Payroll Assistant

About the role

Summary of Primary Functions: The Payroll Assistant is responsible for supporting the accurate and timely processing of payroll while assisting with various financial and administrative functions within the Finance Department. This position plays a key role in maintaining payroll records, verifying employee time and attendance, resolving payroll discrepancies, and ensuring compliance with applicable payroll regulations and company policies. The ideal candidate will demonstrate strong attention to detail, organizational skills, confidentiality, and the ability to manage multiple priorities in a fast-paced, project-driven environment.

Physical Requirements and Work Environment: Primarily office-based position requiring prolonged periods of sitting and working at a computer. Frequent use of standard office equipment, including computers, telephones, and printers. Ability to communicate effectively with employees, supervisors, and management. May require occasional overtime during payroll processing periods, month-end closing, or other business-critical deadlines.

Responsibilities

• Assist with the preparation, processing, and verification of weekly payroll for employees across multiple locations and job sites.
• Review employee timesheets, timekeeping records, and payroll submissions for accuracy and completeness.
• Verify hours worked, overtime, paid time off, holiday pay, and other payroll-related earnings and deductions.
• Identify, investigate, and resolve payroll discrepancies in coordination with supervisors, Human Resources, and Finance.
• Enter and maintain accurate employee payroll information within the company's payroll system.
• Process payroll adjustments, corrections, reimbursements, and other authorized payments as needed.
• Assist with tracking and processing employee travel allowances, per diem, and other applicable compensation.
• Maintain accurate payroll records, supporting documentation, and employee payment information.
• Respond to employee payroll inquiries in a professional and timely manner.
• Support payroll reporting, reconciliations, audits, and year-end payroll activities.
• Assist with certified payroll reporting and prevailing wage documentation for applicable projects.
• Ensure payroll activities comply with federal, state, and local wage and hour requirements and company policies.
• Maintain strict confidentiality of employee compensation, personal information, and financial records.
• Assist the Finance Department with general accounting, administrative, and financial tasks as assigned.
• Support accounts payable and accounts receivable activities, including invoice entry, verification, and recordkeeping.
• Assist with reviewing employee expense reports, reimbursements, and supporting documentation.
• Perform data entry and maintain accurate financial records within company systems.
• Support account reconciliations and the preparation of financial reports and spreadsheets.
• Assist with organizing and maintaining financial documentation for internal and external audits.
• Coordinate with other departments to obtain necessary financial information and resolve discrepancies.
• Provide administrative support for month-end and year-end financial processes.
• Perform additional finance-related duties and special projects as assigned by the Payroll Administrator or Finance leadership.

Qualifications

• High school diploma or equivalent required; associate degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 1–2 years of experience in payroll processing, accounting support, or a related administrative role preferred.
• Experience with payroll systems such as ADP Workforce Now or similar HRIS/payroll platforms preferred.
• Experience processing payroll for hourly and salaried employees preferred.
• Familiarity with multi-state payroll, overtime regulations, and payroll deductions preferred.
• Experience with certified payroll or construction/industrial project payroll is a plus.

Skills

• Strong attention to detail and commitment to accuracy.
• Proficiency in Microsoft Office applications, particularly Excel and Outlook.
• Basic understanding of payroll processes, accounting principles, and financial recordkeeping.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple tasks and consistently meet strict payroll deadlines.
• Strong analytical and problem-solving abilities.
• Effective written and verbal communication skills.
• Ability to work independently while