Payroll Clerk

About the role

This position supports the accurate and timely processing of weekly payroll for both union and non-union employees, ensuring compliance with payroll laws, union collective bargaining agreements (CBAs), prevailing wage regulations, and certified payroll reporting requirements. The Payroll Clerk will assist with data entry, time sheet verification, and reporting, while coordinating with employees, supervisors, and the accounting team to resolve payroll-related issues. Flexibility with working hours is required, including the ability to work mid-day/evening schedules as needed to support project operations.

Responsibilities

• Process weekly payroll for union and non-union employees under the supervision of the Payroll Manager.
• Accurately enter and validate employee timesheets, including tracking of multiple shifts, trades, and union-specific work classifications.
• Assist in preparing certified payroll reports in compliance with the Davis-Bacon Act, New York State prevailing wage laws, and NYC Department of Design and Construction (DDC) requirements.
• Verify payroll deductions, including garnishments, union dues, benefit contributions, and retirement plans.
• Maintain and track multiple union base pay rates and fringe benefit rates across different crafts, collective bargaining agreements, contracts, and reporting periods.
• Maintain accurate and up-to-date employee payroll records in compliance with company policies, labor regulations, and applicable union agreements.
• Respond to employee inquiries regarding paychecks, deductions, timesheet discrepancies, and union-related payroll matters.
• Assist with the preparation of payroll-related reports, including overtime tracking, workforce headcount, labor cost allocation, and union reporting summaries.
• Provide support during internal and external audits (e.g., union audits, Department of Labor audits, MTA audits, DDC or city agency reviews) by maintaining organized records and producing required documentation.
• Maintain strict confidentiality of sensitive payroll and employee information at all times.

Requirements

• Ability to manage high volumes of employee records and union classifications across multiple shifts and work locations.
• Understanding of project-based labor cost tracking and job costing structures, including cost codes, labor codes, and work package reporting.
• Ability to interpret and apply collective bargaining agreements across multiple trades.
• Strong understanding of certified payroll laws, union fringe benefits, and prevailing wage classifications.
• Comfortable supporting field supervision in resolving timekeeping or classification disputes.
• Must maintain confidentiality and handle sensitive payroll data in accordance with company policy and legal regulations.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field required.
• 5+ years of payroll or accounting experience, preferably in construction or large-scale infrastructure projects.
• Knowledge of New York State and New York City payroll practices, including prevailing wage laws, overtime regulations, wage theft prevention requirements, and applicable tax and labor compliance laws.
• Experience processing union payroll in New York City, with familiarity in collective bargaining agreements and prevailing wage compliance, strongly preferred.
• Strong familiarity with certified payroll requirements under the Davis-Bacon Act, as well as local city and state reporting requirements (e.g., LCPtracker, Elation Systems, or similar platforms).
• Proficiency in payroll or ERP systems (e.g., Vista by Viewpoint, CMiC, Sage, ADP Construction Payroll) and Microsoft Excel (vlookups, pivot tables).
• Strong attention to detail and accuracy in data entry.
• Ability to manage confidential information with discretion and professionalism.
• Strong organizational, communication, and problem-solving skills.
• Flexibility with working hours, including the ability to work mid-day/evening (2nd shift) schedules as project needs require.

Physical Demands

• Work is primarily office-based with extended periods of computer use for payroll data entry and reporting.
• Must be able to sit, type, and review payroll documentation for prolonged periods with accuracy.
• Occasional site visits or employee support tasks may be required.
• Minimal physical effort beyond standard office activities, though occasional lifting of files or boxes up to 20 lbs may be necessary.
• Flexibility to work extended hours during peak payroll cycles and project milestones.