Sr. Payroll & HR Administrator in Petaluma, California at Wilhem LLC

Senior Payroll & HR Administrator

Wilhelm, LLC
California Union Operations | Paylocity Required

Position Summary

Wilhelm, LLC is seeking a highly skilled Senior Payroll & HR Administrator to support our growing California operations. This role is critical to ensuring our union workforce is paid accurately, on time, and in full compliance with collective bargaining agreements and California labor laws.

We are looking for a professional who understands the complexities of union payroll, field-based crews, certified payroll, and real-world jobsite conditions—someone who can partner with operations and earn the trust of both leadership and union employees.

Why This Role Is Unique

• Direct impact on a skilled union workforce supporting critical roadway safety operations
• High-visibility role partnering with field operations, dispatch, and leadership
• Opportunity to own and improve Paylocity systems, payroll accuracy, and compliance processes
• Stable, essential industry (traffic control & infrastructure support)

Key Responsibilities

Union Payroll Administration (Primary Focus)

• Process full-cycle payroll for high-volume hourly field crews, union employees, and salaried staff
• Interpret and apply California union agreements, including:
  • Wage classifications
  • Overtime rules (daily & weekly)
  • Shift differentials and premiums
  • Fringe benefits and contributions
• Ensure compliance with California wage & hour laws, including:
  • Meal/rest break penalties
  • Reporting time pay
  • Split shift and overtime requirements
• Prepare and submit union reports, dues, and benefit contributions
• Support or manage certified payroll reporting for public works projects
• Reconcile payroll with job costing, accounting, and project data
• Act as the internal subject matter expert on union payroll compliance

Human Resources Administration

• Manage full employee lifecycle:
  • Onboarding (including union-specific documentation)
  • Status changes and promotions
  • Terminations
• Maintain compliance with union agreements, California labor laws, and company policies
• Serve as a key point of contact for employee payroll and HR-related questions
• Support benefits administration and coordination with vendors
• Partner with operations to ensure proper classification, pay practices, and adherence to agreements

Systems, Compliance & Reporting

• Lead administration of Paylocity (payroll, HRIS, time & labor)
• Ensure accurate capture of field timekeeping and job-based hours
• Audit payroll data regularly to identify and resolve discrepancies
• Generate reports for leadership, finance, unions, and regulatory agencies
• Support union audits, labor compliance reviews, and internal audits
• Stay current on changing union agreements and California labor regulations

Required

• 5+ years of payroll experience with hands-on California union payroll
• Strong experience using Paylocity
• Proven expertise with:
  • Union environments
  • California wage & hour laws
  • Payroll tax compliance and reporting
• Experience supporting field-based or construction-like workforces
• High level of accuracy, accountability, and discretion

Preferred

• Experience in traffic control, construction, or infrastructure services
• Background with certified payroll / prevailing wage
• CPP (Certified Payroll Professional) designation
• Experience supporting multi-location operations

Key Competencies

• Ability to interpret and apply complex union agreements with confidence
• Strong attention to detail in high-volume payroll environments
• Practical understanding of field operations and workforce dynamics
• Responsive, solutions-oriented approach when supporting employees and supervisors
• Strong organizational and time-management skills under tight deadlines

Work Environment

• Fast-paced, operations-driven environment supporting field crews and job sites
• Frequent coordination with dispatch, operations managers, and supervisors
• Deadline-driven with peak workloads tied to payroll cycles

Join Our Team

At Wilhelm, LLC, you’ll play a key role in supporting the people who keep California’s roads safe. We value professionals who understand union environments, take pride in accuracy, and can operate as a trusted partner to both the field and leadership.

EEO Disclaimer (California)

Wilhelm, LLC is an Equal Opportunity Employer. We are committed to maintaining a safe, respectful, and inclusive workplace for all employees and applicants. As a traffic control company serving our communities, we value diversity and do not discriminate on the basis of race, color, religion, creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other status protected by federal, California, or local law.

In accordance with the California Fair Employment and Housing Act (FEHA), Wilhelm, LLC prohibits unlawful discrimination, harassment, and retaliation in all aspects of employment, including hiring, training, promotion, compensation, and job assignments.

Reasonable accommodations will be provided to qualified individuals with disabilities and to applicants and employees with sincerely held religious beliefs, in compliance with applicable laws. If you require an accommodation during the application, interview, or employment process, please contact [insert contact information].

At Wilhelm, LLC, safety, teamwork, and respect are critical to the essential work we perform in traffic management and roadway services, and we are proud to foster a workplace where all individuals can contribute and succeed.

Pay Transparency Notice (California)

In compliance with California law, the expected pay range for this position is $75,000–$90,000 annually, depending on experience, qualifications, certifications, and geographic location.