Payroll Administrator in Lynnwood, Washington at University Mechanical Contractors, Inc

Starting Hourly Wage: $33.65 - $40.87/hour; depending on experience

Location: Lynnwood, WA - Hybrid

Classification: Non-Exempt

Must be eligible to work in the U.S. - Sponsorship not available

Position Overview:

The Payroll Administrator is responsible for managing payroll processing for all employees. This role ensures payroll is completed accurately, on schedule, and in alignment with applicable federal, state, local, corporate, and union requirements.

Key Responsibilities:

• Process weekly payroll for administrative and union-represented employees, including salaries, commissions, benefits, garnishments, taxes, and other deductions.
• Ensure payroll for field employees aligns with applicable union agreements.
• Maintain and update payroll records to reflect new hires, terminations, and pay adjustments.
• Accurately process garnishments and deductions and ensure timely payments in accordance with legal requirements.
• Maintain up-to-date knowledge of wage, hour, and payroll regulations to ensure compliance.
• Respond promptly and respectfully to employee payroll inquiries and resolve concerns efficiently.
• Verify and enter 401(k) contributions and other payroll-related updates.
• Review weekly new hire entries for accuracy and completeness.
• Audit payroll reports and address discrepancies proactively.
• Prepare and submit weekly payroll files to ADP for processing.
• Review and submit weekly tax reports to ADP.
• Assist employees with ADP access and troubleshooting.
• Monitor the payroll inbox daily for updates or required changes.
• Provide weekly payroll reports to the Payroll Supervisor.
• Complete Affidavits of Wages Paid as needed.
• Review and distribute certified payroll reports as required.
• Support monthly trust reporting, reconciliation, and payments in accordance with union contracts.
• Issue field layoff checks and bonus payments when necessary.
• Assist with quarterly payroll tax reconciliation and filing.
• Help prepare and distribute W-2 and 1095-C forms annually.
• Respond to employment verification requests and prepare necessary documentation.
• Support payroll-related audits by providing required information.
• Demonstrate reliability and contribute to a stable, dependable team environment.

Secondary Responsibilities:

• Review quarterly tax filings (Forms 940, 941, Workers’ Compensation, SUTA) prior to approval.
• Prepare and upload annual W-2 files to ADP and coordinate timely employee distribution.
• Update union wage rates in Viewpoint and supporting Excel tools.
• Accurately process pay rate and benefit adjustments.
• Maintain and track effective dates for union agreements and wage adjustments.
• Oversee and update the “special rate” tracking spreadsheet.
• Confirm prevailing wage compliance as needed.
• Support both internal and external payroll audits.
• Process wage upgrades for union apprentices as applicable.
• Issue ADP Wisely pay cards when required.

Required Skills and Abilities:

• Strong organizational and time management skills.
• Effective problem-solving and critical thinking abilities.
• Proficiency in handling numerical and financial data.
• High attention to detail and accuracy.
• Ability to work independently and collaboratively in a team environment.
• Professional discretion when managing confidential information.
• Adaptability to changes in systems, procedures, or regulations.
• Capability to manage multiple priorities in a fast-paced setting.
• Eagerness to learn and adopt new tools or technologies.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Solid working knowledge of payroll processes and compliance requirements.

Preferred Education and Experience:

• Associate degree or equivalent from a two-year college or technical school, or two (2) or more years of experience in payroll or accounting.
• Experience working in a unionized payroll environment is strongly preferred.
• Familiarity with Viewpoint Construction Software and ADP systems is a plus.

Required Licensing and Other Certifications:

• Maintain a valid driver’s license and satisfactory driving record.