Payroll Administrator
Reports To: Director of Finance & Administration
Department: Finance & Administration (HR / Payroll)
FLSA Status: Non-Exempt
Entities Supported: All
Position Summary
Must be bilingual. Read, write, and speak English and Spanish fluently.
The Payroll Administrator is responsible for accurate, timely, and compliant processing of payroll across all entities, including weekly processing for variable-hour field employees and biweekly processing for salaried staff. This role executes payroll calculations, tax filings and remittances, and garnishment processing, but does not have authority to create or modify employee master data; all employee record changes are routed through the HR Coordinator.
Essential Duties & Responsibilities (Primary Ownership)
Payroll Processing & Operations
- Collect/validate time data prior to processing
- Manual data entry into payroll system (hours/rates as instructed; no record changes)
- Calculate and apply manual adjustments (retro pay, corrections, bonuses, commissions)
- Process off-cycle/manual checks
- Assist with multi-state and multi-entity payroll tax setup/verification
- Wage deduction setup tied to benefits (amounts only, per HRBA instruction)
- Remittance of payroll tax payments to agencies
- Remittance of garnishment/levy withholdings to agencies and tracking
- Payroll tax filings (federal/state/local) and reconciliations
- Certified payroll / prevailing wage reporting (construction)
- Final pay compliance (termination pay timing by state)
- Payroll audit support (workers' comp, financial, 401k)
- Biweekly payroll processing for ACSM and Rogue (currently DFA - planned transition to PA)
Time & Attendance / Timekeeping
- Daily/weekly timesheet collection and exception review
- Overtime calculation rule compliance (state-specific)
- Variable-hour/per-diem time tracking processes
- Manager timesheet approval enforcement
Construction / Multi-State Specific
- Prevailing wage/certified payroll compliance
- State-specific wage statement requirements
Department Administration
- Maintain and update department standard operating procedures (SOPs) relevant to this position's duties, ensuring documentation stays current as processes or systems change.
Backup & Cross-Coverage Responsibilities
This position provides backup support to the Director of Finance & Administration on W-2 processing and payroll system vendor matters, to the HR Coordinator on final pay calculations during terminations, and to the Compensation & Benefits Administrator on 401(k) contribution file processing, as workload requires.
Qualifications
- 3+ years of multi-state, multi-entity payroll processing experience required; construction/prevailing wage payroll experience strongly preferred.
- Working knowledge of federal, state, and local payroll tax requirements across multiple states.
- Experience with certified payroll and prevailing wage reporting for construction trades.
- Proficiency with payroll/HRIS systems and manual data entry processes; high attention to detail and accuracy under deadline pressure.
- Understanding of garnishment, levy, and wage withholding order processing and remittance requirements.
- Strong organizational skills to manage differing weekly and biweekly payroll cycles concurrently.
- Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) preferred.
Work Environment & Physical Demands
- Primarily office/remote-office environment; prolonged periods sitting and working at a computer.
- May require occasional travel to job sites or office locations as needed._
Pay: $60,000.00 - $63,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have Sage 300 CRE payroll processing experience?
- Do you read, write, and speak both English and Spanish fluently?
- Are you willing to submit to a background check?
Experience:
- Manual Payroll Processing: 3 years (Required)
- California labor law: 2 years (Required)
- Arizona labor law: 1 year (Preferred)
License/Certification:
- Certified Payroll Professional (Preferred)
Ability to Commute:
- Phoenix, AZ 85027 (Preferred)
Work Location: In person
