Specialist, Project Payroll

Aecon • Charlotte, NC

3d

About The Position

The Project Payroll Specialist provides comprehensive support to the payroll team across multiple functions, ensuring compliance with legislative requirements, with a focus on U.S. operations. The role reports to the Project Payroll Supervisor and indirectly to the Payroll Manager. It supports accurate, timely payroll processing for salaried and hourly employees across multiple states, as well as timekeeping, project controls, compliance, audits, employee inquiries, and related financial processes.

Requirements

• At least 5 years of U.S. payroll experience.
• Demonstrated experience with U.S. multi-state payroll processing and federal payroll compliance.
• Strong working knowledge of IRS regulations, FLSA, state tax laws, unemployment insurance, and garnishment rules.
• Experience supporting payroll audits, regulatory inquiries, and compliance reporting.
• Advanced proficiency with Microsoft Office, Power Automate, Power BI, and Business Objects; advanced Excel skills required.
• Strong analytical and problem-solving skills, including the ability to break down issues systematically and determine root causes.
• Excellent written and verbal interpersonal and communication skills.
• Knowledge of U.S. payroll tax registration requirements.
• Ability to act with discretion and maintain confidentiality.
• Strong organizational skills, ability to balance multiple responsibilities, and ability to meet deadlines.
• Ability to work independently and as part of a team.
• Strong business acumen and understanding of organizational structures and functions.

Nice To Haves

• APA Certification.
• Experience with ADP HCM, SAP payroll, and reporting systems.

Responsibilities

• Enter daily payroll in SAP using approved timesheets.
• Perform administrative and clerical duties to maintain accurate and current timekeeping and project controls records.
• Collect and verify daily labour timesheets for payroll entry and processing.
• Manage employee onboarding and offboarding in the Time and Attendance System and reconcile daily attendance.
• Verify and submit timesheets and audit reports; prepare new employee packages and termination or layoff forms; process rate changes; and calculate travel and board payments.
• Assist site managers and superintendents with tracking, analysis, and forecasting for ongoing projects.
• Coordinate with the Time and Attendance System team to maintain shifts and rosters.
• Maintain payroll document filing systems in accordance with audit procedures.
• Maintain employee information, including labour qualifications, certifications, and training documents.
• Assist Project Controls with tracking, monitoring, and analyzing productivity data and project costs where applicable.
• Support and validate payroll hours for salaried and hourly employees across multiple states, ensuring accurate and timely execution in line with payroll calendars.
• Ensure compliance with U.S. federal, state, and local payroll legislation, including IRS regulations, FLSA requirements, state wage and hour laws, unemployment insurance, and statutory reporting obligations.
• Maintain current knowledge of U.S. payroll laws, tax regulations, and legislative changes; assess impacts and support required system or process updates.
• Support multi-state payroll setups, maintenance, and ongoing compliance requirements.
• Administer payroll adjustments and support off-cycle payments for corrections, retroactive pay, bonuses, terminations, and manual checks, ensuring proper taxation and documentation.
• Support and monitor wage garnishments, levies, and court-ordered deductions, including accurate calculations and timely remittances.
• Reconcile payroll data and reports and support payroll audits, internal controls, general ledger interfaces, and balance sheet reconciliations.
• Partner with HR, Finance, and external payroll vendors to provide payroll expertise, resolve discrepancies, and support audits, acquisitions, and system enhancements.
• Respond to employee inquiries about pay, taxes, deductions, and year-end forms such as W-2s while maintaining confidentiality and data integrity.

Benefits

• Services and benefits to support employees’ mental, emotional, and physical well-being.
• Career development through Aecon University and Leadership Programs.
• Tuition reimbursement.

What This Job Offers

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