Certified Payroll Specialist

🌍 Remote, USA 🎯 Full-time 🕐 Posted Recently

Job Description

Position Overview

We are seeking a detail-oriented and experienced Certified Payroll Specialist with deep expertise, preferably in construction trucking payroll operations. This role requires a proactive professional who will take full ownership of our Certified Payroll and labor compliance processes while continuously identifying opportunities for improvement and efficiency.

Minimum 5 years of certified payroll experience in the construction or trucking industry. Experience with LCP Tracker and/or DIR preferred.
Extensive knowledge of AB5 compliance and contractor classification requirements, including contractor vs. employee classification
Proven experience processing wage and certified payroll reports
Strong understanding of construction trucking industry-specific payroll requirements, including union payroll, fringe benefits, and multi-state compliance
Experience with federal and state prevailing wage projects (Caltrans and DIR)

Proficiency in certified payroll software and reporting systems (LCP Tracker, DIR online portal)
QuickBooks experience preferred for payroll verification and reporting
Strong Excel skills and experience with payroll management systems
Experience with dispatch/timesheet systems
Ability to prepare and submit certified payroll reports to government agencies
Understanding of federal and state wage and hour laws, including prevailing wage rates
Familiarity with Caltrans File Transfer systems and document management

Process Ownership: Take complete accountability for all aspects of certified payroll processing and labor compliance, from data collection through final reporting and compliance verification
Contract Analysis: Review project contracts to identify Caltrans numbers, DIR numbers, federal contract numbers, wage determinations, and reporting requirements
Certified Payroll Management: Prepare, review, and submit accurate certified payroll reports for public works projects in compliance with federal and state requirements
Form Preparation: Complete and submit all required forms including:
Caltrans Forms: CEM 2502 (Employees), CEM 2503 (Statement of Compliance), CEM 2501 (Fringe Benefits Statement)
DIR Forms: A-1-131, Notice to Public Entity, Non-Performance forms
Additional project-specific forms: DAS 140, DAS 142
Multi-System Data Entry: Input payroll data into LCP Tracker, DIR online portal, and Caltrans systems as required by project specifications
Wage Determination: Research and apply correct prevailing wage rates by county using DIR website and federal wage determination schedules

Sub-Hauler Payroll: Process and verify certified payroll for subcontractors and owner-operators, including separate fringe benefit calculations
Sub-Hauler Statements: Prepare monthly sub-hauler payment summaries and coordinate check distribution

Cross-System Verification: Reconcile hours and payments across certified payroll forms to ensure accuracy
Attention to Detail: Maintain meticulous accuracy in all payroll calculations, classifications, and reporting—errors are not acceptable in this role

AB5 Compliance: Ensure proper classification of workers under California AB5 regulations, maintaining thorough documentation and audit trails
Audit Readiness: Maintain comprehensive records and documentation to support internal and external audits
Caltrans Audits: Respond to audit requests by gathering and submitting required documentation including cashed checks, invoices, paid sub statements, timesheets, QB bills and payments reports, and fringe benefit calculations
Document Management: Upload required documents to Caltrans File Transfer system and maintain organized records for all projects

IFTA Management: File quarterly International Fuel Tax Agreement returns through CDTFA portal and order annual decal stickers

Inquiry Management: Handle complaints and inquiries from subcontractors via phone, text, and email with professionalism and efficiency
Issue Resolution: Investigate payment discrepancies, missing tickets, and payroll concerns, documenting issues in relevant systems and coordinating with appropriate team members
Stakeholder Communication: Collaborate with project managers, estimators, compliance staff and contractors to obtain necessary information and ensure reporting deadlines are met

Project Tracking: Maintain detailed notes for all CPR projects, updating status and documenting incomplete weeks or missing information
Process Improvement: Proactively identify inefficiencies and recommend solutions to streamline payroll operations and enhance compliance protocols
Collaboration: Work closely with Ops, Admin, Accounting, Compliance, Contracting to ensure seamless payroll operations

Essential Qualities

Attention to Detail: This position demands exceptional accuracy and thoroughness. Every classification, calculation, and report must be precise and compliant.

Ownership Mentality: We need someone who will take complete responsibility for the payroll function—anticipating issues, solving problems independently, and ensuring deadlines are met without fail.

Communication Skills: You must communicate comfortably with people across all aspects of our business environment, including internal and external stakeholders, using phone, email and texting and be willing to keep records of same.

Continuous Improvement Focus: You should be passionate about making processes better, more efficient, and more reliable. We want someone who doesn't just maintain the status quo but actively seeks ways to enhance our operations.

Integrity & Compliance: Unwavering commitment to ethical practices and regulatory compliance is non-negotiable.

Multi-Tasking Ability: Must manage multiple concurrent projects with varying reporting schedules (weekly, bi-weekly, monthly) while maintaining accuracy across all submissions.

Problem-Solving Skills: Ability to investigate discrepancies, identify root causes, and implement solutions while maintaining positive relationships with subcontractors and team members.

Certified Payroll Professional (CPP) designation
Knowledge of multiple state prevailing wage requirements
Background in construction project payroll
Experience with trucking industry operations and terminology
Familiarity with union payroll and fringe benefit calculations

Opportunity to shape and improve critical payroll processes
Collaborative work environment
Medical, Dental, Vision
401K
Bonus eligibility opportunity
Full time, Remote work

We are an equal opportunity employer and value diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Applicants must be able to pass a background check and drug screening requirements as part of the application process.

Job Type: Full-time

Base Pay: $25.00 - $35.00 per hour