Payroll Assistant

Stephens & Smith is currently seeking a reliable and detail-oriented Payroll Assistant with experience in payroll processing to join our team.

The Payroll Assistant will support the payroll department in ensuring accurate and timely processing of employee payroll. This role involves handling timesheets, verifying hours, calculating wages and deductions, maintaining payroll records, and assisting in generating reports and responding to payroll-related queries. The ideal candidate will also assist with processing certified payrolls and ensure accurate reporting for public works and government-funded projects.

This role requires strong organizational skills, attention to compliance regulations, and the ability to work with cross-functional teams.

• Assist in processing weekly and bi-weekly payroll for employees, including those working on Davis-Bacon covered projects. Calculate regular, overtime, and special pay (e.g., bonuses, commissions). Ensure accurate data entry and updates in the payroll system.
• Prepare accurate Certified Payroll Reports (WH-347) in compliance with the Davis-Bacon Act and state prevailing wage laws. Verify employee classifications, wages, and fringe benefits against project-specific prevailing wage determinations.
• Collect, review, and process employee timesheets and attendance records weekly. Work with project managers, HR, and accounting to ensure correct job codes and classifications are used.
• Maintain organized payroll records, timecards, and supporting documentation required for audits and labor compliance reviews. Ensure proper documentation is maintained for all payroll transactions.
• Ensure compliance with federal, state, and local payroll, wage, and hour laws. Monitor labor compliance and respond to inquiries or audit requests from government agencies. Stay updated on prevailing wage law changes and certified payroll best practices.
• Respond to employee inquiries regarding payroll discrepancies or questions related to compensation, time reporting, and pay distribution. Maintain confidentiality and security of payroll information.
• Support payroll-related administrative tasks such as data entry, filing, and report generation. Assist in preparing and distributing paychecks and direct deposits, as well as weekly, bi-weekly, and year-end reports.
• Collaborate with HR and Accounting departments on employee benefits, deductions, and tax filings. Assist with internal and external audits as needed.

• High school diploma or equivalent required; associate’s or bachelor’s degree in business, accounting, or related field preferred.
• 1+ year of payroll experience; prior experience with Davis-Bacon Act compliance and certified payroll reporting strongly preferred.
• Previous experience in clerical or administrative roles preferred.
• Ability to work effectively in a fast-paced office environment.
• Proficiency in basic computer applications (e.g., Microsoft Office Suite).
• Strong communication and interpersonal skills.
• Understanding of wage determinations, fringe benefits, job classifications, and labor compliance documentation.
• Strong attention to detail, confidentiality, and data accuracy.
• Professionalism, positivity, trustworthiness, and dependability are essential traits.

Definitions:
Based on 8-12 hours per day

Continually 70-100% Regularly 50-70%

Periodically 20-50% Rarely – less than 20%

• Continually required to speak and listen.
• Rarely lifting up to 25 lbs.
• Regularly works under pressure meeting project schedules and budget guidelines.
• Continually work with diversified work groups and am able to manage conflict in a professional manner in accordance with Company policy.
• Continually able to work eight to ten hour work days each week and occasional weekends.
• Continually utilize specific vision abilities required to perform the essential functions of the job, i.e., close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Equal Opportunity Employer, including disabled and veterans.