Administrative Assistant I

Willdan • Northern, KY

8d • $30 - $45

About The Position

We are seeking a detail-oriented and proactive Administrative Assistant I specializing in certified payroll compliance for public works projects. The ideal candidate will ensure compliance with applicable state and federal prevailing wage laws, maintain timely and accurate certified payroll submissions and records, and work closely with subcontractors to resolve discrepancies. Expertise in industry-standard compliance management platforms is required. California public works projects experience is required. The position maintains the complete compliance record from initial project and subcontractor setup through recurring payroll review, document tracking, issue resolution, and final closeout.

Requirements

• Minimum of five years of certified payroll experience.
• Experience administering certified payroll for California public works is required.
• Demonstrated ability to work proactively by identifying upcoming deadlines, missing documentation, expiring credentials, and compliance risks before they become delinquent.
• Ability to interpret and administer certified payroll requirements for public agencies, clients, and agency-specific systems.
• Ability to remain flexible and communicate professionally with Operations, Accounting, project teams, subcontractors, and other departments to obtain the information needed to maintain compliance.
• Demonstrated judgment to ask timely questions, identify the appropriate internal or external resource, and research requirements independently when answers are not immediately available.
• Strong knowledge of California Prevailing Wage Law, DIR reporting, and labor compliance regulations.
• Excellent attention to detail, organizational skills, and time management abilities.
• Strong communication skills for working with subcontractors, clients, and internal project teams.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with construction or engineering firms managing multiple public works contracts.
• Ability to prioritize multiple projects and tasks to ensure timely delivery of high-quality deliverables.
• Demonstrated ability to collaborate with a wide range of stakeholders while delivering excellent customer service in a highly dynamic growth environment.
• Ability to work effectively in a fast paced, evolving, entrepreneurial work environment.

Nice To Haves

• Experience using LCPtracker is preferred.
• Experience preparing and submitting California Department of Industrial Relations electronic Certified Payroll Reports (DIR eCPRs) is preferred.
• Certification or coursework in labor compliance, construction management, or public works administration.

Responsibilities

• Manage and maintain certified payroll compliance for all projects with certified payroll requirements.
• Review contract, agency, and project requirements at startup to identify required forms, systems, submission schedules, and supporting documentation.
• Set up each job in the internal compliance tracking system and maintain the job file in accordance with the current process.
• Send contractor welcome packets and collect and evaluate required startup documentation.
• Communicate with Operations, project teams, and other departments to identify when subcontractors and lower-tier subcontractors are expected onsite so required setup and compliance documentation are completed before work begins.
• Set up subcontractors and lower-tier subcontractors in the systems required by the applicable agency or project, including but not limited to LCPtracker.
• Provide hands-on support and training to subcontractors on certified payroll requirements, required documentation, and use of the applicable reporting system, including onboarding and troubleshooting as needed.
• Review and verify certified payroll reports for accuracy and compliance with applicable prevailing wage laws, project requirements, and agency reporting rules, and coordinate required corrections with subcontractors.
• Maintain and track the full certified payroll compliance file, including startup documents, weekly payroll reports, monthly documents, recurring requirements, supporting records, and completion documentation.
• Conduct weekly and periodic reviews to identify missing, incomplete, inaccurate, or delinquent submissions, update the internal tracking system, and follow through until each item is resolved.
• Evaluate monthly and agency-specific compliance documentation and issue missing or delinquent item reports to the responsible subcontractors and internal project team.
• Review subcontractor compliance status with the Accounting Department each month, identify which subcontractors have satisfied the requirements for payment release, and communicate outstanding items that must be resolved.
• Monitor certificates of insurance, business licenses, and contractor licenses for expiration and obtain current documentation before existing credentials expire.
• Track submission deadlines proactively, escalate risks before they become delinquent, and coordinate with project managers and compliance personnel to resolve issues that may affect project compliance.
• Assist in preparing compliance documentation for audits, agency reviews, internal reporting, and client requests.
• At project or subcontractor completion, collect and evaluate closeout documentation, confirm that outstanding compliance requirements have been satisfied, and close the subcontractor and job in the applicable systems.
• Stay current with updates to California prevailing wage regulations and LCPtracker system enhancements.
• Maintain organized digital and physical records of certified payroll and compliance documentation.
• Perform other administrative duties as assigned to support the compliance and project management teams.

Benefits

• Willdan is an equal opportunity employer.
• Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances.
• Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated.
• Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
• If you need reasonable accommodation for any part of the application and hiring process, please notify us.
• Willdan Energy Solutions participates in E-Verify.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed