Payroll Specialist

Description

The Payroll Specialist is responsible for end‑to‑end payroll administration with a specialized focus on union fringe‑benefit reporting and certified‑payroll compliance. This role ensures accurate and timely payroll processing for both union and non‑union employees while maintaining compliance with labor laws, union agreements, and contractual obligations. The specialist works closely with Payroll, HR, and Finance teams to streamline processes and implement best practices.

Daily duties include managing the payroll cycle, verifying timesheets, calculating deductions, administering benefits, and generating required reports. The specialist also prepares monthly union reports, coordinates with Accounts Payable for timely payments, and submits certified payroll documentation to various contract owners. Regular audits are performed to verify data accuracy, and quarterly and annual tax filings are handled in accordance with federal and state regulations.

• Manage end‑to‑end payroll processing for union and non‑union employees, including data entry, calculations, timesheet verification, deductions, benefits, and reporting.
• Prepare and submit monthly union fringe‑benefit reports and "No Work" reports as required.
• Track and submit certified payroll reports to contract owners such as LCP Tracker, MN Dept of Administration, and state transportation departments.
• Stay current on union agreements, collective bargaining agreements, and labor laws to ensure accurate payroll compliance.
• Conduct regular payroll audits and generate reports for management and external stakeholders.
• File quarterly and annual tax returns (W‑2s, state and federal taxes, unemployment) and remit benefit and deduction payments.
• Resolve payroll discrepancies, inquiries, and disputes promptly and professionally.
• Serve as point of contact for employees, managers, finance, and labor relations on payroll matters.
• Monitor changes in labor laws, regulations, and union agreements to maintain ongoing compliance.
• Identify process improvement opportunities and automate payroll operations; create and maintain SOPs for union and certified payroll reporting.

Requirements

The position requires staying current on union agreements, collective bargaining agreements, and relevant labor legislation to ensure proper interpretation and application of payroll provisions. Continuous improvement is emphasized through the identification of automation opportunities, the creation of standard operating procedures, and ongoing monitoring of regulatory changes.

Candidates must hold an associate’s degree in accounting, finance, business administration, or a related field, or possess an equivalent combination of education and experience, along with at least three years of payroll administration experience in a union environment. Proficiency with ERP/HRIS systems (preferably Vista ViewPoint), payroll software, and Microsoft Excel is essential, as are strong analytical abilities and meticulous attention to detail.

Excellent communication skills are required to convey complex information clearly to both technical and non‑technical stakeholders. The role demands the ability to work independently and collaboratively in a fast‑paced setting, managing multiple priorities while maintaining a high level of integrity and confidentiality.

Physical demands include prolonged periods of sitting or standing, operating a computer, and occasional lifting of up to 20 pounds. The work environment is primarily an office setting with occasional site visits, off‑site meetings, and exposure to variable weather or noise levels, for which appropriate protective equipment is provided.

• Hold an associate’s degree in accounting, finance, business administration, or related field, with at least 3 years of payroll experience in a union environment (or equivalent).
• Demonstrate strong analytical skills, high attention to detail, and proficiency with ERP/HRIS systems (preferably Vista ViewPoint).
• Exhibit excellent communication skills for conveying complex information to both technical and non‑technical audiences.
• Proficient in payroll software, Microsoft Excel, and business process management tools.
• Ability to work independently and collaboratively in a fast‑paced environment while managing multiple priorities.
• Understanding of labor laws, union contracts, and collective bargaining agreements.
• Knowledge of payroll tax filings (Federal 940, 941, W‑2) and ability to use EFTPS for payments.
• Familiarity with state payroll tax withholding and unemployment filing requirements.
• Fundamental Payroll Certification (FPC) preferred or ability to obtain within 12 months.
• Willingness to work 8+ hours Monday‑Friday, with occasional weekend work and travel as needed.

Benefits

Compensation includes a base salary that varies by geographic location and experience, supplemented by a comprehensive benefits package featuring medical, dental, vision, life insurance, disability coverage, retirement plans with matching contributions, paid time off, profit sharing, tuition reimbursement, and an employee assistance program.

Training + Development

Interview process

Visa Sponsorship

Security clearance