Payroll Specialist (Madison, WI)

Westphal & Company; Madison (WI); On-site; USD 52,000 - 75,000; Full time

Job summary

Westphal & Company is hiring a Payroll Specialist to manage weekly multi-state payroll, validate time data, maintain records, and ensure regulatory compliance. You will handle reimbursements, job costing, and payroll adjustments while supporting HR, Accounting, and Operations.

Ideal candidates will have 2–4+ years of payroll processing experience, including high-volume hourly payroll and familiarity with union payroll or prevailing wages.

Qualifications

• High school diploma or GED is required; associate degree preferred.
• 2–4+ years of payroll processing experience, ideally multi-state.
• Experience with union payroll, prevailing wage, construction payroll, or certified payroll is preferred.
• Proficient with Microsoft Excel, Outlook and Office Suite.

Responsibilities

• Process weekly payroll for field employees in compliance with policies and regulations.
• Import, validate, and reconcile time and labor data from multiple systems.
• Review payroll batches and correct discrepancies before posting.
• Maintain employee payroll records and update tax withholdings.
• Process reimbursements, travel pay, per diem, mileage and other adjustments.
• Respond to payroll inquiries and provide timely resolutions.
• Ensure compliance with wage regulations and union agreements.
• Coordinate payroll funding, pay statement review and new hire processing.
• Maintain payroll documentation and support auditable records.
• Identify opportunities to improve payroll processes, reporting, controls, and system functionality.

Skills

Attention to detail

Organizational skills

Time management

Customer service

Communication skills

Confidentiality

Analytical skills

Prioritization

Continuous improvement mindset

Education

High school diploma or GED

Associate degree in Business Administration or Human Resources

Tools

Microsoft Excel

Outlook

Microsoft Office Suite

Job description

The Payroll Specialist is responsible for the accurate and timely processing of weekly payroll for a large, multi-state workforce. This position performs day-to-day payroll administration, including payroll processing, time and labor validation, employee record maintenance, payroll adjustments, reporting, and customer support while ensuring compliance with company policies and applicable federal, state, and local regulations. The Payroll Specialist works collaboratively with Human Resources, Accounting, and Operations to deliver exceptional payroll service and maintain payroll accuracy.

Our applications and resume submissions are carefully reviewed and vetted by a real person, without the use of AI or automated technology. Each submission receives personalized attention to ensure a thorough and thoughtful evaluation.

Key Responsibilities:

• Process weekly payroll for field employees, ensuring accurate and timely compensation in compliance with company policies and applicable regulations.
• Import, validate, and reconcile employee time and labor data from multiple systems, resolving discrepancies and maintaining payroll accuracy.
• Review payroll batches, supporting documentation, and system transactions; make necessary corrections prior to final processing and posting.
• Maintain employee payroll records by entering new hires, updating tax withholdings, apprentice advancements and other payroll setup information.
• Process employee reimbursements, travel pay, per diem, mileage, and other payroll adjustments while ensuring accurate job cost allocation.
• Monitor and respond to payroll inquiries, providing timely resolution to employees, field personnel, and internal stakeholders.
• Ensure compliance with prevailing wage requirements, union agreements, portability rules, and other applicable payroll regulations.
• Coordinate payroll funding and distribution activities, including employee pay statement review, banking file preparation, and new hire check processing.
• Maintain payroll documentation by organizing, scanning, and filing records in accordance with company recordkeeping standards and audit requirements.
• Identify opportunities to improve payroll processes, reporting, controls, and system functionality to increase efficiency, accuracy, and compliance.
• Reconcile weekly union payroll reports by validating payroll and vendor data, investigating and discrepancies, and resolving variances to ensure accurate and timely reporting.
• Knowledge of federal, state, and local payroll laws and regulations.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time management skills with the ability to meet strict payroll deadlines.
• Ability to analyze payroll data, identify discrepancies, and resolve issues.
• Strong customer service and communication skills when supporting employees and internal business partners.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee information.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Continuous improvement mindset with a willingness to learn new systems and processes.

Education & Experience:

• High school diploma or GED required.
• Associate degree in Business Administration, Human Resources, or a related field preferred.
• 2–4+ years of payroll processing experience, preferably in a multi-state environment.
• Experience processing high-volume hourly payroll.
• Experience with union payroll, prevailing wage, construction payroll, or certified payroll is preferred.
• Experience with Microsoft Excel, Outlook, and Microsoft Office Suite.
• Work is primarily performed in a professional office environment with low to moderate noise levels.
• Frequent use of computers, telephones, and other standard office equipment.
• Regular participation in virtual meetings using video conferencing and collaboration technology.
• Standard business hours, with occasional extended hours as needed to meet business needs or deadlines.
• Occasional travel (less than 10%) to other company locations, customer sites, or meetings, as required.

Physical Demands:

• Prolonged periods of sitting while working at a computer.
• Frequent use of hands and fingers to operate a computer, keyboard, mouse, telephone, and other office equipment.
• Occasional standing, walking, bending, reaching, or moving throughout the office.
• Ability to occasionally lift and carry office materials or equipment weighing up to 20 pounds.

Westphal & Company is proud to be an Equal Opportunity Employer. Westphal does not discriminate against any person due to any protected classes or characteristics. Our employment decisions are based only on valid, job-related requirements. We are committed to providing a workplace where all employees are treated fairly and with respect.

Westphal & Co., Inc. is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.