Payroll Specialist

Overview

A professional services firm specializing in Architecture, Engineering, and Construction consulting is seeking a detail-oriented Payroll Specialist. This role is essential for ensuring accurate and timely payroll processing, maintaining compliance with federal, state, and local regulations, and supporting project-based labor reporting that influences financial performance. The position collaborates 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. The role can be based in any of the organization's offices located in Wisconsin, Illinois, Iowa, or Minnesota.

Responsibilities

Payroll Processing

• Process and reconcile bi-weekly or semi-monthly payroll using 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

Timekeeping & Labor Reporting

• 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

Compensation & Financial Reporting

• 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

Collaboration & Continuous Improvement

• Serve as a primary point of contact for employee payroll and timekeeping questions
• Partner with Human Resources 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

Qualifications

Education

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
• Equivalent professional experience will be considered

Experience

• Minimum of 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

Skills

• 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

Work Authorization

• Must be authorized to work in the United States for any employer
• Sponsorship is not available for this role

Compensation & Benefits

• Hourly pay range: $30 to $48 per hour, depending on experience and qualifications
• Candidates with significant experience may be considered for a higher-level role with increased compensation

Additional Benefits

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

Equal Opportunity

The organization is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodation

Reasonable accommodations are available upon request during the application or interview process.