Payroll Specialist

MSA Professional Services, Inc. • Madison, WI

8d • $30 - $48 • Hybrid

About The Position

MSA is seeking a detail-oriented Payroll Specialist to support accurate and timely payroll processing with our Architecture, Engineering and Construction consulting firm. This role plays a critical part in ensuring payroll accuracy, maintaining compliance with federal, state, and local regulations, and supporting project-based labor reporting that drives financial performance. The Payroll Specialist works closely with Accounting and Human Resources to ensure payroll data, time reporting, and labor allocations are accurate and aligned with company policies and project requirements. This role can be out of any of our WI, IL, IA or MN offices.

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
• Equivalent professional experience will be considered
• 4+ years of payroll or accounting experience
• Experience in an Architecture/Engineering or professional services firm strongly preferred
• Experience with project-based timekeeping and labor costing systems preferred
• Strong attention to detail and accuracy
• Working knowledge of payroll regulations and tax compliance
• Ability to analyze payroll data and resolve discrepancies
• Strong communication and collaboration skills
• High level of integrity and discretion when handling confidential information
• Authorization to work in the United States for any employer. We are unable to provide sponsorship for this role.

Responsibilities

• Process and reconcile bi-weekly or semi-monthly payroll within company payroll and timekeeping systems
• Review employee timesheets for completeness, proper approvals, and compliance with company policies
• Ensure accurate allocation of regular, overtime, and premium pay to the correct project codes
• Process employee deductions including benefits, retirement contributions, garnishments, and levies
• Maintain compliance with federal, state, and local payroll tax requirements, including multi-state taxation
• Ensure all employee timesheets are submitted and approved according to company deadlines
• Monitor compliance with project-based time reporting standards to support accurate job costing and billing
• Review labor distribution reports to confirm hours are charged to appropriate projects and cost categories
• Assist Project Managers and Project Accountants with labor corrections and reclassifications
• Support month-end close by ensuring labor postings are accurate and reconciled
• Track and calculate PTO accruals, flex time balances, and related payouts according to company policies
• Process final pay and PTO payouts for employee terminations
• Reconcile payroll registers to the general ledger, including wage expenses, payroll taxes, and benefit deductions
• Prepare payroll-related journal entries such as PTO accruals, bonus accruals, and payroll liabilities
• Assist with year-end payroll processes including W-2 preparation and reconciliation
• Serve as a primary point of contact for employee payroll and timekeeping questions
• Partner with HR to ensure accurate pay rates, benefit deductions, and accrual policies are applied
• Coordinate with Accounting to ensure labor costs are recorded accurately for project reporting
• Support internal and external audits by preparing payroll documentation and reports
• Identify opportunities to improve payroll and timekeeping processes while maintaining strong internal controls

Benefits

• Medical, Dental & Vision Insurance for employees and eligible dependents
• Paid Time Off: Minimum of 17 days in the first year
• Paid Holidays: 8 holidays annually
• Paid Parental Leave: 2 weeks for both parents, with additional paid leave for birth parents
• Employer-Paid Insurance: Life, short-term disability, and long-term disability coverage
• Employee Stock Ownership Plan (ESOP): As a 100% employee-owned company, eligible employees receive company shares at no cost
• 401(k) Retirement Plan: With a generous employer match that is immediately 100% vested
• Short-Term Incentive Program (STIP): Annual performance-based bonus opportunity

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level