Payroll Specialist

Position Summary

The Payroll Specialist is responsible for accurate, timely, and compliant weekly payroll processing across all company locations and entities. This role owns timecard review, timekeeping system support, and resolution of employee payroll questions, and helps integrate newly acquired companies into standard payroll processes. The Specialist works closely with supervisors, field personnel, Human Resources, Accounting, and payroll system administrators to maintain accurate records, uphold internal controls, and ensure every employee is paid correctly and on time. Because labor is the company's largest cost, this role is also accountable for making sure labor is coded and posted accurately so job cost, WIP, and financial reporting reflect actual results.

Essential Duties and Responsibilities

· Prepare, process, review, and finalize weekly payroll for all locations and entities, including calculation of employee lunch charges and other recurring deductions.

· Apply correct federal, state, and local tax withholding for employees working in Wisconsin, Minnesota, Iowa, Michigan, and other states, including crews working across state lines.

· Review crew timecards for accuracy and completeness; follow up with supervisors on discrepancies, correct timesheets, and enter missing time as needed before payroll cutoff.

· Verify that labor hours are coded to the correct job, phase, and cost code before payroll posts to Spectrum, so job cost and WIP reflect actual labor.

· Create crews and manage user permissions and per diem settings in Traqspera; assist users with system questions and document solutions for consistent, repeatable support.

· Coordinate PTO setup questions with Human Resources, and research prevailing wage classifications and rates with contract contacts to ensure compliant pay.

· Prepare and submit certified payroll reports for prevailing wage and publicly funded projects accurately and by contract deadlines.

· Resolve questions regarding per diem, reimbursements, weekend pay, and other payroll-related matters in line with company policy.

· Serve as a resource for Spectrum and Paylocity payroll questions and escalate system issues to the appropriate administrator.

· Serve as the payroll and labor-cost subject matter expert for the Spectrum implementation, including testing, process documentation, and go-live readiness.

· Respond to payroll questions, concerns, and correction requests from employees and supervisors at all company locations through the payroll email inbox and payroll phone line.

· Support the payroll integration of newly acquired companies, including employee setup, timekeeping configuration, and alignment with company pay policies and procedures.

· Support payroll internal controls by maintaining review and approval documentation, assisting with payroll reconciliations, and following established segregation-of-duties practices.

· Prepare payroll journal entries and reconcile payroll registers to the general ledger by company and cost center each pay period.

· Process pay-rate changes, new hires, terminations, and employee master-data changes only with documented Human Resources and management approval; this role does not set pay rates or add employees independently.

· Maintain current payroll desk procedures and cross-train designated backup staff so payroll can be processed without interruption.

· Maintain accurate payroll records, protect confidential employee information, and consistently meet payroll deadlines.

Qualifications and Skills

· Experience in payroll processing, timekeeping, or payroll administration required; multi-location or multi-state payroll experience is a plus.

· Payroll certification (FPC or CPP) preferred; certified payroll and multi-state withholding experience is a plus.

· Familiarity with Traqspera, Spectrum, and Paylocity is beneficial.

· Working knowledge of prevailing wage requirements, per diem practices, and construction or field-based payroll preferred.

· Proficiency in Microsoft Excel and Outlook.

· Strong attention to detail, organization, and problem-solving skills.

· Effective communication and customer service skills with both field and office personnel.

· Ability to manage multiple priorities, meet firm deadlines, adapt to changing processes, and maintain strict confidentiality.

Key Performance Measures

· Payroll processed accurately and on schedule every pay period, meeting payroll processing KPIs established by the Controller.

· Timecard discrepancies resolved before payroll cutoff.

· Labor hours consistently posted to the correct job, phase, and cost code.

· Employee payroll inquiries acknowledged and resolved promptly.

· Certified payroll reports submitted by contract deadlines, with no customer payment holds caused by missing or late reports.

· Newly acquired companies onboarded to company payroll and timekeeping standards in a timely manner.

· Payroll registers reconciled to the general ledger each pay period with no unexplained variances.

· Payroll documentation complete and audit-ready.

General Expectations

Perform assigned duties accurately and professionally while supporting payroll operations, assisting field personnel, and ensuring timely resolution of payroll and timekeeping issues. As the company grows through acquisition, this role is expected to help standardize payroll practices across all locations and entities. Additional duties may be assigned as business needs require.