Payroll Administrator - Greenville

Company Mission Statement: To build up our communities, our clients and each other by building trust in everything we do.

Summary/Objective: Promotes the company mission statement while administering the company’s weekly, multi-state payroll and related payroll tax filings. Ensures employees are paid accurately and on time, and that deductions, tax deposits, and payroll records comply with federal, state, and local requirements.

Essential Functions

Process the company’s weekly multi-state payroll in Sage, including review of imported Procore time, pay rates, overtime calculations, deductions, and adjustments, to pay employees accurately and on time.

Produce payroll registers and direct deposit bank files and submit for review and approval.

Calculate and remit federal and state payroll tax deposits by required deadlines, including weekly South Carolina and North Carolina deposits, monthly Virginia deposits, and federal withholding for Tennessee employees, where no state income tax applies.

Prepare and file quarterly payroll tax reports, including federal Form 941, state unemployment wage reports, Georgia quarterly taxes, and Tennessee quarterly unemployment reports, along with year-end payroll tax reports; reconcile tax withholdings to deposits and supports W-2 processing.

Calculate and make quarterly federal unemployment (FUTA) deposits and file the annual Form 940.

Respond to IRS and state tax agency notices and prepare corrected filings (such as 941-X and W-2c) when needed.

Respond to state unemployment claims and requests for wage and separation information by required deadlines.

Set up and maintain state and local payroll tax accounts when the company begins work in new states, applying state reciprocity and tax rules.

Update payroll tax tables, rates, wage bases, and limits each year and stay current on changes to federal, state, and local payroll tax laws.

Process commission and bonus payroll runs and checks uploaded data against figures from HR.

Process approved payroll actions, such as pay rate changes, stipends, cost-of-living payments, per diem, housing stipends, vehicle allowances, fringe benefits, and one-time payments, including items submitted through Payroll Coordination.

Administer child support orders, IRS and state tax levies, and other wage withholding orders in accordance with legal requirements, including coordination with the third-party payment vendor.

Sets up and update employee benefit deductions in Sage once benefit elections have been entered in Navigator.

Enroll eligible employees in Fidelity 401(k) and HSA accounts.

Process and reconcile 401(k) and HSA contribution files with Fidelity, including HSA employer contributions.

Track benefit deductions for employees on leave of absence or short-term disability and recover the deductions when the employee returns.

Track and maintain employee PTO and leave balances in accordance with company policy.

Prepare certified payroll reports (WH-347) for jobs subject to and send them to project administrators.

Approve new hires for payroll, assign employee numbers, and set up or approve employee payroll records in Sage.

Answer employee questions about pay, deductions, and pay statements.

Complete verification of employment forms when asked.

Provide payroll data and reports for internal, external, and insurance audits (including payroll by job classification for workers’ compensation and general liability) and management requests.

Reconcile payroll to the general ledger and bank accounts.

Enter payroll-related transactions into cash management.

Research and resolve payroll discrepancies and processes corrections.

Keep payroll records accurate, confidential, and retained as required.

Train the Wage and Benefits Coordinator on payroll processes so coverage is available when either person is away.

Competencies

• Strong commitment to completing tasks and strict, recurring deadlines thoroughly and accurately.
• Versatility and the ability to adapt to changing priorities.
• Strong knowledge of multi-state payroll processing, payroll tax requirements, and wage and hour regulations.
• Working knowledge of certified payroll and prevailing wage requirements.
• Working knowledge of child support, tax levy, and garnishment rules and limits.
• Ability to read and apply tax agency guidance, court orders, and levy notices accurately.
• Strong math and analytical skills for accurate calculations.
• Strict confidentiality and integrity when handling sensitive employee and financial information.
• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite, especially Excel.
• Ability to quickly learn and effectively use payroll, timekeeping, and HR systems.
• Works well with others across departments.
• Commitment to continuous learning.

Education and Experience

• High school diploma or equivalent required.
• Associate’s or bachelor’s degree in accounting, finance, or business preferred; equivalent payroll experience may substitute for a degree.
• Knowledge of full-cycle payroll experience required, including multi-state payroll, payroll tax filings, certified payroll, and wage garnishments and levies.
• Experience with Sage, Procore, BambooHR, and Atrix preferred but not required.
• Payroll certification (such as CPP or FPC) a plus.

Benefits

Competitive salary and performance-based bonuses.

Comprehensive health, dental, and vision insurance.

401(k) with company match.

Paid time off and holidays.

Professional development opportunities.

Flexible work arrangements upon review and approval.

Work Environment: Typical office hours, Monday – Friday, 8AM – 5 PM. Extended hours may be required during payroll processing, quarter-end, and year-end. 80% Sitting, 20% Standing or Walking.

Physical Demands: Typically, the employee may sit comfortably to perform the work. No special physical demands are required to perform the work, but usually involves prolonged periods of sitting at a desk and working at a computer. However, there may be some walking, standing, bending, and carrying of papers, files, and other light office items. While this work typically is not physically demanding, it can be mentally demanding, with many deadlines needing to be met consistently.

Travel Required: Minimal but may be required from time to time for errands, regional office meetings, construction job site visits, or company events.

Additional Eligibility Requirements: None.

Work Authorization/Security Clearance Requirements: Authorized to work in the United States.

Affirmative Action/EEO statement: Harper GC provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. Harper GC complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.