Payroll Specialist

PBI – Payroll Specialist

Department: Human Resources / Payroll

Position Type: Full-Time

Position Summary

Peterson Beckner Industries (PBI) is seeking an experienced Payroll Specialist to manage and process weekly payroll for hourly and salaried employees across multiple construction projects. This position is responsible for ensuring accurate and timely payroll processing, reviewing employee time records, verifying payroll changes, maintaining payroll documentation, and administering payroll deductions and related reporting.

The ideal candidate will have strong payroll experience, excellent attention to detail, and the ability to manage multiple payroll responsibilities while maintaining accuracy and confidentiality.

Essential Duties and Responsibilities

Weekly Payroll Processing

• Process weekly payroll for hourly and salaried employees using Foundation Software.
• Establish and maintain weekly pay period dates and transaction dates.
• Collect, organize, and review employee timesheets submitted by multiple construction projects.
• Enter employee hours, overtime, vacation, sick leave, holidays, travel pay, per diem, and applicable allowances.
• Verify payroll entries against timesheets and weekly job-hours spreadsheets.
• Review payroll registers and preliminary reports before finalizing payroll.
• Calculate and process payroll in accordance with established schedules and procedures.
• Timekeeping and Payroll Auditing
• Review and audit employee timesheets for accuracy, completeness, and proper coding.
• Verify regular hours, overtime, job numbers, cost codes, departments, and project assignments.
• Reconcile employee hours between Foundation Software, timesheets, and job-hours reports.
• Identify discrepancies, missing hours, duplicate timesheets, and incorrect employee information.
• Communicate with project personnel and management to resolve payroll questions and corrections.
• Review approved vacation and leave records to ensure accurate payroll entries.
• Employee Changes and Payroll Adjustments
• Review Personnel Action Forms (PAFs) for new hires, terminations, transfers, and pay rate changes.
• Verify employee pay rates and payroll changes against approved documentation.
• Process payroll corrections and adjustments for missing hours, per diem, and other applicable payments.
• Maintain accurate employee payroll records.
• Process direct deposit changes, W-4 updates, and applicable withholding changes.

Payroll Deductions and Benefits Administration

• Process employee deductions, including medical, dental, vision, retirement contributions, and other applicable deductions.
• Review deduction registers and reconcile payroll deductions against benefit provider reports.
• Process child support and other income withholding orders.
• Administer 401(k) contribution reporting and required weekly uploads.
• Review leave-of-absence deductions and coordinate applicable repayment or deduction adjustments.
• Process applicable personnel and safety-related deductions.

Payroll Reporting and Reconciliation

• Prepare and review payroll registers, employee rate reports, deduction reports, and general ledger reports.
• Reconcile payroll totals, direct deposit counts, and employee payment information.
• Verify payroll changes and deductions before final payroll approval.
• Maintain weekly payroll journals and supporting documentation for auditing purposes.
• Prepare and distribute payroll summaries and funding information to management.

Payroll Disbursement and Tax Administration

• Prepare payroll checks and direct deposit files.
• Upload ACH direct deposit files to the company's banking platform and retain payment confirmations.
• Process applicable federal payroll tax payments through EFTPS.
• Prepare and maintain applicable quarterly payroll tax reporting, including Form 941.
• Coordinate child support payments through the appropriate payment system.
• Upload retirement contribution and employee hours files to Fidelity.
• Maintain accurate records of payroll transactions, confirmations, and supporting reports.
• Records Management and Compliance
• Maintain organized and confidential payroll records and weekly payroll documentation.
• Ensure payroll records and supporting documents are available for auditing and reconciliation.
• Follow established payroll procedures and internal controls.
• Handle sensitive employee payroll and banking information with discretion.
• Maintain compliance with applicable federal and state payroll requirements and company policies.

Qualifications and Experience

• Previous experience processing full-cycle payroll.
• Experience with weekly payroll processing is strongly preferred.
• Construction industry payroll experience preferred.
• Experience with Foundation Software.
• Previous construction industry payroll experience and familiarity with certified payroll processes are preferred.
• Knowledge of job costing, labor distribution, cost codes, and project-based payroll.
• Experience with payroll deductions, benefits, garnishments, and retirement contributions.
• Familiarity with direct deposit processing, ACH files, and payroll tax reporting.
• Proficiency in Microsoft Excel and payroll reporting.
• Required Skills and Abilities
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to meet strict weekly payroll deadlines.
• Strong analytical and problem-solving abilities.
• Ability to handle confidential employee and financial information.
• Ability to work independently and coordinate with project teams and management.
• Strong reconciliation and recordkeeping skills.

Preferred Qualifications

• Experience supporting payroll for multiple construction projects.
• Familiarity with prevailing wage or certified payroll processes.
• Experience with Fidelity retirement contribution uploads.
• Experience working with HRIS and payroll systems.
• PBI is an equal opportunity employer.