Payroll Specialist

GRAYMAR ENVIRONMENTAL SERVICES LLC•Cherry Hill Township, NJ

22h

About The Position

The Payroll Specialist will work end-to-end payroll processing for a multi-state workforce using ADP Workforce Now, Essential or Managed Time. They will ensure the accuracy and integrity of payroll data through detailed reconciliation, analysis, and audit processes. This role validates payroll results, resolves discrepancies, and reconciles payroll-related accounts. This role requires deep experience with prevailing wage payrolls, certified payroll reporting, fringe/benefit calculations (where applicable), and compliance across various states, including but not limited to CA, WA, Oregon, AZ, TX, and NJ. The ideal candidate has worked within the waste management/environmental remediation industry or a similar field services environment with variable schedules, field timekeeping, per diem, and job-costing needs.

Requirements

3–5+ years of end-to-end, multi-state payroll
Proficient in ADP Workforce Now.
Direct experience with prevailing wage calculations and certified payroll reporting (e.g., CA DIR, WA L&I).
Proven knowledge of wage & hour and tax compliance across nationwide, with knowledge in CA, WA, AZ, TX, and NJ.
Strong Excel skills (pivot tables, vLOOKUP/XLOOKUP) and experience reconciling payroll to the GL.
Detail-oriented with excellent problem-solving, confidentiality, and customer-service skills.

Nice To Haves

Experience in waste management, environmental remediation, construction, or similar field services environment.
Familiarity with fringe administration, and project-based/job costing.
Exposure to PTO accrual policies, meal/rest period compliance (especially CA), and per diem practices.
Fundamental understanding of Davis-Bacon/Service Contract Act (or analogous state prevailing wage frameworks).
Associate’s or Bachelor’s in Accounting, Finance, HR, or related field preferred.

Responsibilities

Payroll Processing (ADP Workforce Now)
Execute full-cycle, multi-state payroll on a weekly cadence; validate earnings, deductions, taxes, accruals, and garnishments.
Maintain and audit employee data, pay rates, tax setups, direct deposits, and PTO balances in ADP Workforce Now.
Reconcile payroll registers to GL; prepare payroll journal entries and support Finance with month-end close.
Time & Attendance / Job Costing
Import, validate, and reconcile time from field timekeeping systems (e.g., mobile app or timesheets), ensuring accurate job codes, shifts, per diem, and overtime calculations.
Partner with Operations to resolve exceptions, missed punches, and allocation issues.
Prevailing Wage & Certified Payroll
Calculate prevailing wage rates, fringe benefits, and required differentials; ensure proper accrual or cash-in-lieu handling in alignment with contract requirements.
Prepare and submit certified payroll reports (e.g., CA DIR, WA L&I) and maintain documentation for audits.
Track apprenticeship ratios, classifications, and work types, where applicable.
Multi-State Compliance
Ensure compliance with state/local wage & hour rules (e.g., CA meal/rest periods & OT,WA paid sick leave, NJ state-specific requirements AZ/TX local taxes).
Monitor tax jurisdictions, reciprocity, SUI updates, and local city taxes; coordinate with ADP Tax Services on registrations and notices.
Benefits & Deductions
Administer payroll deductions for medical, dental, vision, FSA/HSA, 401(k)/match, and post-tax deductions; reconcile vendor invoices against payroll.
Support annual and off-cycle adjustments (benefits changes, bonuses, retro pay, PTO payouts).
Reporting & Audits
Analyze payroll data to identify variances, discrepancies, and trends; research and resolve issues promptly.
Generate payroll and labor reports (headcount, OT trends, job costing, certified payroll, PTO liabilities).
Support internal/external audits (DOL, state agencies, CPA); maintain secure payroll records in accordance with company and regulatory policies.
Employee Service & Cross-Functional Collaboration
Provide timely support to employees and managers regarding pay, direct deposits, and timesheet issues.
Partner with HR, Finance, and Operations to continuously improve payroll accuracy and cycle efficiency.