Grand Rapids, MI- Construction Payroll Specialist

Job Title: Construction Accounting Payroll Specialist

Location: Grand Rapids, MI

Classification: Full Time, Salary-Exempt

Beginning Salary Range: TBD

Application Deadline: Until Position is Filled

POSITION SUMMARY:

The Payroll Specialist is responsible for processing accurate and timely payroll for employees across the organization while maintaining compliance with federal, state, and local regulations. This role gathers and verifies payroll data, maintains payroll records, processes earnings and deductions, reconciles payroll reports, and responds to employee inquiries with professionalism and accuracy. The Payroll Specialist collaborates closely with Managers, Accounting, and Operations to ensure proper documentation, timekeeping accuracy, and organizational alignment. This role requires strong attention to detail, confidentiality, analytical skills, and the ability to manage a high volume of information in a fast-paced environment.

POSITION RESPONSIBILITIES & DUTIES:

Payroll Processing & Administration

• Protect sensitive payroll and employee information by following established protocols and data security practices.


• Prepare and process payroll on a weekly, bi-weekly, or semi-monthly schedule in accordance with company policies and regulatory requirements.


• Gather, review, and verify timekeeping records, earnings, deductions, reimbursements, and other payroll-related inputs for accuracy and completeness.


• Maintain payroll records, prepare reports, and ensure employee data is up to date within payroll systems.


• Calculate wages, bonuses, overtime, and pay adjustments according to established guidelines.


• Reconcile payroll information before submission, validate results after processing, and maintain organized written and electronic documentation.


• Identify and report potential risks related to payroll accuracy, compliance, or internal controls.

Compliance & Record Management

• Ensure payroll activities meet federal, state, and local wage and hour regulations, including FLSA compliance, garnishment orders, payroll tax withholdings, and statutory reporting requirements.


• Maintain confidentiality and secure handling of employee information.


• Prepare and distribute year-end documents such as W-2s and assist with audits by providing documentation and reports as required.


• Maintain accurate employee files, payroll journals, and required records in accordance with company retention policies.

Employee Support & Communication

• Handle confidential matters with discretion, including compensation changes, garnishments, and employee personal data.


• Serve as a primary contact for payroll-related questions from employees, supervisors, and department leaders.


• Respond promptly and professionally to inquiries regarding pay, timekeeping, deductions, leave balances, reimbursements, and tax withholdings.


• Partner with HR regarding onboarding, terminations, benefits deductions, and personnel changes affecting payroll.


• Communicate clearly and effectively with supervisors and peers regarding timekeeping expectations, payroll deadlines, and required documentation.

Cross-Functional Collaboration

• Work closely with Accounting to support general ledger entries, reconciliations, and payroll-related financial reporting.


• Coordinate with Employee Experience Managers to ensure accurate processing of new hires, changes in employment status, benefit deductions, and leaves of absence.


• Collaborate with Operations to verify job cost coding, labor allocations, and project-related timekeeping when applicable.

SUPERVISION RECEIVED

Moderate Supervision
Operates with a degree of independence in managing daily responsibilities. Seeks guidance for complex, unfamiliar, or high-impact decisions but otherwise works autonomously to meet goals and deadlines.

SUPERVISION RESPONSIBILITIES

None
This position has no supervisory responsibilities and does not provide oversight or direction to other employees.

EDUCATIONAL & EXPERIENCE  REQUIREMENTS

• An associate’s degree in Accounting, Business Administration, or a related field is preferred; equivalent experience may be considered.


• Two to five years of payroll experience is required, preferably within a multi-department or multi-state environment.


• Experience with payroll systems, timekeeping software, and general office administrative systems is expected. Familiarity with basic accounting practices is preferred.

OTHER KNOWLEDGE, SKILLS & ABILITIES

Information Gathering – Obtains, verifies, and interprets data from multiple sources to support accurate payroll processing.

Mathematics – Applies arithmetic and quantitative skills to verify and reconcile payroll data.

Communication - Communicates clearly and confidently with clients, partners, and internal teams, translating technical details into understandable information for decision-making.

Attention to Detail – Maintains accuracy and thoroughness when managing numerical data, documentation, and reports.
Confidentiality – Ability to handle sensitive information with discretion, integrity, and adherence to policy.

Analytical and Numerical Proficiency -  Demonstrated strength dissecting complex project plans and extracting necessary details to forecast expenses accurately. Strong analytical ability and aptitude for mathematics and statistics.

Accountability -   A strong sense of responsibility and ownership for decisions, actions, and outcomes, ensuring commitments are met with integrity and excellence.

Technology - Proficiency in all Microsoft Office programs.  Effectively uses construction management software, scheduling platforms, and digital tools to plan, track, and communicate project information.

PHYSICAL CONDITIONS

Activity

Frequency

Remaining in a stationary position, often standing or sitting for prolonged periods

☐Occasionally      ☐Frequently    ☒Regularly

Moving about work area to accomplish tasks or moving from one worksite to another

☐Occasionally      ☐Frequently    ☒Regularly

Adjusting, moving or lifting objects up to 25 pounds

☒Occasionally      ☐Frequently    ☐Regularly

Observe with close, distance, color, and peripheral vision, and depth perception

☐Occasionally      ☐Frequently    ☒Regularly

Drive or Travel for work assignments

☐Occasionally      ☐Frequently    ☒Regularly

Use hands and fingers to use, handle or feel objects, tools, computers and office equipment

☐Occasionally      ☐Frequently    ☒Regularly

ENVIRONMENTAL CONDITIONS

Condition

Frequency

Office environment with no exposure to extreme heat, cold, noise, chemicals/hazardous equipment

☐Occasionally      ☐Frequently    ☒Regularly

Exposure to constant or intermittent extreme sounds

☒Occasionally      ☐Frequently    ☐Regularly

Exposure to extreme heat or cold either indoors or outside

☒Occasionally      ☐Frequently    ☐Regularly

Exposure to dust, oil, various chemicals, solvents, or fumes

☒Occasionally      ☐Frequently    ☐Regularly

O-A-K is an equal opportunity, at-will employer, and will not discriminate against employees or applicants for employment. O-A-K does not discriminate on the basis of race, including but not limited to hair texture; culture, ethnicity, religion, national origin, age, gender, sexual orientation, gender identity or expression, height, weight, marital status, veteran status, socio-economic status, disability, or other legally protected characteristics as required by law.

Employees must be able to perform the essential functions of the position with or without reasonable accommodations. This job description does not list all duties of the job. Employees may be asked by management to perform other duties as needed. O-A-K reserves the right to revise this job description at any time. This job description is not a contract for employment and does not infringe upon the O-A-K’s at will employment status.