Accounts Payable Specialist

Position Summary

The Payroll & HR Administrative Specialist is accountable for payroll execution, regulatory compliance, and HR administrative controls within a project-based operation. This role manages payroll processing in Foundation P4C, performs job cost allocation from HCSS HeavyJob, and oversees project-specific labor compliance.

The position maintains legally required physical HR and payroll records while leading the transition toward a cloud-first, audit-ready documentation model. This role also serves as the primary HR point of contact at corporate headquarters, interfacing with employees, leadership, and external agencies while the HR Manager is based at an operations center.

In addition to core payroll and HR compliance functions, this position provides structured administrative support to Business Management, assisting with certifications, regulatory filings and documentation controls.

Key Responsibilities

Payroll Operations, Job Costing & Time Data

- Process full-cycle payroll using Foundation P4C, ensuring accurate wages, deductions, benefits, garnishments, and labor classifications.

- Import, validate, and allocate labor hours and job cost data from HCSS HeavyJob to correct projects and cost codes.

- Reconcile time capture, job costing, and payroll registers prior to final payroll submission.

- Maintain payroll calendars and controls to ensure on-time, error-free payroll cycles.

Payroll Tax & Regulatory Compliance

- Review, federal, state, and local payroll tax filings as prepared and submitted by payroll provider.

- Coordinate with accounting, tax advisors, and government agencies as required.

- Monitor regulatory changes and assess compliance impact.

Project-Specific & Certified Payroll Compliance

- Prepare, review, and submit certified payroll reports in compliance with state, prevailing wage and public works requirements.

- Ensure proper labor classifications, wage determinations, fringe benefits, and project coding.

- Respond to agency audits, contractor requests, and compliance inquiries related to certified payroll.

Employment Eligibility & Auditable HR Compliance

- Maintain Form I-9 verification, including re-verification and retention in accordance with federal requirements.

- Maintain audit-ready compliance files for employment eligibility, labor, and payroll records.

- Support internal and external audits and regulatory reviews.

Garnishments, PTO & Leave Administration

- Administer and maintain employee garnishments, levies, and agency-ordered deductions.

- Ensure accurate withholding, remittance, and documentation.

- Maintain accurate PTO, vacation, sick, and leave balances, including accruals, usage, and payouts.

Work Authorization & Crew Compliance

- Manage project and agency-specific work authorization requirements for field crews.

- Track approvals, renewals, and expirations to prevent compliance gaps.

- Coordinate with operations and project teams to align compliance with project schedules.

HR Administration & Corporate Point of Contact

- Serve as the primary HR contact at corporate headquarters, supporting employees and leadership with HR inquiries and administrative needs.

- Liaise with the HR Manager and operations center to ensure alignment on policies, escalations, and workforce actions.

Physical & Digital Document Management

- Maintain legally required physical HR, payroll, and compliance files, ensuring secure storage and proper retention.

- Organize, index, and audit physical records to meet statutory and audit requirements.

- Lead the digitization and optimization of HR documentation using electronic forms and cloud-based storage system.

- Ensure consistent document naming conventions, version control, and access controls.

- Reduce reliance on paper while maintaining compliance with applicable laws and regulations.

Business Management Support & Strategic Administrative Initiatives

- Assist with preparation, tracking, and submission of company certifications, renewals, pre-qualifications, and regulatory registrations.

- Maintain organized documentation related to licensing, insurance, and agency qualifications.

- Support compliance reviews tied to expansion into new markets, jurisdictions, or project types.

- Coordinate documentation and reporting requirements for vendor onboarding, subcontractor compliance, and strategic partnerships.

- Assist in organizing materials for audits, financial reviews, and business development opportunities.

Required Qualifications

- 3+ years of experience in payroll and HR administration in construction or similar compliance-driven, project-based environment.

- Hands-on experience with payroll systems.

- Experience with project-based job cost allocation systems

- Demonstrated experience with certified payroll, I-9 compliance, garnishments, PTO tracking, and audit support.

- Strong working knowledge of payroll, labor, and employment regulations.

- Proven ability to organize, reconcile, and maintain large volumes of data with a high degree of accuracy.