Payroll Administrator

Position: Payroll Administrator

Reports to: Controller

Status: Full-Time, Non-Exempt (hourly)

Work Location: Ames, Office; Monday – Friday, 8:00AM – 5:00PM

Position Summary:

The Payroll Administrator is responsible for processing weekly, multi-location payroll for both hourly and salaried employees using computerized timekeeping, payroll, and accounting systems. This role ensures accurate and timely compensation, maintains payroll records, supports new hire orientation, and administers benefits billing and deductions. Additionally, the Payroll Administrator assists the accounting team with various tasks, including completing the Employee Stock Ownership Program census and 401K audit.

Responsibilities:

• Prepare and process weekly payroll for multiple locations, ensuring accuracy and compliance with company policies, labor laws, and tax regulations.
• Assist employees with user account and time entry issues and guide managers through review and approval processes before payroll submission.
• Maintain, audit, and update payroll records; ensure compliance with federal and state labor and tax requirements.
• Prepare and submit certified payroll reports (e.g., WH-347) and support compliance with Davis-Bacon and applicable state prevailing wage requirements on public works projects.
• Reconcile per diem and mileage payments against jobsite forms (e.g., F2460/F2462) for accuracy prior to payroll submission.
• Manage payroll deductions and billing for company benefits, process wage garnishments, and support benefit audits (ESOP, 401K, etc.).
• Assist with year-end payroll activities, including preparing W-2s and other required reports.
• Set up and maintain multi-state payroll tax registrations and withholding and submit new-hire reporting to state agencies as required as the company takes on work in new states.
• Create and configure new employees accounts in to provide training on timekeeping procedures during new employee onboarding.
• Identify opportunities to streamline payroll operations and implement best practices.
• Allocate payroll hours and associated labor costs to the appropriate jobs and cost codes within the accounting system to support accurate job costing.
• Assist the accounting team with misc. tasks such as completing special projects, as time allows.
• Securely file and store employee I-9 forms in compliance with federal requirements.
• Cross-train with teammates to ensure continuity of payroll processing during absences.
• Additional duties as assigned. 
• Maintains strict confidentiality regarding employee wage, benefit, and personal information, ensuring all sensitive data is handled with discretion and in accordance with company policy at all times.

Qualifications:

• Associate’s degree in accounting, finance, or related field, plus 3 years of payroll experience preferred.
• Working knowledge of payroll reporting and compliance procedures.
• Proficiency with Microsoft products such as Outlook, Excel, and word.
• Skilled in customer service, detail-orientation, time management, data entry, and communication.
• Familiarity with certified payroll and prevailing wage requirements (e.g., Davis-Bacon, WH-347) preferred.

Travel: Primary works out of the office but may occasionally visit jobsites or other office locations

Working Conditions:

May be exposed to fumes, airborne particles, moving mechanical parts, vibrations, loud noises, and more within OSHA standards when visited the jobsite. Employees may be exposed to outdoor conditions that include inclement weather such as heat, humidity, cold, wind, and dust. May be expected to carry up to 30 pounds regularly and 50 pounds occasionally, stand for long periods of time, walk for moderate-to-long distances on varying surface conditions, climb, crawl, crouch, reach, grip, push, and pull without issue.