual reports, and voluntary deduction reports.
• Process job-costed and certified payroll in accordance with applicable requirements.
• Ensure payroll practices comply with federal and state regulations, Department of Labor requirements, and the Fair Labor Standards Act (FLSA), including overtime requirements.
• Maintain accurate W-2 information and related payroll documentation.
• Serve as the primary point of contact for employee payroll questions, concerns, and issue resolution.
• Work closely with employees, Human Resources, and regional offices to resolve payroll discrepancies and provide guidance.
• Maintain confidentiality and accuracy when handling sensitive employee and payroll information.
• Organize and prioritize workload to meet weekly payroll deadlines in a fast-paced construction environment.

Required Qualifications and Experience

• High school diploma or equivalent required.
• College degree preferred.
• Minimum of three (3) years of payroll processing experience, including garnishments, employee deductions, and W-2 maintenance.
• Experience processing high-volume, multi-state payroll strongly preferred.
• Construction industry payroll experience, including job costing and certified payroll, preferred.
• Experience with ERP systems required; extensive knowledge of Vista Viewpoint preferred.
• Advanced proficiency in Microsoft Excel and strong overall Microsoft Office skills.
• Working knowledge of federal and state payroll regulations, Department of Labor requirements, and FLSA guidelines.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet strict deadlines in a high-volume, fast-paced environment.
• Strong problem-solving skills, initiative, and the ability to work independently.
• Commitment to providing responsive customer service to employees and internal departments, including occasional after-hours support.
• Valid Texas Class C driver's license.

Work Environment and Employment Conditions

• This is a full-time, on-site position; remote or hybrid work is not available.
• Must be available to work outside standard business hours, including weekends and holidays, as operational needs require.
• Flexibility to work extended or nontraditional hours to meet payroll deadlines.
• Occasional travel, including overnight stays, may be required based on business needs.
• Must comply with all applicable job site safety requirements and wear employer-provided personal protective equipment (PPE) when required.
• Must maintain regular attendance and adhere to established work schedules.
• Must be available to provide payroll support outside normal business hours when necessary.

Pre-Employment Requirements

• Successful completion of a pre-employment drug and alcohol screening.
• Subject to reasonable-cause and random drug and alcohol testing during employment.
• Criminal background screening may be required to obtain a Texas Workers Identification Credential (TWIC).
• A post-offer/pre-employment physical examination may be required at the employer's discretion and expense.
• A motor vehicle record check will be conducted. Satisfactory driving records are required for employees operating company vehicles or equipment.