Administrative Assistant – Certified Payroll

This is a fully remote position, open to applicants in California.

📋 Description

• Evaluate project and agency requirements during the startup phase to determine necessary forms, reporting systems, submission timelines, and supporting documentation.

• Initiate projects in the internal compliance tracking system and ensure compliance files are well-organized throughout the closeout process.

• Manage the activities of subcontractors and lower-tier subcontractors, distribute welcome packets, and gather and assess startup documentation.

• Set up subcontractors within the relevant reporting systems.

• Examine certified payroll reports and supporting documentation for precision, completeness, classifications, wage rates, fringe benefits, hours, and compliance with prevailing wage laws.

• Monitor weekly payroll reports, monthly forms, agency-specific submissions, and recurring obligations; identify and rectify any missing, inaccurate, incomplete, or overdue submissions.

• Stay informed about California prevailing wage regulations and certified payroll reporting systems.

• Offer hands-on training and assistance to subcontractors and lower-tier subcontractors.

• Aid with inquiries related to reporting systems and payroll adjustments.

• Evaluate the compliance status of subcontractors and provide verified reports and updates to stakeholders.

• Collaborate with accounting to identify subcontractors who meet compliance criteria for payment processing.

• Prepare documentation for audits, agency assessments, internal reporting, and client inquiries.

• Gather and assess closeout documentation and finalize records in the appropriate systems.

• Independently manage and prioritize a high volume of daily and weekly tasks across multiple projects with competing deadlines.

• Communicate effectively with management, project teams, accounting, subcontractors, and other stakeholders to address compliance issues.

• Escalate ongoing non-responsiveness, unresolved discrepancies, and complex matters.

• Identify recurring challenges and suggest enhancements to communication, documentation, and workflow processes.

• Perform additional administrative tasks as assigned.

⛳️ Requirements

• A minimum of five years of experience in California commercial construction or California Public Works.

• Expert-level proficiency with LCP Tracker and California DIR ECPR, with three to five years of practical experience.

• Experience in supporting compliance reviews, audits, and resolving payroll discrepancies.

• Comprehensive understanding of certified payroll administration from onboarding to closeout, as well as California prevailing wage laws.

• Ability to clearly and patiently explain certified payroll requirements, forms, and reporting processes to subcontractors and lower-tier subcontractors.

• Outstanding attention to detail and organizational abilities.

• Capability to accurately manage a high volume of work across multiple projects and conflicting deadlines.

• Sound judgment in prioritizing tasks, identifying discrepancies, assessing compliance status, resolving routine issues, and recognizing when to involve management.

• Strong professional communication skills via phone and email.

• Ability to manage assignments independently and ensure issues are followed through to completion.

• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.

• Ability to leverage AI tools to assist with drafting, organization, and daily productivity while ensuring accuracy.

• Professional discretion in safeguarding confidential payroll and employee information.

• Familiarity with Elation and PRISM is a plus.

🏝️ Benefits

• Competitive salary and comprehensive benefits package.

• Opportunities for professional development and advancement.

• Supportive work environment that values teamwork and collaboration.