Certified Payroll Office Administrator

Hercules Fence; Frederick (MD); On-site; USD 65,000 - 90,000; Full time

Job summary

Hercules Fence, based in Frederick, MD, seeks an experienced Certified Payroll Office Administrator to support payroll and compliance for our construction projects. You will process weekly payroll, review timesheets, and ensure accurate certified payroll reporting in line with prevailing wage laws.

Ideal candidates have 3–5 years in payroll within construction, knowledge of DBRA, and proficiency with Excel and payroll software.

Qualifications

• 3–5 years of payroll or construction admin experience.
• Experience preparing certified payroll reports.
• Knowledge of DBRA and prevailing wage requirements.
• Strong organizational, communication, and problem-solving skills.
• Proficiency with MS Excel and payroll/accounting software.

Responsibilities

• Process weekly payroll for construction and field employees.
• Prepare and submit certified payroll reports on time.
• Maintain wage determinations and classifications.
• Assist with payroll audits and compliance reviews.
• Coordinate with project teams to identify certified payroll requirements.
• Maintain organized payroll records.

Skills

Payroll administration

Certified payroll

Prevailing wage knowledge

Davis-Bacon Act

Excel proficiency

Attention to detail

Multi-project management

Communication skills

Tools

Payroll software

ERP systems

Microsoft Excel

Timesheet systems

Job description

We are seeking an experienced and detail-oriented Certified Payroll Office Administrator to support payroll administration and compliance for our construction operations. This position is responsible for processing accurate and timely payroll, preparing certified payroll reports, maintaining required documentation, and ensuring compliance with federal, state, local, and project-specific prevailing wage requirements.

The ideal candidate has 3–5 years of payroll or administrative experience within the construction industry and a strong understanding of certified payroll, prevailing wage requirements, and the Davis-Bacon and Related Acts. This individual must be highly organized, comfortable managing multiple deadlines, and able to work collaboratively with field operations, project management, and accounting.

Key Responsibilities

Payroll & Certified Payroll

• Process weekly payroll for construction and field employees, ensuring accurate hours, pay rates, classifications, deductions, and job/project coding.
• Review employee timesheets and payroll documentation for accuracy and completeness before processing.
• Prepare, review, and submit certified payroll reports accurately and within required deadlines.
• Verify employee classifications and applicable prevailing wage and fringe benefit requirements.
• Maintain accurate payroll records by employee, project, job classification, and wage determination.
• Research and resolve payroll discrepancies, missing information, incorrect classifications, and other payroll-related issues.

Prevailing Wage & Compliance

• Maintain compliance with applicable Davis-Bacon and Related Acts (DBRA), prevailing wage requirements, and other federal, state, local, and contractual requirements.
• Review project wage determinations and ensure applicable rates and classifications are properly established within payroll systems.
• Maintain supporting documentation required for government-funded and prevailing wage projects.
• Assist with payroll audits, compliance reviews, and requests for payroll documentation.
• Monitor changes to wage determinations, payroll requirements, and applicable regulations.
• Coordinate with project teams to identify certified payroll requirements for new projects and ensure proper setup.

Office & Administrative Support

• Maintain organized electronic and physical payroll and compliance records.
• Track certified payroll submissions, outstanding documentation, corrections, and compliance deadlines.
• Serve as a resource for employees regarding payroll questions and resolve issues in a timely and professional manner.
• Coordinate with Project Managers, field supervision, and Accounting to obtain accurate payroll and project information.
• Assist with payroll-related administrative tasks as needed.
• Prepare reports, spreadsheets, and documentation for management and project teams.
• Support additional office and administrative functions as assigned.

Payroll Systems & Reporting

• Maintain accurate employee, project, classification, and wage information within payroll systems.
• Update payroll information to reflect wage changes, deductions, taxes, and other required adjustments.
• Generate payroll, labor, and compliance reports as needed.
• Use Microsoft Excel and other business systems to track payroll data and identify discrepancies.
• Help improve payroll procedures, documentation, and internal controls to increase accuracy and efficiency.

Qualifications

• 3–5 years of payroll administration, certified payroll, or related construction administrative experience.
• Prior experience working within the construction industry strongly preferred.
• Hands-on experience preparing and submitting certified payroll reports.
• Working knowledge of prevailing wage requirements and the Davis-Bacon and Related Acts.
• Experience reviewing wage determinations, employee classifications, and fringe benefit requirements.
• Strong computer skills, including proficiency with Microsoft Excel, Word, and payroll/accounting software.
• Strong mathematical, analytical, and problem-solving skills.
• Exceptional attention to detail and commitment to accuracy.
• Ability to manage multiple projects, deadlines, and competing priorities in a fast-paced environment.
• Strong organizational and record-keeping skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential payroll and employee information with discretion.

Preferred Qualifications

• Certified Payroll Professional (CPP), Fundamental Payroll Certification (FPC), or similar payroll credential preferred but not required.
• Experience administering payroll for government, public works, or federally funded construction projects.
• Experience with construction accounting, ERP, payroll, or project management systems.
• Familiarity with state-specific prevailing wage requirements and electronic certified payroll reporting systems.
• Experience supporting payroll or labor compliance audits.

What Success Looks Like

The successful Certified Payroll Office Administrator will ensure payroll is accurate, timely, well-documented, and compliant. This individual will proactively identify discrepancies, maintain organized records, meet critical reporting deadlines, and work effectively across departments to support both employees and construction project teams.

This position is ideal for someone who is highly detail-oriented, takes ownership of their work, and can pivot quickly while maintaining accuracy in a fast-paced, deadline-driven construction environment.