Payroll and Equipment Specialist

Job Summary

The Payroll & Equipment Specialist processes accurate and timely weekly payroll for approximately 110 office and field employees. This role also maintains financial, insurance, compliance, and administrative records for the company's equipment fleet. This position works closely with human resources, accounting, operations, and field leadership.

Key Responsibilities

• Payroll Processing and Job Costing
  • Process weekly payroll for approximately 110 employees.
  • Review, verify, and import employee time from the timekeeping system.
  • Audit hours, overtime, workers’ compensation coding, per diem, deductions, and other payroll information for accuracy.
  • Process new hires, terminations, pay changes, benefit deductions, garnishments, child support orders, and other payroll updates in coordination with Human Resources.
  • Review labor hours and job coding to ensure accurate job-cost allocation.
  • Prepare certified payroll reports and ensure compliance with prevailing wage requirements when applicable.
  • Cook up payroll information across multiple offices, job sites, and states.
• Payroll Compliance
  • Maintain compliance with applicable wage and hour laws, payroll regulations, and company policies.
  • Manage the electronic timekeeping platform and resolve timekeeping or coding discrepancies.
  • Process payroll tax withholdings and coordinate required filings through the payroll provider.
  • Remit garnishments, child support orders, levies, insurance premiums, 401(k) contributions, and other required deductions.
  • Aid with internal and external payroll audits, including annual financial and Captive insurance audits.
• Employee and Department Support
  • Respond to employee payroll questions and assist with paycheck corrections.
  • Prepare employment verifications and payroll-related documentation.
  • Work with employees, managers, Human Resources, Accounting, Operations, and field leadership to resolve payroll issues.
  • Provide professional, responsive service while maintaining confidentiality.
• Payroll Reporting and Reconciliation
  • Reconcile payroll reports before processing.
  • Prepare payroll journal entries and labor reports for Accounting.
  • Aid with month-end and year-end payroll reconciliations.
  • Support annual W-2 processing and other year-end payroll activities.
  • Prepare payroll reports for management as requested.
• Equipment Accounting and Support
  • Process equipment purchases and disposals in the company’s accounting, depreciation, and GPS tracking systems.
  • Record equipment-related revenue and expense journal entries.
  • Maintain equipment insurance records, including additions, removals, proof of insurance, and rental equipment coverage.
  • Manage required equipment-related tax and compliance filings with state and federal agencies.
  • Maintain GPS tracking and equipment safety systems.
  • Provide administrative support to the Equipment Manager and assist with additional projects as assigned.

Education and Experience

• Affiliate degree in Accounting, Business Administration, or a related field preferred; equivalent experience may be considered.
• Payroll processing experience preferred.
• Experience supporting a construction, manufacturing, or similar hourly workforce preferred.
• Experience with certified payroll, prevailing wage requirements, payroll software, or electronic timekeeping systems is a plus.

Required Skills and Abilities

• Working knowledge of payroll laws, taxes, deductions, and wage and hour requirements.
• Strong attention to detail and accuracy.
• Excellent organization and time-management skills.
• Ability to meet strict weekly payroll deadlines.
• Strong communication, follow-up, and customer-service skills.
• Ability to handle confidential information appropriately.
• Proficiency in Microsoft Excel.
• Ability to identify and professionally resolve discrepancies.