Accounting Associate – Payroll & Accounts Payable

Position Summary

The Accounting Associate – Payroll & Accounts Payable is responsible for administering payroll processing, accounts payable functions, and job cost tracking within a construction environment. This position ensures the accurate and timely processing of payroll and vendor payments, proper allocation of costs to construction projects, and compliance with applicable federal, state, and local regulations. The role works collaboratively with Human Resources, Project Management, and Operations to maintain accurate financial and labor records.

Essential Duties and Responsibilities

Payroll Administration

• Process weekly payroll through Paylocity, ensuring accuracy, timeliness, and compliance
• Review employee timecards for accuracy, proper job and cost code allocation, and adherence to company policies
• Administer payroll deductions, benefits, garnishments, reimbursements, commission payment, and manual payroll adjustments
• Ensure compliance with federal, state, and local payroll laws and regulations, including Davis Bacon for certified payroll reporting when applicable
• Respond to payroll-related inquiries and resolve discrepancies in a timely and professional manner
• Set-up new jobs in Paylocity for timecard punching and new TM labor jobs in QuickBooks when noted on employee’s timecard
• Maintain payroll records in accordance with company policies and record retention requirements

Accounts Payable Administration

• Process vendor and subcontractor invoices in QuickBooks, ensuring proper approvals and accurate coding to general ledger accounts, jobs, and cost codes
• Match invoices to purchase orders, work orders, and supporting documentation as required
• Prepare and print checks, manage and track vendor ACH information for payment processing by Controller, and enter credit card transactions in accordance with established procedures
• Reconcile vendor statements and resolve discrepancies
• Maintain organized accounts payable records, including compliance documentation W-9 and COI information when required
• Set-up new vendors in QuickBooks
• Develop and maintain good vendor relationships with new and existing vendors through communication and timely payments
• Identify, coordinate, and research, potential new and existing vendors that may offer better cost/service
• Report & assist Controller with vendor assessment and evaluation processes of identified potential vendors offering better cost/services
• Set-up new TM material jobs in QuickBooks when vendor invoices are received

Job Cost Accounting

• Accurately allocate labor, material, and subcontractor costs to construction projects using proper cost and account codes
• Review payroll labor distribution reports to ensure correct job cost assignment
• Assist in monitoring costs and identifying variances
• Provide job cost data and reports to project managers and management as requested
• Support cost adjustments related to errors made in job coding and or reporting costs to accounting.

General Accounting and Compliance Support

• Assist with month-end and year-end close activities related to payroll, accounts payable, and job cost accounts
• Upload & code weekly payroll related general journal entries, i.e. Payroll, Employee A/R accounts, HSA returns, etc.
• Enter monthly inventory adjustments, i.e. Panel, Cable, EMT, Stock return & removal
• Support internal and external audits by providing requested documentation
• Maintain strict confidentiality of employee, payroll, and financial information
• Identify opportunities for process improvement to enhance accuracy, efficiency, and internal controls
• Make electronic deposits through online banking
• Prepare and send Maintenance customers invoices monthly
• Process customer credit card payments

Qualifications

Education and Experience

• Associate degree in Accounting, Finance, or related field preferred or HS diploma with equivalent years’ experience in same or similar role.
• Minimum of two (2) years of experience in construction accounting, payroll, and accounts payable
• Hands-on experience with Paylocity and QuickBooks required

Knowledge, Skills, and Abilities

• Working knowledge of construction job cost accounting and cost code structures
• Strong attention to detail and accuracy
• Ability to manage multiple deadlines in a deadline-driven environment
• Strong organizational and analytical skills
• Effective written and verbal communication skills
• Proficiency in Microsoft Office and accounting software