Payroll Specialist

Ghilotti Construction Company; Santa Rosa (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

GCC is seeking a Payroll Specialist to join our Payroll Department and assist with weekly union payroll processing. This junior-level role focuses on maintaining payroll records, ensuring accuracy, and supporting the payroll team with process improvements.

The ideal candidate has 3–5 years in payroll, especially within construction union environments, and strong interpersonal and organizational skills. A high school diploma and proficiency in MS Office are required to succeed in this role.

Qualifications

• Requires strong interpersonal skills and ability to foster a collaborative, positive work environment.
• Minimum 3–5 years payroll experience, construction union payroll preferred.
• High accuracy, detail orientation, and confidentiality are essential.
• Proficiency in MS Office tools (Excel, Word, Teams) and accounting basics.
• Ability to manage multiple tasks and meet tight deadlines.

Responsibilities

• Assist Payroll Manager and Payroll Lead with strategic initiatives and process improvements.
• Support weekly payroll processing including timecards, certified payrolls, and payroll edits.
• Run timecard/change reports and verify accuracy before system upload.
• Process and assist with weekly electronic payments.
• Provide back-up for union report processing and issue resolution with foremen.

Skills

Interpersonal skills

Organizational skills

Attention to detail

Analytical skills

Communication

Discretion/Confidentiality

Multi-tasking

Education

High school diploma

Accounting/business coursework

Tools

Excel

Word

Outlook

Teams

Spectrum Construction Software

HCSS HeavyJob/E360

LCPtracker

DIR eCPR

Elation

eMars

Job description

GHILOTTI CONSTRUCTION COMPANY (GCC) is an employee-owned heavy civil construction firm with a rich history spanning over a century. As an industry leader, GCC offers a diverse range of specialized services to both public and private sectors. Their expertise encompasses various fields, such as heavy civil, roadway and bridge construction, grading, paving, underground utilities, concrete structures, earthwork, deep foundation, and soil stabilization. In the residential sector, GCC handles projects ranging from single-family homes to multi-unit subdivisions and apartment complexes. Their commercial experience extends to sectors such as high tech, hospitality, entertainment, and medical industries. With its extensive skill set and commitment to the community, GCC plays a vital role in fulfilling construction needs.

Why GCC?

With over a century of industry experience, GCC paves the way for the future. But what sets us apart is our unwavering commitment to our employees. When you join GCC, you're not just another staff member; you become part of our family and an owner of the company. That's right – GCC is fully employee-owned, giving you a personal stake in our success.

At GCC, we believe in fostering a vibrant company culture. We go beyond offering competitive salaries and amazing benefits – we create an environment where camaraderie and growth flourish. From festive birthday celebrations and lively bocce tournaments to memorable holiday parties, crab feeds, company outings, and sporting events, we prioritize building a family-like atmosphere.

But our care extends beyond our own workforce. We are deeply invested in our community, supporting local education, children's charities, food banks, and other nonprofits that directly benefit families. When you choose to build your career at GCC, you're joining a company that genuinely cares – about its employees and the communities we serve.

So whether you're starting your professional journey or seeking a place to grow and thrive, make the wise choice and choose GCC. Experience the difference of being part of a company that values its people and provides opportunities for both personal and professional development.

JOB SUMMARY

The Payroll Specialist is a junior-level position within the Payroll Department, helping execute the weekly union payroll. The Payroll Specialist maintains specific payroll records and provides support to the payroll team. This position requires an understanding of payroll systems and union rules, with a focus on continuous improvement and efficiency. The position requires strong interpersonal skills in leadership and teamwork. The team will continue to foster a collaborative, communicative, and positive work environment, enabling the team to reach its goals.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Assist the Payroll Manager and Payroll Lead with strategic initiatives and process improvements, providing backup for critical payroll functions as needed.
• Assist with the weekly payroll process, including reviewing and transferring timecards, processing certified payrolls, and assisting with payroll edits to ensure accuracy and compliance.
• Run and review timecard/change reports, ensuring accuracy before uploading into the payroll system.
• Process and assist with weekly electronic payments.
• Serve as backup during union report processing.
• Collaborate with Foremen to resolve discrepancies related to payroll data, ensuring timely and accurate payroll processing.
• Provide backup coverage for payroll functions as needed and respond promptly to urgent, time-sensitive tasks to ensure the accurate and timely processing of payroll activities.

EQUIPMENT USE

• Telephone – Frequently
• Copier – Frequently
• Computer – Heavily

SOFTWARE/PROGRAM USE

• Excel, Word, Outlook, Teams, Spectrum Construction Software, HCSS Software (Heavy Job and E360), LCPTracker, DIR eCPR, Elation, eMars

QUALIFICATIONS, EDUCATION, SKILLS AND/OR EXPERIENCE, LICENSES, AND CERTIFICATIONS

• The position requires strong interpersonal skills. This team member will continue to foster a collaborative, communicative, and positive work environment, enabling the team to reach its goals.
• High school diploma required; relevant business and/or accounting classes preferred.
• Minimum of 3 – 5 years of payroll experience. Construction Union Payroll experience preferred.
• Exceptional organizational skills, with a high level of accuracy and attention to detail.
• Proficient in all MS Office tools (Excel, Word, Teams, etc.)
• Strong analytical and problem-solving skills, with the ability to exercise sound judgment.
• Ability to maintain confidentiality and exercise extreme discretion.
• Excellent ability to manage multiple tasks, prioritize effectively, and meet tight deadlines.

SPECIAL CONDITIONS OF EMPLOYMENT

Pre-employment background screening investigation results that are acceptable to GCC at GCC’s sole discretion.

• Drug/alcohol test (negative test results).
• Background/security clearance, including credit history check.
• Valid driver’s license and clean driving record (if applicable).

MENTAL DEMANDS

Ability to apply basic mathematical concepts. Ability to apply elementary mathematical operations to tasks. Ability to identify problems.

PHYSICAL DEMANDS

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those employees encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Job Type: Full-time

GCC is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.