Payroll Specialist in Camas, Washington at Hawk Logistics LLC

Payroll Processing

• Collect and review trip packets — envelopes, expense sheets, receipts, and driver logs — for OTR and local drivers to calculate hours, mileage, and applicable pay factors
• Calculate and process driver commissions, bonuses, per diem, accessorial pay, and other compensation components via settlements
• Manage all payroll deductions including fuel advances, cash advances, IFTA, shop/maintenance, equipment lease, insurance, logbook, parking, and tolls
• Review and validate payroll adjustments (reimbursements, deductions, tax withholding) and resolve discrepancies before processing
• Process payroll for company drivers, contractors, and owner-operators with awareness of the distinct compensation and deduction structures for each

Payroll Data Reporting & Analysis

• Generate payroll reports for management, including driver pay summaries, deduction breakdowns, and labor cost analysis
• Track and report per-mile costs, driver settlement totals, and fleet-wide payroll trends to support operational decision-making
• Build and maintain dashboards or summary reports that highlight key payroll metrics
• Identify and flag unusual variances in driver pay, deductions, or hours; provide concise explanations to management
• Track and analyze fuel costs by driver, route, and load — reconciling fuel card transactions against trip records, reporting cost-per-mile and efficiency trends, and flagging unusual usage or variances
• Assist with year-end payroll reporting, including W-2 and 1099 issuance for drivers and owner-operators
• Respond to management data requests with organized, clearly formatted payroll reports in a timely manner

Deductions & Benefits

• Track and process fuel advances
• Process employee deductions accurately: insurance premiums, retirement contributions, and garnishments
• Track garnishments and submit payments within required timelines and procedures
• Conduct regular audits of benefit bills and deductions to verify accuracy
• Answer driver questions related to deductions, benefits, and pay

Recordkeeping

• Maintain organized payroll records
• Ensure settlements, driver expense reports, and all receipts are attached for drivers and owner-operators
• Keep audit-ready documentation that supports payroll calculations and deduction decisions

Other Duties

• Assign fuel cards to drivers
• Assist with onboarding new equipment and drivers
• Process over and road maintenance invoices

• Strong skills in Google Sheets and/or Microsoft Excel
• Solid understanding of payroll regulations, tax laws (federal and state), and employment standards
• Familiarity with driver pay structures: per-mile rates, percentage pay, accessorial pay, and per diem
• Excellent numerical accuracy and attention to detail
• Strong organizational and time management skills; able to meet recurring payroll deadlines without reminders
• Ability to handle confidential employee information with discretion
• Clear, professional communication with drivers, management, and vendors
• Prior payroll processing experience preferred
• Bilingual in English and Russian preferred