Payroll Specialist

Frederick Fox; Santa Clarita (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Frederick Fox is seeking an experienced Payroll Specialist to support accurate, timely payroll for a large workforce while ensuring compliance with federal and state requirements. The role covers timekeeping reviews, certified payroll, prevailing wage, meal penalty auditing, and handling withholding orders.

The ideal candidate will maintain payroll procedures, calendars, and internal controls in a deadline-driven environment with strict confidentiality.

Qualifications

• 1–2 years hands-on payroll experience required.
• Experience with certified payroll and prevailing wage requirements required.
• Experience reviewing and auditing timekeeping records.
• Strong understanding of payroll compliance and processing procedures.
• Experience with meal penalty auditing or timekeeping compliance preferred.
• Proficiency with Microsoft Word, Excel, Outlook and payroll/timekeeping platforms.

Responsibilities

• Process payroll for a 500-employee workforce with accuracy and timeliness.
• Review and audit timecards and timekeeping records prior to payroll processing.
• Ensure compliance with federal and state payroll requirements each pay period.
• Process manual checks and address uncashed checks and direct deposit issues.
• Maintain payroll records and documentation; provide backup processing support.
• Manage certified payroll reporting and prevailing wage compliance.

Skills

Payroll processing

Timekeeping

Payroll compliance

Microsoft Office

Confidentiality

Deadline-driven

Education

High school diploma or equivalent

Associate/Bachelor's in Accounting/Finance (preferred)

Tools

Inova payroll system

Job description

Payroll Specialist

Position Overview

Our client is seeking an experienced Payroll Specialist to support the accurate, timely, and compliant processing of payroll for a large employee population. This role will be responsible for reviewing timekeeping records, supporting payroll processing, maintaining compliance with federal and state requirements, and managing specialized payroll requirements including certified payroll, prevailing wage, meal penalty auditing, and employee withholding orders.

The Payroll Specialist will also help maintain payroll procedures, calendars, checklists, process documentation, and internal controls. The ideal candidate is highly detail-oriented, organized, responsive, and comfortable working in a deadline-driven environment where payroll accuracy and confidentiality are critical.

Key Responsibilities

Payroll Processing & Administration

• Assist with processing payroll for a workforce of 500 employees, ensuring accurate and timely payroll completion.
• Review and audit employee timecards and timekeeping records prior to payroll processing.
• Verify time entries for accuracy, completeness, missed punches, job codes, cost codes, classifications, and payroll deadlines.
• Ensure federal and state payroll requirements are properly applied each pay period.
• Process manual checks, including checks associated with employee terminations.
• Research and resolve outstanding or uncashed checks and direct deposit issues.
• Process and maintain employee withholding orders, including garnishments and tax levies.
• Maintain accurate payroll records and documentation.
• Provide backup payroll processing support during employee absences, peak processing periods, or special payroll situations.

Certified Payroll & Prevailing Wage Compliance

• Manage and support the certified payroll process, including required filings, documentation, time tracking compliance, and reporting.
• Prepare and maintain certified payroll documentation and support audits or inquiries from applicable regulatory agencies.
• Review prevailing wage classifications and verify applicable wage determinations.
• Monitor fringe benefit requirements and maintain appropriate compliance documentation.
• Identify and resolve potential prevailing wage discrepancies before payroll is finalized.
• Ensure payroll practices remain compliant with applicable federal, state, and local prevailing wage requirements.
• Work closely with internal teams to collect and verify information required for certified payroll reporting.

Timekeeping & Meal Penalty Auditing

• Conduct detailed audits of timekeeping records to identify missing punches, incorrect job or cost coding, classification issues, and other discrepancies.
• Review timekeeping information for compliance with established payroll policies and deadlines.
• Audit meal penalty entries to ensure appropriate meal period compliance, accurate payment, and proper documentation.
• Identify recurring timekeeping issues and communicate corrective actions to managers and supervisors.
• Partner with operational teams to improve timekeeping accuracy and reduce payroll errors.

Compliance & Internal Controls

• Follow established payroll internal controls, policies, procedures, and compliance requirements.
• Maintain payroll calendars, checklists, process maps, and other procedural documentation.
• Ensure payroll processing procedures are consistently followed and appropriately documented.
• Monitor regulatory and policy requirements affecting payroll administration.
• Escalate potential compliance issues and assist with researching and resolving payroll-related discrepancies.
• Maintain strict confidentiality of employee compensation, tax, payroll, and personal information.

Training & Employee Support

• Provide training and guidance to managers and supervisors on:
• Accurate time entry
• Timekeeping procedures
• Payroll deadlines
• Meal and rest period requirements
• Certified payroll requirements
• Prevailing wage classifications
• Payroll policies and procedures
• Respond promptly and professionally to payroll-related questions and requests from employees, managers, supervisors, and other departments.
• Research payroll concerns and provide appropriate resolution or escalation.
• Help identify opportunities to improve payroll processes, training, and communication.

Process Improvement & Documentation

• Maintain and update payroll process documentation, checklists, calendars, and workflow materials.
• Support development and maintenance of backup payroll procedures to ensure business continuity.
• Identify opportunities to improve payroll accuracy, efficiency, and compliance.
• Assist with implementing improved processes and controls across payroll and timekeeping functions.

Environment & Work Style

The Payroll Specialist works in a deadline-driven environment where accuracy, confidentiality, and responsiveness are essential. The role requires the ability to manage recurring payroll deadlines while simultaneously addressing employee questions, compliance issues, timekeeping discrepancies, and special payroll requirements.

The successful candidate should be comfortable working independently while collaborating closely with managers, supervisors, employees, HR, finance, and operational teams.

Essential Qualifications

• 1–2 years of hands-on payroll experience required.
• Experience with certified payroll and prevailing wage requirements required.
• Experience reviewing and auditing employee timekeeping records.
• Strong understanding of payroll compliance and payroll processing procedures.
• Experience with meal penalty auditing or timekeeping compliance preferred.
• High level of computer proficiency, including Microsoft Word, Excel, Outlook, payroll systems, and timekeeping platforms.
• Ability to manage sensitive employee and payroll information with a high degree of confidentiality.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to meet strict payroll deadlines and manage competing priorities.
• High school diploma or equivalent required.
• Associate’s or bachelor’s degree in Accounting, Finance, Business, Human Resources, or a related field preferred but not required.

Preferred Qualifications

• Bilingual English/Spanish preferred.
• Experience training managers or supervisors on payroll and timekeeping procedures.
• Experience with meal and rest period compliance
• Experience supporting payroll audits and regulatory inquiries
• Experience with prevailing wage classifications, wage determinations, and fringe benefit tracking
• Experience with certified payroll reporting and government or regulatory submissions
• Experience serving as a backup payroll processor
• Experience with Inova or comparable payroll systems
• Experience working in construction or another industry with complex timekeeping and prevailing wage requirements