Payroll Specialist - Hiring Now

Job Title: Payroll SpecialistJob Description The Payroll Specialist supports the finance function by assisting the Chief Financial Officer in all phases of accounting, with a primary focus on payroll, job cost systems, and core accounting operations. This role manages end-to-end payroll and job cost processes, tax filings and payments, and key accounts payable and receivable activities. The position offers a hybrid work schedule with three days in the office, two days remote, and the option of a flexible 4½-day work week. Responsibilities Manage the payroll and job cost system, overseeing all facets including time sheet collection and review, payroll deductions, payroll check processing, and labor distribution.Prepare and maintain budget reports, track blueprint and miscellaneous costs, and set up new job numbers and new employee records in the payroll and job cost system.Update and maintain work-in-progress printouts to accurately reflect current project and labor status.Handle all tax-related responsibilities for payroll, including federal withholding, FICA, FUTA, and SUTA tax returns and payments.Administer the full accounts payable cycle, including processing purchase orders, invoices, coding, posting, payments, and reconciliations.Process sub-consultant billings related to projects and reconcile consultant agreements with payments to ensure accuracy and compliance.Oversee the accounts receivable system, including preparing billings, posting transactions, and managing rebilling as needed.Interpret contracts and proposals for billing purposes to ensure invoices align with contractual terms and project scopes.Prepare and submit Tax Clearance documents and other contractual requirements for State, City, and Federal projects.Complete Lien Waivers as required for project and contractual compliance.Manage the petty cash fund, including cash distribution, replenishment, recording, and reconciliations.Administer insurance-related responsibilities, including health insurance, temporary disability insurance, long-term disability, and life insurance.Assist with project accounting tasks as needed to support accurate financial tracking and reporting for projects.Collaborate closely with the Chief Financial Officer and accounting team to ensure accurate, timely, and compliant financial operations. Essential Skills Minimum of 3 years of overall accounting or bookkeeping experience.At least 2 years of direct payroll experience, including payroll processing and payroll accounting.Associate degree (A.A.) in accounting from a two-year college or technical school preferred.Strong knowledge of payroll processes, payroll deductions, and labor distribution.Experience managing accounts payable, including purchase orders, invoices, coding, posting, payments, and reconciliations.Experience managing accounts receivable, including billings, posting, rebilling, and contract interpretation for billing.General knowledge of project accounting and standard accounting procedures.Proficiency in accounting software programs, particularly Deltek Vision and Vantagepoint.Proficiency with Microsoft Excel and Word for financial data management and reporting.Ability to use Adobe software for document preparation and processing.Strong reconciliation skills for petty cash, accounts payable, and other financial accounts.Attention to detail and accuracy in handling financial data, tax filings, and contractual documentation. Additional Skills & Qualifications Confidence in learning and using new accounting and business software applications.Experience working in a project-based or professional services environment with job cost accounting.Familiarity with preparing and submitting Tax Clearance documents and Lien Waivers for public sector projects.Ability to interpret contracts and proposals to align billing and financial processes with project requirements.Strong organizational skills and the ability to manage multiple deadlines across payroll, accounts payable, and accounts receivable.Effective communication skills for collaborating with internal teams and external consultants.Interest in supporting projects across diverse sectors such as residential, commercial, healthcare, education, hospitality, retail, industrial, institutional, and military. Work Environment This role operates in a hybrid work environment, with three days in the office and two days remote each week, and offers a flexible 4½-day work week option. The position is based within a professional architectural and design firm setting that emphasizes innovation, sustainability, and thoughtful design across a wide range of project types. You will work closely with finance and project teams using modern accounting and productivity tools, including Deltek Vision, Vantagepoint, Microsoft Excel and Word, and Adobe. The environment is collaborative and project-driven, supporting work on high-rise residential, commercial mixed-use, healthcare, education, hospitality, retail, industrial, institutional, and military projects. Office attire is professional, reflecting a client-focused and design-oriented culture. Job Type & Location This is a Contract to Hire position based out of Honolulu, HI. Pay And Benefits The pay range for this position is $26.92 - $29.80/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Honolulu,HI. Application Deadline This position is anticipated to close on Aug 17, 2026. About Aston Carter Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options. San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.