Payroll Specialist / Accounting Clerk

Heffler Contracting Group is a growing Federal Construction contractor with an exciting opportunity for a Payroll Administrator / Accounting Clerk.
In this role you would be responsible for Processing Payroll and assisting in accounting department ensuring accurate and timely financial transactions (AP, AR, PR, CPR) and reporting contribute to the efficiency of both the construction division as well as accounting or corporate group.
*Responsibilities and Duties* *PAYROLL* * Prepare, enter and process all aspects of weekly and bi-weekly payroll, including auditing, and reconciling for 150+ employee base.
* Compiles weekly payroll information by collecting, calculating, and entering data from timecards and electronic timecards.
* Updates and maintains payroll records by entering changes in exemptions and banking institutions for direct deposit.
* Manages workflow to ensure all payroll transactions are processed accurately and timely.
* Understands proper taxation of employer-paid benefits.
* Processes and tracks all garnishments and liens through payroll deduction following local, state, and federal requirements.
* Researches and corrects discrepancies regarding employee pay issues.
* Reconciles insurance payments (employee benefits, workers compensation) and corrects discrepancies for monthly billing.
* Prepare Quarterly tax reports and weekly tax deposits.
* Prepares workers compensation reports and performs regular audits.
* Maintains payroll records including all historical data.
* Prepare and Manage Certified Payroll Reports * Operate computers programmed with accounting software to record, store, and analyze information.
*INTERNAL AND SUBCONTRACTORS CERTIFIED PAYROLL* _*Assist Contracts Manager in these duties.
*_ * Organize incoming certified payroll reports and monthly utilization reports.
* Make copies as needed.
* Familiar with DIR website * Understanding and verification of Fringe Benefit Statement * Ability to read and understand: Wage Determinations, DAS140, DAS142, CAC2 Forms.
* Contact subcontractors as needed to achieve compliance.
* File reports as required.
* Prepare transmittals & mail reports to Owners as required.
*ADMINISTRATIVE* * Answering phones – assist in the answering of the phones * Filing – responsible for the filing of all canceled checks, paid invoices, deposit receipts and all other accounting information as needed.
This will also include the rotating of the file cabinets and the archiving of previous years files.
* Electronic Files Maintenance and Auditing *ACCOUNTS PAYABLE Assist* * Set up new vendors in Accounting Program * Issue, post & file W-9’s * Process Credit Applications * Process material invoices related to the projects * Process equipment invoices related to the projects * Process all Subcontractor and consultant invoices related to the projects * Audit cost coding of credit card expenditures related to the project * Maintain manual purchase orders * Reconcile all vendor account statements related to the project * Reconcile Accounts Payable Aging related to the project * Assist in preparing invoices for check runs * Assist in distributing payments for final review prior to signature * Subcontractor Compliance tracking / auditing compliance reports * Lien waivers * Misc.
labor compliance items * 20 Day Preliminary Notices \* Sub Invoice Processing * Remove rejected subcontractor invoices from AP Pending * Post approved subcontractor invoices * Verify cost coding * Request SCOs from Project Managers as needed * Maintain posted invoice files * Create new subcontractor files as needed * Assist in maintaining subcontractor files: subcontract agreements, payments, preliminary notices, etc.
in subcontract files according to the established system * Create/process Joint Check Agreements with subcontractors/2nd tier subs/suppliers * First point of contact for all subcontractor calls/emails * Work with subcontractors on all compliance items – training as needed \* Weekly check runs * Select billings in compliance * Match checks after check run and AP Payment Manager performed by Sr.
Project Accountants * Prepare unconditional lien releases to send with checks * Distribute checks with invoices to Contract Administrator for final review * After authorized signer signs checks, Receptionist to send payments to subcontractors via mail/pickup/PM delivery/Fed-Ex, according to prior agreements \* Project closeout assistance * Request final contract and retention billings from subs * Process joint checks as needed for 2nd tier subs * Gather unconditional final lien waivers * Assist PMs with final subcontract reconciliation and internal subcontract change orders as needed *SUBCONTRACTORS INSURANCE Assist* * Screen incoming certificates for standard and job specific requirements: general and auto liability, Workers’ Compensation, and all necessary endorsements * Work with subcontractors and their insurance agents via phone, mail and email to secure correct and timely certificates and endorsements.
* Post information to Accounting Program commitment and vendor logs * Monitor non-compliance and contact subcontractors to avoid payment delays *PROJECT MAINTENANCE* * Project setup and maintenance * Enter Job cost budgets/estimates * Set up cost codes * Maintain knowledge of current California construction lien laws * Understand prime contract as it pertains to payment terms, insurance requirements * Review and enter any transfer of expenses into and out of project-related accounts * Review labor costs for work related to a project * Review and overhead charges to be applied to a project * Review account totals related to project expenses * Investigate project variances and submit variance reports to Project Manager * Investigate all project expenses not billed to customers * Create and submit any government reports * Compile information for internal and external auditors, as required * Close out of completed projects including consolidating sub files, AP files, contract files, billing files, daily reports, certified payrolls, reports *OTHER* * Backup for Receptionist at lunch/vacation including Receptionist’s ancillary duties * Assist with maintaining all project accounting files * Required communication with vendors to resolve payment discrepancies * Bank Account reconciliation * Amortize prepayments and accrued liabilities, post to GL * Maintain loan payables – coordinate timely loan payments processing * Reconcile loan payables monthly.
Set up and maintain loan amortization * Fixed Asset accounting – prepare purchase order; record asset acquisition and disposal.
Record monthly depreciation expense.
* Record and maintain fixed assets records in fixed asset software and accounting software.
Maintain fixed asset records files.
* Prepare and post journal entries and assist in other accounting department functions * Assist in WIP reporting *QUALIFICATIONS AND SKILLS (To Succeed in this opportunity)* * Positive attitude with the ability to work well with others or solo.
* Education and or experience with emphasis on Accounting or Finance a plus.
* Clear understanding of Construction Accounting.
* Proficient in Windows including Excel, Outlook, and Word.
* Minimum 5 years’ experience in the accounting field.
* Excellent written and verbal communication skills.
* Ability to meet deadlines.
* Self-motivated and proactive solution seeker.
* Meticulous, organized, and accurate.
Please submit your resume along with a cover letter detailing your relevant experience.
We look forward to reviewing your application! Job Type: Full-time Pay: $25.
00 - $30.
00 per hour Expected hours: 40 per week Benefits: * 401(k) * Dental insurance * Life insurance * Vision insurance Physical setting: * Office Schedule: * 8 hour shift * Monday to Friday Supplemental pay types: * Bonus opportunities Ability to commute/relocate: * El Cajon, CA 92021: Reliably commute or planning to relocate before starting work (Required) Experience: * Accounting: 3 years (Preferred) Work Location: In person