Payroll Specialist

Responsibilities

• Payroll Processing: Process and reconcile bi-weekly or semi-monthly payroll within company payroll and timekeeping systems.
• Review Employee Timesheets: Review employee timesheets for completeness, proper approvals, and compliance with company policies.
• Accurate Allocation: Ensure accurate allocation of regular, overtime, and premium pay to the correct project codes.
• Compliance: 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: Monitor compliance with project-based time reporting standards to support accurate job costing and billing.
• Labor Distribution Reports: Review labor distribution reports to confirm hours are charged to appropriate projects and cost categories.
• Labor Corrections: Assist Project Managers and Project Accountants with labor corrections and reclassifications.
• Month-End Close: 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.
• Final Pay & PTO Payouts: Process final pay and PTO payouts for employee terminations.
• Reconciliation: Reconcile payroll registers to the general ledger, including wage expenses, payroll taxes, and benefit deductions.
• Journal Entries: Prepare payroll-related journal entries such as PTO accruals, bonus accruals, and payroll liabilities.
• Year-End Processes: 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.
• HR Coordination: Coordinate with Accounting to ensure labor costs are recorded accurately for project reporting.
• Audits: Support internal and external audits by preparing payroll documentation and reports.
• Opportunities: Identify opportunities to improve payroll and timekeeping processes while maintaining strong internal controls.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
• Equivalent professional experience will be considered.
• 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.