West Coast - Payroll Specialist

Payroll Specialist

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us:

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

The Payroll Specialist is responsible for all facets of processing payroll for assigned business units ensuring accuracy, compliance and efficiency. Reporting directly to the Payroll Director, this position plays a key role in maintaining payroll integrity and supporting business units with payroll-related inquires.

Responsibilities:

Bi-Weekly and Off-Cycle Payroll Processing: Process complex, high-volume bi-weekly payrolls for assigned business units and manage off-cycle payroll items as needed. Overview of activities include:

• Audit HRIS payroll related records for accuracy, work with HR Operations team to address corrections and discrepancies
• Manage set-up and processing for new hires, terminations, and leave of absence cases
• Verify accurate completion and posting of timesheets in VantagePoint
• Prepare import files and run standard payroll reports using Excel
• Process final payment of wages for terminated team members
• Process and track employee garnishment notices
• Respond to state agency inquires
• Reconcile 401k deferrals, loans, and employer match files with plan administrator platform
• Process off-cycle bonus payrolls, on-demand manual checks and tax adjustments
• Prepare and submit state mandated reports as applicable, i.e. worksite and labor statistics reports, workman’s compensation, etc.
• Balance and reconcile biweekly and quarterly tax remittances 
• Register for new state or local tax accounts for wage and tax reporting purposes (as needed)
• Setup team members with state and local taxes per multi-state taxation rules
• Provide payroll consultation and guidance to inquiries from assigned business units
• Download and distribute biweekly payroll reports, PTO liability, and monthly accruals using Excel formulas, pivot tables, and V-Lookups
• Prepare and post biweekly, monthly, and quarterly journal entries in Deltek VantagePoint
• Reconcile year-end W-2 Forms

General

• Support assigned business units with payroll-related inquiries and requests
• Assist with mergers of newly acquired business units into Vantage Point, activities include test export files, review processes for time positing, compare VP/UKG for accuracy
• Support data integrity in HRIS and Payroll systems by working closely with relevant team members on workflows, addressing issues as they arise. Review all employee related data in HRIS system.
• Support year-end financials, 401k and workers compensation insurance audits

Qualifications and Experience:

• Bachelor's degree in Accounting or related field, preferred
• Minimum 3 years of experience with UKG Pro, required
• Minimum 5 years of experience with processing multi-state payroll
• Ability to work in a fast-paced and demanding environment
• Certified Payroll Professional preferred

Technical Skills:

• Current knowledge in relevant payroll laws and regulations
• Adept in multi-state taxation rules, local taxes, and state income tax reciprocal agreements
• Ability to maintain confidentiality and work well on a team
• Proficient in using UKG Pro
• Proficient in using Microsoft Excel, Word, and Outlook

Competencies:

• Adaptability:Flexibility and willingness to work on various projects and tasks, embracing new challenges with enthusiasm.
• Initiative:Demonstrated ability to work independently and take initiative to drive projects forward.
• Attention to Detail:Detail oriented, ensuring accuracy in payroll calculations and processing, able to work well under pressure and meet deadlines

Location: REMOTE (Pacific Standard Time)

Travel: none

Compensation & Benefits:

Salas O’Brien health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Team members have access to medical, dental, vision, and basic life insurance, a 401(k) plan, and the ability to purchase company stock at a discount.  Salas O’Brien has both U.S. and Canadian (PTO) plans for full-time salaried, exempt and non-team members, 10 paid holidays, and paid leave programs for military service and new parents. And certain roles may be eligible for additional rewards, including merit increases, performance discretionary bonus, and stock.

The base salary range for this position is $70,000 to $90,000. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.